Rules for business correspondence. Working with the fields “To” (“To”), “Cc” (“CC”), “Bcc” (“Bcc”)

Youtube

You have probably already noticed thatupon receiving letters from some authorsin the “to” section there is a list of several dozen emails of different people. Moreover, neither you nor these people gave their consent for these emails to be “exposed.” Naturally, some of the recipients will unsubscribe from this mailing list (we are all tired of the flow of spam to our emails). But one thing is certain - all recipients will treat the author of the newsletter as an unprofessional person. And they are unlikely to agree to accept his offer.

How can you do it so as not to send a letter to each addressee separately and at the same time “not to shine before everyone else”?
Almost any Post service allows you to do this.

Let's consider this opportunity using the example of the most popular email address for business mailings: gmail.com

Typically, you use the Compose window to send an email. By clicking on it, you see a new “New message” window, into which you insert everything that is necessary to create and send the letter itself.

We usually insert the emails of our recipients into the “Recipients” window.

Copy means "exact copy". This field is used when you simply want to send an email to someone who is not the primary recipient. This way, you can keep the person in the loop while letting them know that they don't have to respond to the email. But all recipients of this letter see each other’s addresses (and even names).

BCC means "an exact hidden copy." It works the same as Cc, but this field hides all recipient addresses.

Thus, using this field is one of the best ways send a letter to a large number of people and maintain confidentiality. This means you won’t ruin your relationship with them. Using this feature, you can insert up to 30 emails. This means that with the click of a button you can send this letter 30 recipients at once, without showing their emails.

And, if necessary, you can insert a picture into the body of the letter ( 4 ) or attach a file ( 5 ).

It is this mail that gives maximum amount editing capabilities.

Similarly, you can send a letter to several recipients at the same time via yandex.ru mail.

Only there are fewer options for editing the text of the letter on this mail. Therefore, I will only show the procedure required to send letters.

Click on “Write” and then in the “To” window ( 1 ) insert the email of the first recipient, and then select the “Copy” function ( 2 ) or " Hidden copy» ( 3 ). Depending on whether you want all recipients of your letter to see all emails or preserve their right to confidentiality of addresses, select one of the functions. To add each next email to the list, you need to click on the button with the image of a man with a plus sign in front of it ( 4 ). Then you can select your regular recipients from the drop-down list or enter their emails manually.

Pictures can be downloaded from Yandex Disk and files can be attached as usual.

Click on the “Write” button, a window appears in which when you click with the mouse in the “To” window ( 1 ), a drop-down list appears with a list of your regular recipients ( 2 ). You can choose from this list what you need. Or just insert the desired email destination manually.

We send dozens of emails every day. Sometimes it's very short messages, for example, such as: “Shall we go to lunch?” Sometimes - with the help of which you present your business or website. When there are a lot of letters and little time, we begin to rush and make mistakes. Usually trivial, like a typo, but sometimes things happen that can seriously harm your reputation and spoil your relationship with a client or employee.

This can be avoided, you just need to be collected and know about some pitfalls. Here are the most common mistakes made when sending emails. Read carefully and remember that you first need to take a short pause, check if everything is in order, and only then click on the “Send” button.

You are typing the wrong address

The most common and most unpleasant mistake. Imagine you want to send rather personal photos to a friend, but you automatically type the address of your boss or customer. And only after the letter has left do you realize with horror what has just happened. If it’s any consolation, each of us has found ourselves in this situation at least once in our lives: lawyers sent confidential documents to the opposite party, designers sent website layouts to the wrong client, etc. But when this happens to us, it seems that the ground disappears from under our feet.

Fortunately, many email services, for example Gmail, have a function. Turn it on and specify a large time interval - it’s quieter, you know.

