Language shapes the way people communicate in professional and personal settings. Some expressions – like “For your records” – may seem minor, but they carry weight in business, legal, and academic communication. If you’ve ever wondered whether it’s correct to say “For your records” or if the singular “For your record” is the better choice, this guide breaks down the grammar, usage, and real-world application of the phrase.
This article explores the meaning, grammar rules, context-specific uses, and alternatives to the expression while giving you real-life examples, case studies, and tips to use it confidently.
Understanding the Phrase “For Your Records”
The phrase “For your records” is used to indicate that a document, file, or piece of information is being provided so the recipient can keep it for reference or proof. You’ll often see it in business emails, letters, contracts, and receipts.
For example:
- “Please find attached a copy of the invoice for your records.”
- “I’ve enclosed your tax documents for your records.”
This phrase signals that the recipient is not expected to act immediately. Instead, the information should be stored for future reference, documentation, or compliance purposes.
It’s polite, professional, and establishes transparency in communication. That’s why banks, law firms, HR departments, and universities use it frequently.
The Linguistic Nuance: Record vs. Records
To understand whether “record” or “records” is correct, it helps to examine their meanings.
- Record (singular): Refers to a single documented fact, file, or piece of evidence.
- Example: “She has a medical record with the hospital.”
- Records (plural): Refers to a collection of documents or multiple files.
- Example: “The company maintains detailed employee records.”
Etymology of “Record”
The word comes from the Latin recordari, meaning “to call to mind.” In Middle English, record was linked to remembrance and documenting events. Over centuries, its meaning shifted toward official documentation.
Why ‘Records’ Became Standard
In professional communication, the plural form is more natural because people usually store multiple files or documents. Even if only one document is sent, the assumption is that it joins a collection of records in the recipient’s archive.
When to Usethe Singular ‘Record’
Although rare, the singular form “record” isn’t wrong. It applies when you’re talking about one specific file.
Examples of Correct Use
- “The court clerk provided a certified copy for your record.”
- “This will be added to your employment record.”
- “The patient’s vaccination record must be updated.”
Here, the singular emphasizes a single, unique file rather than a group of documents.
Case Study: Healthcare Example
In the medical industry, “record” usually refers to a complete individual file (like a patient record). However, within that record, multiple documents exist. That’s why hospitals also use the plural “records” when referring to collections from different patients or departments.
Why Plural ‘Records’ Is the Standard Form
Most professionals default to “for your records” because it implies storage in a larger system of documents.
Where Plural Works Best
- Accounting: “Here is a copy of the receipt for your records.”
- Human Resources: “We’ve added this letter of recommendation for your records.”
- Legal Correspondence: “Please retain this contract for your records.”
Frequency of Use
Corpus analysis of modern English shows that “for your records” appears thousands of times more frequently than “for your record.” That makes the plural the safer, more universally accepted option.
Quick Comparison Table
| Phrase | Usage Context | Frequency in Professional Writing | Example Use Case |
| For your record | Single file or unique entry | Rare | Employment record |
| For your records | Collection of files, archives, and compliance | Common & preferred | Receipts, invoices, contracts |
Grammatical Nuances of “For Your Record” vs. “For Your Records”
Grammatically, both are correct, but their meaning changes slightly:
- For your record → implies one single record or file.
- For your records → implies an ongoing or archived collection of documents.
Examples
- “I am sharing this letter for your record.” (One specific file)
- “I am sharing these letters for your records.” (Part of multiple files in your archive)
The nuance lies in whether the speaker assumes the recipient keeps one file or a set of documents.
Using “For Your Records” in Formal Communication
The phrase is widely accepted in business, law, and academia because it’s polite, precise, and formal.
Email Etiquette
When sending attachments:
“Please find attached the signed agreement for your records.”
When sharing receipts or invoices:
“We’ve enclosed a copy of your payment receipt for your records.”
Tone Considerations
- Professional tone: “for your records” works well in legal or financial settings.
- Casual tone: alternatives like “just to keep on file” may sound friendlier.
When Is “For Your Records” Appropriate?
Providing Documentation or Proof
Businesses often provide receipts, contracts, and statements with the phrase. It builds accountability.
- Example: “We’ve included the signed acknowledgment form for your records.”
Sending Attachments or Files
In email communication, attaching files is often followed by the phrase:
- “Attached is a copy of your payslip for your records.”
Archiving Information for Future Reference
Government agencies, banks, and hospitals use the phrase for compliance.
- “Your tax forms are enclosed for your records.”
Alternative Phrases to “For Your Records”
Sometimes, variety or tone requires a different expression. Here are some professional alternatives:
| Alternative Phrase | When to Use | Example Sentence |
| For your reference | When the recipient may need to consult it later | “Here’s the project timeline for your reference.” |
| For your information (FYI) | Informal updates | “FYI, I’ve included the report for your information.” |
| For your files | Legal or HR settings | “We’ve added this to your personnel file for your files.” |
| For documentation purposes | Highly formal/legal use | “This affidavit is provided for documentation purposes.” |
| To keep on file | Administrative or casual | “Please keep this notice on file.” |
For Your Records in Different Contexts
The phrase appears across many industries.
Legal
- “The attached affidavit is provided for your records.”
Finance
- “We’ve enclosed your year-end tax statement for your records.”
Human Resources
- “Please keep this signed agreement for your records.”
Healthcare
- “This prescription copy is for your records.”
Case Study: Banking Banks send monthly account statements labeled “For your records.” This ensures customers can check them later during disputes, audits, or tax filing.
Common Mistakes to Avoid
- Overusing it: Don’t end every email with the phrase unnecessarily.
- Confusing it with “for the record”: That phrase means “to clarify publicly.”
- Redundancy: Avoid saying “Please keep this for your records and files” (repetition).
Final Thoughts
Language choices may seem small, but they can impact how professional and clear your communication appears. The phrase “For your records” has stood the test of time because it’s polite, precise, and universally understood in professional settings. Whether you’re sending an invoice, contract, or important email attachment, this phrase assures the recipient that the document is meant to be kept for safekeeping, not immediate action.
While “for your record” isn’t incorrect, it’s rarely used outside highly specific cases where only one file exists. For everyday business, legal, and academic communication, the plural form remains the best choice. It aligns with professional norms, sounds natural, and avoids confusion.
You can also vary your tone by using alternatives such as “for your reference” or “for your files.” The choice depends on context – legal settings may favor more formal terms, while casual workplace emails may lean on friendlier language.
FAQs
Is it correct to say “For your records”?
Yes. The phrase “For your records” is grammatically correct and widely used in professional, academic, and legal communication. It signals that the attached or enclosed document is meant to be stored for safekeeping, future reference, or compliance.
When should I use “For your records” instead of “For your record”?
Use “For your records” in almost all professional contexts because it implies a collection of files or documents. The singular “For your record” is appropriate only when referring to one specific file, such as a medical record or an employment record.
What does “For your records” mean in an email?
In emails, “For your records” usually accompanies an attachment or important detail. It informs the recipient that the item should be filed, archived, or stored for reference. It’s not a request for immediate action, but rather a polite way to ensure proper documentation.
Is “For your records” formal or informal?
The phrase is considered formal and professional. You’ll find it in business letters, legal correspondence, and HR documents. In informal settings, you may want to use alternatives like “for your reference” or “to keep on file,” depending on tone and context.
What are alternatives to “For your records”?
Common alternatives include “for your reference,” “for your files,” “for your information,” and “for documentation purposes.” Each has slightly different nuances, so the choice depends on whether you’re writing a legal letter, casual workplace email, or academic communication.
