Is It Correct to Say “For Your Records”? Usage and Alternatives

Have you ever wondered if it’s correct to say “for your records” in professional emails or documents? This phrase often pops up in business, legal, and healthcare communication. 

But is it the best option? Is it always grammatically correct? And are there other phrases that may sound more polished or professional in specific contexts?

In this article, we’ll break down everything you need to know about saying “for your records,” when it’s appropriate, and the best alternatives. 

We’ll also touch on grammar tips, tone analysis, and common scenarios where the phrase is used. By the end, you’ll feel confident about whether or not to use this phrase in your emails, business letters, and professional correspondence.

What Does “For Your Records” Mean?

To understand whether it’s appropriate to use the phrase “for your records,” it’s essential to grasp its meaning. Essentially, the phrase refers to providing information or documents to someone so they can keep them for future reference or use. The emphasis is on the recipient maintaining a copy for their personal or professional records.

In most cases, this phrase implies that the document or information is important, and it should be retained. It’s a phrase commonly seen in business, legal, medical, and academic contexts. Here’s a closer look at its meaning in different domains:

• Business Communication: When a company sends you important documents such as invoices, contracts, or receipts, they might end the communication with “for your records,” indicating that the attached file should be kept for your future reference.
  
• Legal Documents: Lawyers often use the phrase in legal agreements or settlement letters, implying that you need to keep a copy for official purposes.
  
• Medical or Academic Records: Healthcare providers or educational institutions may use the phrase when sending test results, transcripts, or other essential documents.
  

The underlying purpose is retention for later use and organization of important information.

Is “For Your Records” Grammatically Correct?

So, is the phrase “for your records” grammatically correct? Absolutely. It’s widely accepted and commonly used in both written and spoken communication. The structure is simple:

• For (preposition)
  
• Your (possessive pronoun)
  
• Records (noun, plural)
  

Grammatically speaking, “for your records” works as a prepositional phrase. It is used to indicate that something is being provided to keep or maintain it as a record. This structure is perfectly sound and clear.

Consider the following examples:

• “I’ve attached the contract for your records.”
  
• “Please keep a copy of this letter for your records.”
  
• “Here’s the invoice for your records.”
  

These sentences demonstrate the phrase’s simple and correct application. It’s not just correct—it’s standard usage.

Is It Formal or Informal?

While “for your records” is grammatically correct, is it formal or informal? It falls on the formal side of the spectrum but can be used in semi-formal and business casual contexts as well. 

Typically, you’ll find it in professional environments like corporate emails, legal documents, or medical communications, where maintaining records is a common requirement.

Formal Usage:

• Business Correspondence: “Attached is the signed agreement for your records.”
  
• Legal Context: “Please find the final settlement document for your records.”
  

In these examples, the phrase is used to convey professionalism and emphasize the importance of retaining the document.

Informal Usage:

While less common in casual conversations, “for your records” can occasionally be used informally in emails or texts with colleagues you are familiar with. 

However, it’s important to note that in informal situations, you might want to tone down the formalities, especially if the context isn’t as critical.

Common Scenarios Where It’s Used

Business Communications

• Invoices and Receipts: When sending a receipt or invoice to a client, businesses often include the phrase, ensuring the client keeps it for tax or future reference.
  
• Contracts and Agreements: Lawyers or business professionals use this phrase when sending signed documents, contracts, or agreements, as they are typically kept for future reference or legal purposes.
  

Legal and Financial Documents

• Legal Notices and Disclosures: Legal professionals use “for your records” when sending out important documents like contracts, legal notices, or court papers that should be kept for future reference.
  
• Tax Returns and Statements: Financial advisors or accountants might send tax statements and financial records with the phrase to ensure clients keep those documents safe for future use.
  

Healthcare and Academic Documents

• Test Results: Medical professionals might send lab results to patients with the phrase “for your records,” indicating that the patient should maintain a copy of the results.
  
• Report Cards and Transcripts: Schools use the phrase when issuing academic records, suggesting that students or parents retain them for future educational purposes.
  

Better or Alternative Phrases to “For Your Records”

While “for your records” is perfectly fine, there are times when using a different phrase can sound more polished or appropriate depending on the context. Let’s explore some alternatives:

1. For Your Reference

• Tone: Neutral
  
• Context: This phrase is often used interchangeably with “for your records,” but sounds slightly less formal. It’s best used when you’re providing someone with information they may want to refer to later, but not necessarily store as a record.
  

Example: “Here’s the report for your reference.”

2. To Keep on File

• Tone: Slightly Formal
  
• Context: This phrase implies that the recipient should maintain a record of the document, but with a bit more emphasis on organization.
  

Example: “Please keep this document on file for your future reference.”