You forgot about the attachment

You wrote that a certain file was attached to the letter, but you forgot to attach it. Another common mistake that often leads to misunderstandings and apologies. On the one hand, it’s okay, no one is perfect, but it’s better to check everything first and only then send the letter. And to avoid questions from the recipient, we recommend listing all attached files directly in the body of the letter. For example, like this:

Hello, Maxim! I am sending you several files, they are attached:

Service Agreement

GIF with a cat

You don't think about the design

They greet you, as you remember, by their clothes. If you want to prevent your email from making you want to immediately delete it, work on its form. They say you need to devote as much time to it as to the content. Fortunately, today it's easy. To do this, we recommend using the Wix ShoutOut application, selecting a suitable template and adding your text to it. No special knowledge is required, just make sure everything looks neat and beautiful. By the way, a good newsletter has its own secrets and rules, so we recommend reading our email marketing director. Don't thank me.

You do not specify the subject of the letter

The subject of the letter performs approximately the same role as the title of the text. It appears next to your name, the recipient sees it and understands what you sent him: an invoice, meeting results, job offer, website layout, etc. Remember that the topic must be clearly formulated so that a person can quickly find your letter if necessary, and convincing so that he is interested if we're talking about, for example, about mailing. Not long ago we wrote about how, if you have forgotten, it’s worth re-reading.

You don't save drafts

If you like writing letters to text editors, then save more often, otherwise it will turn out that you spent the whole day working on a letter, and then suddenly the computer froze and everything was lost. Or write directly in the mail service - then all your sketches will be automatically saved in the “Drafts” folder.

You are being rude

Politeness in correspondence is no less important than in life. Here are the basic rules that must be followed by everyone:

Always thank the sender for the letter, especially if you see that he did a good job. Remember when we were all taught “magic” words as children? Let's not forget them, even though we are adults.

Stay calm, even if the matter is extremely urgent and important. Nervousness and reproaches will definitely not lead to anything good.

Begin and end your letter with common phrases. The degree of formality will depend on who you are corresponding with. If this is your boss or just an official person, do not use “Hello,” “Bye,” or “Kisses.” And vice versa, if you are writing to a colleague or friend, you can do without the traditional “Sincerely.”

You don't proofread the text

Typos can ruin the whole impression, so carefully re-read the written letter, preferably several times. If you have any doubts about spelling or syntax, go to Gramota.ru. It’s better to measure seven times, that is, check, than then apologize for typos and prove that you are actually literate.

And by the way: if you are afraid of accidentally sending an unfinished letter, first write the entire text in full, and only then type the recipient’s address.

You are not putting the right people on the copy of the letter

Let's figure out who might actually receive your letter. The To field is the primary recipient. Field "Ss" - the person who will receive the copy. He is not directly related to the issue being discussed, but wants or needs to be aware. The "Bcc" field is the hidden recipients. You add them, but the primary recipient doesn't see them. And here you need to be careful: you can confuse Cc and Bcc, and then the recipient will think that he is being spied on.

Keep in mind that it is important for some people to be aware of what is happening. You don’t want to listen to reproaches about “How could you not add me to the copy?! I worked on this project for two months!” If in doubt, add everyone who has anything to do with the question. Maybe not everyone will be happy that they are being distracted, but there will be no complaints against you.

And permissions.

You have probably already noticed that when you receive letters from some authors, in the “to” section there is a list of several dozen emails from different people. Moreover, neither you nor these people gave their consent for these emails to be “exposed.” Naturally, some of the recipients will unsubscribe from this mailing list (we are all tired of the flow of spam to our emails). But one thing is certain - all recipients will treat the author of the newsletter as an unprofessional person. And they are unlikely to agree to accept his offer.

How can you do it so as not to send a letter to each addressee separately and at the same time “not to shine before everyone else”?

Almost any email service allows you to do this.

Let's consider this opportunity using the example of the most popular email address for business mailings: gmail.com

Typically, you use the Compose window to send an email. By clicking on it, you see a new “New message” window, into which you insert everything that is necessary to create and send the letter itself.
We usually insert the emails of our recipients into the “Recipients” window.

What to do if there are several of them? When you place your cursor in this window, two more options automatically appear: send a copy and blind copy.

