What Is a Copy Notation?

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A copy notation is a type of end notation to a formal letter. A copy notation is a list of people that ought to receive a copy of the letter. It is a reminder that other people, besides the addressed recipient, have an interest in the letter.

In the past, a person with an interest in formal communication via letters received copies of the written document in the form of carbon copies. The use of carbon copies has diminished with the advancement of electronic mail. The copy notation, denoted “cc:,” identifies all people who ought to receive copies of the letter.

The copy notation appears on the last page of the paper, below the sender’s signature. It helps in ensuring that all interested parties are aware of the communication. When typing a letter, the “cc:” is placed below the sender’s signature after pressing the Enter key just once. A list of all names of the people who are entitled to copies of the letter follows the “cc:” notation.

Unlike the rest of the paper, all end notations, including the copy notation, must have single spacing. Other end notations include the reference initials, file name notation, enclosure notation and delivery notation. The end notations are usually only used under special circumstances.