When writing emails, it’s often necessary to include others in the conversation to keep them informed about the ongoing discussions. One common way to do this is by “copying” or “cc’ing” someone on an email. However, understanding how to express this action in a clear and polite manner can help you maintain professional relationships while effectively communicating your intentions. In this guide, we’ll explore formal and informal ways to say “copy someone” in an email, providing you with various tips and examples along the way.
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Formal Ways to Say “Copy Someone” in an Email
Sending a formal email where respect and professionalism are key requires a tactful approach when indicating that you’re copying someone. Here are a few phrases that can be used:
- 1. Cc: This is the most common abbreviation for “carbon copy.” It originated from the time when copies of a document were made using carbon paper. You can use it as follows:
Example: Cc: John Smith
- 2. Copy: A more direct way to indicate you’re copying someone is by simply stating “copy” followed by the recipient’s name or email address:
Example: Please copy John Smith on this email.
- 3. Include: Indicating that someone should be included in the email conversation is another respectful way to say “copy someone” in a formal context. You can use this phrase as shown below:
Example: Please include John Smith in the loop.
Informal Ways to Say “Copy Someone” in an Email
In more casual settings, such as internal team communication or friendly exchanges, a more relaxed tone can be adopted. That being said, it’s still essential to be clear in expressing your intention to include someone in the email. Here are a few informal alternatives:
- 1. FYI: This abbreviation stands for “for your information” and indicates that the email recipient is being copied just for their awareness, without expecting a response:
Example: Just FYI, I’ve copied John Smith on this email.
- 2. Keeping in the loop: This phrase conveys informality while expressing the intent to keep someone updated on the email thread:
Example: Just keeping John Smith in the loop on this email.
- 3. Adding: Informally mentioning that you’re “adding” someone to the email conversation is also an effective way to convey that they are being copied:
Example: Adding John Smith to the email thread.
Tips for Copying Someone in an Email
Effectively communicating the intent to copy someone in an email goes beyond just the phrasing. Here are some additional tips to keep in mind:
- 1. Use the “Cc” field: When appropriate, utilize the “Cc” field instead of the “To” field to clearly indicate that the recipient is being copied and not directly addressed.
- 2. Provide context: Briefly explain the reason for including the person in the email to avoid confusion or misunderstanding.
- 3. Consider privacy: Be mindful of others’ privacy and only copy relevant parties who need to be kept in the loop.
- 4. Respond promptly: If you’re copied on an email, respond promptly and acknowledge your receipt to show that you’re a proactive team player.
- 5. Proofread: Before sending the email, proofread it to ensure it’s clear, concise, and free of any errors or unnecessary information.
Pro Tip: When in doubt about the recipient’s preference, take cues from previous interactions or consult with your team to follow established communication norms.
By utilizing these tips and considering the formal and informal approaches described above, you can effectively communicate your intentions when copying someone on an email.
Remember, it’s always important to strike a balance between clarity, professionalism, and maintaining positive relationships with your colleagues or clients. Whether you’re sending a formal or informal email, using the right phrases and etiquette ensures that you come across as respectful and considerate, fostering effective communication within the workplace.
Now that you have a better understanding of how to say “copy someone” in an email, go ahead and confidently keep everyone in the loop!