Copy means "exact copy". This field is used when you simply want to send an email to someone who is not the primary recipient.

This way, you can keep the person in the loop while letting them know that they don't have to respond to the email. But all recipients of this letter see each other’s addresses (and even names).

BCC means "an exact hidden copy." It works the same as Cc, but this field hides all recipient addresses.

Thus, using this field is one of the best ways to send an email to a large number of people and maintain confidentiality. This means you won’t ruin your relationship with them. Using this feature, you can insert up to 30 emails. This means that with one click of a button you can send this letter to 30 recipients at once, without showing their emails.

And then in the “Subject” window you need to write the subject of the letter ( 1 ). It should be brief, but at the same time accurately inform the recipient of the essence of the message.

In the next window, paste the text of the letter itself ( 2 ). Here you can edit it, format it, change the font, font size, appearance, color, apply numbered or bulleted lists, highlight quotes and so on ( 3 ).
And, if necessary, you can insert a picture into the body of the letter ( 4 ) or attach a file ( 5 ).

It is this mail that provides the maximum number of editing opportunities.

Similarly, you can send a letter to several recipients at the same time via yandex.ru mail.

Only there are fewer options for editing the text of the letter on this mail. Therefore, I will only show the procedure required to send letters.

Click on “Write” and then in the “To” window ( 1 ) insert the email of the first recipient, and then select the “Copy” function ( 2 ) or "Bcc" ( 3 ). Depending on whether you want all recipients of your letter to see all emails or preserve their right to confidentiality of addresses, select one of the functions. To add each next email to the list, you need to click on the button with the image of a man with a plus sign in front of it ( 4 ). Then you can select your regular recipients from the drop-down list or enter their emails manually.
And then, as usual: write the subject of the letter in the “Subject” window and insert the text of the letter itself.
Pictures can be downloaded from Yandex Disk and files can be attached as usual.

Almost the same thing is offered to you by the mail.ru service.
Click on the “Write” button, a window appears in which when you click with the mouse in the “To” window ( 1 ), a drop-down list appears with a list of your regular recipients ( 2 ). You can choose from this list what you need. Or simply insert the desired recipient's email manually.

If you need to send this letter to a whole group of recipients at once, then select one of two functions: “Copy” or “Bcc.”

To do this, click on the button at the very beginning of the window for recipient emails ( 1 ) and in the drop-down list ( 2 ) select what you want ( 3 or 4 ).

This mail allows you to attach files to the letter ( 1 ) and edit the text of the letter itself ( 2 ). Approximately the same volume as mail on yandex.ru.

That's probably all I wanted to tell you about today.

I hope these small chips will help you not only save your time, but also not violate the confidentiality of those people who entrusted you with their email addresses. Always think about the safety of those people who trusted you. Be professional!

And if you want to get even more useful things and learn not only how to create a blog, but also how to make it earn money, sign up for our free course "Technology for building income on the Internet."

Just enter your name and email in the form below this article and click on the button "I want to take the course!"

What is email? In the modern business world this is:

Your face. It is with the help of email that you can create a positive image in the eyes of the counterparty or spoil the first impression.
Your working tool. A lot of communication with the outside world takes place via email. Therefore, if you are proficient in this instrument, you can make your life a lot easier.
A powerful distraction. External world trying to get you, distract you and throw you off the right path via email.

From this perspective, let’s look at working with email. Let's start with something simple.

Formatting a letter

I use an email client Mozilla Thunderbird, so I will tell you using his example. Let's create a new letter and go from top to bottom through the list of fields.

To whom. Copy. Hidden copy

Some may not know, but "To" in Mozilla can be changed to "Cc" or "Bcc".

To whom: we write the main recipient or several recipients separated by a semicolon.
Copy: we write to someone who should read the letter, but from whom we do not expect a reaction.
Hidden copy: we are writing to someone who should read the letter, but should remain unknown to the other recipients of the letter. It is especially appropriate to use for mass mailing of business letters, such as notifications.

