Email Etiquette: When & Why to Use BCC

Even with the advent of SMS and team messaging, email is still the #1 preferred method both internally and externally for organizations. Seven in 10 people would rather communicate with a company by email than any other method. So, it’s still one of your most important business solutions. 

But email, especially if it’s internal, can have its pitfalls if someone steps out of line and breaks an unwritten email etiquette rule.

One of the rules that can be particularly abused is the BCC (blind carbon copy). For example, if it’s found out that a colleague is BCC-ing the boss on emails without the recipient’s knowledge it can cause major office tension.

On the other hand, the BCC can also be incredibly helpful when sending a message to multiple recipients, who don’t necessarily need to be aware of each other’s email addresses.

The Difference Between CC and BCC

When you use CC, you’re including someone that is part of the conversation on an email, but not specifically addressing the email to them. Use of the CC is common in business. It can also often be overdone with people getting copied on things they don’t really need or want.

Sometimes the CC is used as coverage to make sure someone is kept in the loop on a decision. 

When you use the BCC, you’re including someone on an email but not letting the recipient(s) or anyone CC’d on the email know that you’ve actually copied another person.

If BCC sounds a little sneaky, it’s because it is. But it also does have some legitimate reasons to use it.

Using BCC incorrectly can have some big consequences if you’re trying to have good office relationships with colleagues. It can also cause some embarrassment in your client or vendor communications if it’s not used when it should be.

When is BCC Okay to Use? 

There are generally two main scenarios when email etiquette says that it’s perfectly okay and proper to use a BCC.

Sending a Mass Email to Multiple Recipients 

There are times when you are sending the same email to multiple recipients, but they don’t necessarily need to see who each other are, and you may not want them to.

For example, say you have a new vendor policy that you need to send out to 25 vendors. Rather then spending the time emailing them all one by one, you can simply email the message to yourself and BCC all your vendors. 

They will each receive a copy but won’t have the addresses of those who may be competing with them for your business.

Another example of this is if you are sending out a marketing pitch to media organizations. In this case it’s okay to use the BCC since none of them would be related and wouldn’t necessarily need to see that each other were copied.

You are BCC-ing Yourself

Sometimes it may come up that you want to send a copy of an email to another one of your email addresses. For example, you may be using your personal email to send a message from your mobile phone, but still need to have a copy in your business email for follow ups. Or vice versa.

In this case, it’s also okay to use BCC because the recipient obviously already knows you are going to have a copy of the message. You might choose to use BCC instead of CC just to reduce any confusion if they don’t recognize your other email address as being yours.

When is BCC NOT Okay to Use?

Really, in just about all other scenarios, BCC can be a big problem and considered somewhat of a “jerk move” in office vernacular. 

When you use BCC, you’re basically hiding the fact that another person is getting a copy of the email, and other than the two noted above, there aren’t many situations where that is considered okay.

Here are some of the ways you do not want to use (abuse) the BCC.

To Copy the Boss to Get a Coworker in Trouble

You may be having a hard time with a coworker, but blind copying the boss on an email exchange with them isn’t going to make things any better. In fact, your boss might think less of you for the breach in email etiquette.

To Send an Office Pal an Email Exchange to Ridicule a Colleague

If you are blind copying your office “best bud” on an email exchange with a colleague to ridicule or otherwise have a laugh or gossip at the other person’s expense, this is big breach of etiquette. It’s also just really mean, and could actually cost a person their job if it’s found out.

To Copy a Friend on a Positive Email

This scenario might seem okay, but it can backfire on you. 

For example, say you are BCC-ing your friend on a recommendation email you’re making to your company’s HR department about that friend being a great candidate. What happens if your friend does a “reply-all’ to say, “Thanks!” Suddenly your HR department knows you hid the fact you were copying another person and things could get awkward.

In this case it would be better to simply forward your email after you sent it if you wanted to show you friend what you said about them.

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