3. As a Copy for Your Files

• Tone: Formal
  
• Context: Similar to “for your records,” but this variant is more explicit about storing the document in files, making it suitable for formal business or legal settings.
  

Example: “Please find attached the signed contract as a copy for your files.”

4. Please Retain This for Future Use

• Tone: Formal and Directive
  
• Context: A more authoritative phrase, perfect for important documents that need to be preserved carefully for future needs.
  

Example: “Please retain this form for future use.”

5. Attached for Safekeeping

• Tone: Slightly Informal
  
• Context: A softer, more casual way of asking someone to keep a document safe. Ideal for informal business or personal communication.
  

Example: “I’m sending this email attached for safekeeping.”

“For Your Records” vs “For Your Reference”

Are you wondering what the real difference is between “for your records” and “for your reference”? Both phrases may seem similar, but there are subtle distinctions that can change the way they are interpreted.

Phrase	Use Case	Tone
For your records	Legal, official, important information	Formal
For your reference	Informative, no urgent need for retention	Neutral

“For your records” suggests that the recipient needs to keep the document for official or future use, while “for your reference” is more casual and less pressing.

Is There a Plural or Singular Form Debate?

You might have wondered whether to use “record” (singular) or “records” (plural). The correct and widely used form is “records”. In most cases, “records” is preferred because it implies a collection or set of documents, and it covers a broad range of information that can be stored.

Example with “Record” (Singular):

• “Here’s the document for your record.”
  

This form may occasionally be used, but it is less common and sounds more outdated than the plural form.

How to Use “For Your Records” in Email (With Templates)

Emails often carry a formal tone, so using phrases like “for your records” helps maintain professionalism. Here are a few email templates that incorporate the phrase effectively:

Template 1: Sending an Invoice

Subject: Invoice for [Project/Service] – [Invoice Number]

Dear [Recipient’s Name],

I hope this email finds you well. Please find attached the invoice for [project/service name] for your records. Let me know if you have any questions or need further information.

Best regards,
[Your Name]

Template 2: Sending Legal Documents

Subject: Signed Contract for Your Records

Dear [Recipient’s Name],

Attached is the signed contract for [project/partnership]. Please keep it for your records. Let me know if you need any further assistance.

Kind regards,
[Your Name]

Summary: When and How to Use It Best

In conclusion, “for your records” is a grammatically sound, widely accepted, and formal phrase used across various industries and communication contexts. It’s suitable for any situation where a document or piece of information needs to be retained for future reference.

However, as with any phrase, it’s important to know when to use it and when to opt for a more natural-sounding alternative. Understanding your audience and context is key to selecting the right phrase.

Conclusion

By understanding the ins and outs of “for your records,” you can confidently use this phrase in your professional communication. It’s not just correct—it’s the right way to ensure that documents and information are stored properly for future use. 

However, don’t be afraid to use alternative phrases when the situation calls for it. Always aim for clarity and professionalism in your communication, and you’ll be well on your way to effective, polished writing.

Frequently Asked Questions (FAQs) 

1. Can I use “for your record” instead of “for your records”?

While “for your record” is grammatically acceptable, the plural form, “for your records,” is far more common. The plural suggests that the recipient is keeping multiple pieces of information or documents, which is the typical intention behind this phrase.

2. Is the phrase “for your records” outdated or still commonly used?

No, “for your records” is still widely used in modern communication, especially in business, legal, and medical contexts. It remains an appropriate and professional way to indicate that the recipient should keep the document or information for future reference.

3. Is it considered polite or too formal to use “for your records”?

It is considered polite and professional to use “for your records.” It’s a formal expression, which is why it’s ideal for professional emails, legal documents, or official communications. However, in casual conversations, it might sound a bit stiff, so alternatives may be preferable in those cases.

4. Are there better alternatives to “for your records”?

Yes, depending on the context, you could use alternatives like:

• For your reference – A neutral phrase used when the information doesn’t require keeping as a record.
  
• Please retain this for future use – More formal and often used when the document is important to store.
  
• Attached for safekeeping – A more casual phrase that implies the document should be kept safe but is less formal.
  

5. How do I use “for your records” in an email professionally?

Here’s an example of how to use it in an email:

Subject: Invoice for [Project Name]

Dear [Recipient’s Name],
Please find attached the invoice for [project/service name] for your records. Feel free to reach out if you have any questions or require further details.

Best regards,
[Your Name]

This keeps the tone professional and clearly indicates that the document should be retained.

6. Does using “for your records” in emails make me sound too formal?

While “for your records” is formal, it’s often necessary in business communications, especially when dealing with important documents or agreements. It’s not too formal but rather adds an element of professionalism and clarity. If you’re emailing someone in a more casual or creative field, you might choose a less formal alternative.