Wrong in mass mailings, indicate recipients using the “Copy” or “To” fields. Several times a year I receive letters that list 50–90 recipients in the “Cc” field. There is a violation of privacy. Not all of your recipients need to know who else you are working with on a similar topic. It’s good if these are people who know each other. What if there are competing companies on the list that don’t know about each other? At a minimum, you need to be prepared for unnecessary explanations, and at maximum, to terminate cooperation with one of them. Do not do it this way.

Letter subject

The importance of the subject line of a letter is often written (sometimes sensibly) in their corporate blogs professional services newsletters. But most often we are talking about sales letters, where the subject of the letter solves the problem “the email should be opened.”

We are discussing daily business correspondence. Here the theme solves the problem “the letter and its author should be easily identified and then found.” Moreover, your diligence will return to you in the form of karma of numerous response letters, only with prefixes Re: or FWD, among which you will have to search the right letter on this topic.

Twenty letters is the volume of one-day correspondence for a middle manager. I’m not talking about entrepreneurs and business owners at all; their number of letters sometimes goes off scale at 200 or more per day. Therefore once again: do not send emails with an empty subject.

So, how to formulate the subject line of an email correctly?

Mistake #1 : Only the company name in the subject. For example, “Sky” and that’s it. Firstly, you are probably not the only one from your company communicating with this counterparty. Secondly, such a topic does not bring any meaning, because the name of your company is already visible from the address. Third, guess what yours will look like own box with this approach to correspondence? Something like this.

Is it convenient to search on such topics?

Mistake #2 : flashy, selling headline. It's great if you know how to write such headlines. But is it appropriate to use these skills in business correspondence? Remember the purpose of a business email subject line: not to sell, but to provide identification and search.

Text of the letter

There are many guides on writing texts for different cases life. For example, Maxim Ilyakhov, Alexander Amzin and other masters of words have a lot of useful information. I advise you to read their articles, at least to improve general literacy and improve the overall style of written speech.

In the process of writing a letter, we must make several decisions sequentially.

A matter of politeness . At the beginning of the letter, you can blur into pleasantries or even tenderness in the spirit of “My dear Rodya, it’s been more than two months since I talked to you in writing, from which I myself suffered and even didn’t sleep some nights, thinking.” Very polite and very costly, both in terms of time to write such an introduction, and in terms of the interlocutor’s time to read it. Correspondence is business, remember? Not an essay in the epistolary genre for a competition or a letter to Raskolnikov’s mother, but business correspondence.

We respect our time and the recipient's!

It only makes sense to introduce yourself and recall the circumstances of your acquaintance in the first letter sent after a fleeting meeting at an exhibition. If this is a continuation of cooperation or ongoing correspondence, in the first letter of the day we write: “Hello, Ivan”, in the second and subsequent ones: “Ivan, ...”.

Appeal . I have always been concerned about the question of who to address in a letter if there are several recipients. Recently I wrote a letter addressed to three girls named Anna. Without any doubt, I wrote “Hello, Anna” and didn’t worry. But such luck is not always the case.

What if there are three or even seven recipients and they do not have the same name? You can list them by name: “Good afternoon, Rodion, Pulcheria, Avdotya and Pyotr Petrovich.” But it's long and takes time. You can write: “Hello, colleagues!”

For myself, I use the rule of addressing by name the person in the “To” field. And don’t contact those in the copy at all. This rule also allows you to more accurately determine (one!) the addressee of the letter and the purpose of this letter.

Citation . Often correspondence is a chain of letters with questions and answers - in a word, a dialogue. It is considered good practice not to delete the correspondence history and write your response at the top of the quoted text, so that when you return to this correspondence a week later, you can easily read the dialogue from top to bottom, descending by date.

For some reason, the default setting in Mozilla is “Place cursor after quoted text.” I recommend changing it in the “Tools” → “Options” menu account» → “Drafting and addressing”. It must be so.

Purpose of the letter . Business letters there are two types:

when we simply inform the interlocutor (for example, a report on the work done for the month);
and when we want something from the interlocutor. For example, so that he approves the attached invoice for payment.

As a rule, there are many times more encouraging letters than reporting letters. If we want to achieve something from the interlocutor, it is very important to say this in a letter in plain text. The call to action should be accompanied by a name and be the last sentence in the letter.

Wrong : “Porfiry Petrovich, I know who hacked the old woman to death.”

Right : “Porfiry Petrovich, it was I who hacked the old woman to death, please take measures to arrest me, I’m tired of suffering!”

Why should the correspondent think for you what to do with this letter? After all, he may make the wrong decision.

Signature in the text . She must be. Moreover, all email clients allow you to configure automatic signature substitution, for example the classic “Sincerely, …”. In Mozilla, this is done in the “Tools” → “Account Options” menu.

Whether or not to write contacts in the signature is a personal matter for everyone. But if you are in any way connected with sales, be sure to write. Even if the deal does not take place as a result of communication, in the future you will be easily found using the contacts from the signature.

Finally, one more feature of the letter body for those interlocutors who don’t like (can’t, don’t want, don’t have time) to answer your letters. Please indicate the default in the body of the letter. For example, “Porfiry Petrovich, if you don’t come to arrest me before 12:00 Friday, then I consider myself amnestied.” Of course, the deadline must be real (you shouldn’t send the text from the example on Friday at 11:50). The recipient must be physically able to read and act on your letter. Such “silence” relieves you of responsibility for the interlocutor’s failure to respond. As always, you need to approach the use of this feature wisely. If a person responds to your letters on time and regularly, such an ultimatum may, if not offend him, then stress him out a little or lead to a decision not to answer the letter right now, but to force you to wait until Friday.

Attachments

Letters often come with attachments: resumes, commercial proposals, estimates, schedules, scans of documents - very handy tool and at the same time a source of popular errors.

Error : huge investment size. I often receive emails with attachments up to 20 MB in size. As a rule, these are scans of some documents in TIFF format, with a resolution of 600dpi. Mail program the correspondent will almost certainly be stuck for several minutes in a futile attempt to load a preview of this attachment. And God forbid the recipient tries to read this letter on a smartphone...

Personally, I immediately delete such letters. Don't want your email to end up in the trash before it's read? Check the size of the investment. It is recommended that it be no more than 3 MB.

What to do if it exceeds?

Try reconfiguring your scanner to a different format and resolution. For example, PDF and 300dpi produce quite readable scans.
Think about programs like WinRar archiver or 7zip. Some files compress perfectly.
What to do if the attachment is huge and you can’t compress it? For example, an almost empty accounting database weighs 900 MB. Cloud information storage services will come to the rescue: Dropbox, Google Drive and the like. Some services, such as Mail.ru, automatically convert huge attachments into links to cloud storage. But I prefer to manage my information stored in the cloud myself, so I don’t welcome automation from Mail.ru.

And one more not entirely obvious recommendation about investments - their Name . It must be understandable and acceptable to the recipient. Once upon a time we were cooking in company Commercial offer in the name... let it be Fyodor Mikhailovich Dostoevsky. I received a letter from the manager with a draft CP for approval, and the attachment included a file named “ForFedi.docx”. The manager who sent me this had a dialogue that went something like this:

Dear manager, are you personally ready to approach this respected man and call him Fedya to his face?

Somehow, no, he’s a respected man, everyone calls him by his first name and patronymic.

Why did you name the attachment “For Fedi”? If I send it to him right now, do you think he will buy axes from us using this CP?

I was going to rename it later...

Why prepare a time bomb - refusal potential client- or create extra work for yourself by renaming the file? Why not immediately name the attachment correctly: “For Fyodor Mikhailovich.docx” or even better - “KP_Sky_Axes.docx”.

So, we have more or less sorted out email as a “face”. Let's move on to looking at email as a tool. efficient work and let's talk about its distracting component.

Working with letters

Email is a powerful distraction. As with any distraction, email needs to be dealt with by tightening rules and introducing work schedules.

At a minimum, you need to turn off ALL notifications about mail arrivals. If the email client is configured by default, you will be notified and sound signal, and they will blink the icon next to the clock and show a preview of the letter. In a word, they will do everything to first tear you away from painstaking work, and then plunge you into the abyss unread emails and unviewed mailings - minus an hour or two from life.

Some people have strong willpower that allows them not to be distracted by notifications, but ordinary people It’s better not to tempt fate and turn them off. In Mozilla Thunderbird, this is done through the menu "Tools" → "Settings" → "General" → "When new messages appear."

If there are no notifications, how can you understand that a letter has arrived?

Very simple. You yourself, consciously, set aside time to parse your mail, open your email client and see everything unread messages. This can be done twice a day, for example, at lunch and in the evening, or during forced downtime, for example, in traffic jams.

People often ask, what about response times and urgent letters? I answer: you do not have urgent letters in your mail. Unless you work in the customer support department (this department has its own rules for working with mail).

If there are urgent letters, the sender will notify you about this through other channels - telephone, SMS, Skype. Then you will consciously go into your email client and process urgent mail. All time management gurus (for example, Gleb Arkhangelsky with his “Time Drive”) declare a standard response to email within 24 hours. This is a normal rule good manners- do not expect instant replies via email from your interlocutor. If there is an urgent letter, give more notice fast channels communications.

So, we turned off notifications and now turn on the email client according to our schedule.

What should we do when we go to the mail and engage in an activity called “parsing email"? Where is the beginning and end of this work?

I've heard a lot about the zero inbox system, but, unfortunately, I haven't met a single person using it. I had to reinvent my wheel. There are articles on this topic on Lifehacker. For example, " ". Below I will talk about the zero inbox system in my interpretation. I would be grateful if GTD gurus would comment and add or improve the described system.

It is important to understand and accept that email is not a task scheduler or archive for your activities. Therefore, the Inbox folder should always be empty. Once you start sorting through your inbox, don't stop or be distracted by anything until you've emptied this folder.

What to do with emails in your inbox? You need to go through each letter sequentially and delete it. Yes, just highlight and press Delete on your keyboard. If you can’t bring yourself to delete the letter, you’ll have to decide what to do with it.

Can you answer it in three minutes? Do I need to answer it? Yes, it is necessary, and the answer will take no more than three minutes, then answer immediately.
You must answer, but preparing an answer will take more than three minutes. If you use a task scheduler that allows you to convert an email into a task, turn the email into a task and forget about it for a while. For example, I use the absolutely wonderful service Doit.im. It allows you to generate a personal email address: you forward the letter to it, and it turns into a task. But if you don’t have a task scheduler, move the letter to the “0_Run” subfolder.
After quickly replying to a letter, turning it into a task, or simply reading it, you need to decide what to do with this message next: delete it or send it to one of the folders for long-term storage.

Here are the long-term storage folders I have.

0_Execute. I don’t have such a folder, but if you don’t have a planner, I repeat, you can put letters that require detailed work here. This folder also needs to be cleaned regularly, but with a thoughtful approach at a time specially allocated for this.
1_Ref. This is where I put letters from background information: welcome letters with logins from various web services, tickets for upcoming flights, and so on.
2_Projects. An archive of correspondence on partners and projects with which there are current relationships is stored here. Naturally, for each project or partner there is a separate folder. In the partner’s folder I put letters not only from his employees, but also letters from Neb employees related to this partner. Very convenient: if necessary, all correspondence on the project is at hand in a couple of clicks.
3_Museum. This is where I put those letters that it would be a pity to delete, and the benefit of them is not obvious. Folders with closed projects from "2_Projects". In short, the “Museum” stores the first candidates for removal.
4_Documents. Here are letters with electronic samples of documents that may be useful in the future for accounting, for example, reconciliation reports from clients, tickets for trips taken. The folder has many similarities with the “2_Projects” and “1_Reference” folders, only accounting information is stored in it, and management information is stored in the “2_Projects” folder. In “4_Documents” there is dead information, and in “2_Projects” there is live information.
5_Knowledge. Here I only put really useful newsletters that I want to return to after a while for inspiration or to find solutions.

There are other settings mail client, important for the operation of this system. First, by default in Thunderbird there is a “Mark messages as read” checkbox. I prefer to do this consciously, so down with the flag! To do this, go to the menu “Tools” → “Settings” → “Advanced” → “Reading and Display”.

Secondly, we use filters . Previously, I actively used filters that automatically forwarded letters to the appropriate folders based on the sender's address. For example, letters from a lawyer were moved to the “Lawyer” folder. I abandoned this approach for several reasons. First: letters from a lawyer in 99% of cases relate to some project or partner, which means they must be moved to the folder of this partner or project. Second: I decided to add awareness. You yourself must decide where a specific letter should be stored, and it is more convenient to look for unprocessed messages in only one place - in the inbox. Now I use filters only for distributing automatic regular letters from various systems, that is, letters that do not require me to make decisions. Filters in Mozilla Thunderbird are configured in the menu “Tools” → “Message Filters”.

So, when the right approach Email should take from 10 to 60 minutes a day, depending on the volume of correspondence.

Yes, and one more thing. Have you already turned off notifications about the arrival of new letters? ;)

Tamara Vorotyntseva – development director of the training company “BUSINESS PARTNER” (Moscow). Practicing business coach, author of the book “Building a Personnel Training System” and publications in business publications in Russia, Kazakhstan and Ukraine. Creator of the online newsletter: “ E-mail correspondence in business" on the subscribe.ru server! The book is a practical guide for business people who actively correspond with clients and partners. It presents tools that will help make electronic communication effective, optimal in time and results, and most compliant with the norms and rules accepted in the modern business community. The author gives practical advice, illustrates his observations with real-life cases and provides reasoned conclusions. The text of the book is rich in recognizable examples of real business correspondence. The author shares his observations, techniques, “tricks” that can significantly affect the efficiency and effectiveness of business email. If you are a business person and it is important for you to write promptly, concisely, competently, in accordance with the rules of good business manners, this book will become your reliable assistant.

Book:

When working with the fields “To” (“To”), “Cc” (“CC”), “Bcc” (“Bcc”), remember that this an important part emails affecting further actions participants in the correspondence.

“To whom” (“That”). This field contains the address of the recipient to whom the letter and the information contained in it are directly addressed. The author of the letter is waiting for a response from the main recipient. If two recipients are placed in this field, then the author of the letter is waiting for a response from each or some of them (keep this in mind if your name is on the list of recipients). At the same time (if you are the sender), keep in mind that it is not very advisable to include more than one addressee in the “To” (“To”) field. A letter sent to several recipients may not receive a single response, since each will think that the other will answer.

If the letter is addressed to you, but contains copies of other recipients, be sure to use the “Reply ALL” button when replying! This will allow you to maintain the circle of recipients that the initiator of the correspondence designated.

“Copy” (“Cs”). IN In this field, place the addresses of recipients who, in your opinion, should be aware of correspondence on this issue. These recipients receive information only “for your information.” The CC recipient usually does not have to respond to the letter, but can do so if necessary.

NOTE. IT IS IMPORTANT!

If your name is in the “Cc” (“CC”) field, then when entering into correspondence, remember that there are situations when it is extremely important to be polite. Use the phrases: “Let me join the discussion,” or “Let me join your dialogue,” or “Let me express my opinion.”

"Blind carbon copy" ("Bcc"). This field is prohibited for use in some companies, as it is a tool that contradicts ethical standards of communication. The purpose of this field is to invite the recipient to become a “secret witness.”

If your business practice is to use this field in your work, consider the following. The BCC recipient remains invisible to the primary recipient and the BCC recipients. Sometimes it is useful for the sender and the “secret recipient” to have a preliminary agreement (or subsequent awareness) about the reason and purpose of this method of information.