Is It Correct to Say “For Your Records”?

In today’s digital and physical world, I constantly come across the phrase “for your records” in emails, reports, and letters. As someone who works closely with professionals fine-tuning business language, I’ve learned how this simple expression lends powerful clarity and subtle professionalism. Whether you’re involved in modern business or handling personal matters, the phrase helps indicate that the attached or included material is meant for documentation – not necessarily to prompt any action. Its real purpose is preservation. It’s like a quiet nod that says, “Hold on to this – it matters.”

Stepping into the linguistic side of things, there’s an interesting nuance between using “record” versus “records.” Both are grammatically correct, but “records” follows English tradition and mirrors current trends in formal writing. The plural form subtly implies multiple documents – perhaps forms, receipts, or other pieces of evidence. A reliable guide would stress that “for your records” is deeply grounded in long-standing usage and still offers practical value. It stands firm in both professional and casual communication, providing an authoritative tone while keeping your message clear and purposeful.

Table of Contents

What Does “For Your Records” Actually Mean?

“For your records” is a common phrase in English used to indicate that something is being shared as a reference or official documentation. It suggests that the recipient should keep the information but doesn’t need to act on it immediately.

Practical Definition

For: Preposition indicating purpose or use
Your: Second-person possessive pronoun
Records: Collection of stored information or documented items

“Here is a copy of the invoice for your records.”

This simple sentence implies that the document is for safekeeping, not for action.

Why It Matters

Adds professional tone
Prevents misunderstandings
Establishes a document trail

Understanding the Difference: “Record” vs “Records”

While the phrase is often used in its plural form, it’s important to understand when the singular might also apply.

Term	Meaning	Usage Example
Record	One specific documented item	“Keep this document for your record.”
Records	A collection or ongoing file of documents	“Please save these forms for your records.”

The Plural Dominance

In 99% of modern usage cases, “records” is the default choice. This is because:

People typically store more than one document.
The context usually implies ongoing documentation.
It sounds more natural and formal.

Singular Uses (Niche Cases)

Rarely, “record” may be appropriate:

Referring to a single instance, e.g. “one medical record”
In legal, archival, or database terminology

But for general communication, stick to “records”.

Is “For Your Records” Grammatically Correct?

Yes, “for your records” is completely grammatically correct. It is widely accepted in both British and American English.

Grammatical Structure

Prepositional phrase
Functions as a purpose modifier in sentences
Typically placed at the end of a sentence

Correct examples:

“I’ve attached the signed contract for your records.”
“Enclosed are the tax forms for your records.”

Incorrect:

“For your records I have attach.”
- Needs proper verb form: “have attached”

Tone & Style

Formal, but not overly stiff
Useful in both paper and electronic communication

Common Scenarios Where You Say “For Your Records”

This phrase is used in multiple real-world settings. Understanding when and how to apply it can sharpen your professional communication.

When Sending Documentation

Contracts
Receipts
Invoices
Insurance forms

“Please find the invoice attached for your records.”

In Legal and Compliance Communication

Non-disclosure agreements
Terms and conditions
Regulatory filings

Education & Academia

Transcripts
Certification records
Reference letters

Personal Finance or Household Management

Bills
Tax documents
Warranties

Formal vs Informal Contexts: Where It Fits Best

Formal Settings

Business emails
HR onboarding docs
Financial disclosures
Medical correspondence

Informal Usage (Less Common)

Friendly reminder emails
Sending receipts to friends or roommates

Pro Tip: You can adapt the phrase slightly for tone. For instance:

Formal: “This is enclosed for your records.”
Informal: “Just in case you need this later.”

When to Use Singular “Record” – And Should You?

The singular form “record” is technically correct, but it’s rare and sounds slightly off unless the context specifically refers to a single documented item.

Examples

“We’ve updated your profile with one vaccination record.”
“This is the only invoice for your record.” (less natural)

Best Practice

Unless you’re dealing with a specific single entry that has already been defined, use “records.”

Analyzing Real Examples: “For Your Record” vs “For Your Records”

Sentence	Correctness	Reason
“Here is the form for your record.”	❌ Questionable	Sounds incomplete or overly specific
“Attached is the form for your records.”	✅ Correct	Standard business communication
“We kept one copy for your record.”	✅ Acceptable	If explicitly referencing one item
“This is just for your records.”	✅ Correct	Most commonly used format

Alternative Phrases That Can Replace “For Your Records”

Here are some useful alternatives depending on tone and context:

Alternative Phrase	Tone	When to Use
For your reference	Neutral	Professional emails or memos
Just in case you need it	Casual	Informal or friendly communication
To keep on file	Formal	Legal, compliance, academic settings
For documentation purposes	Formal	Audits, financial records
Copy enclosed	Neutral	Cover letters or mailing physical docs

Example Sentence

“I’m attaching a duplicate copy to keep on file, just in case you need it later.”

Tone, Clarity, and Purpose in Business Communication

Using clear phrases like “for your records” shows you value:

Transparency
Accountability
Reader-centric messaging

Why It Matters

In legal, healthcare, or financial fields, vague communication can lead to:

Misunderstandings
Compliance risks
Loss of trust

Using documentation-related language helps mitigate those issues.

“When clarity is critical, choose language that serves your reader, not just your style.”

Using “For Your Records” in Digital Communication

Digital tools like email and cloud storage have made record-keeping easier. This phrase still applies, especially when handling attachments or documentation.

Best Practices for Email

Place “for your records” in the closing line
Use subject lines like:
- “Invoice Attached for Your Records”
- “Statement Enclosed for Your Records”

When Sharing Files

PDFs, scanned documents, spreadsheets
Cloud links (Google Drive, Dropbox)

“I’ve uploaded the signed contract to Google Drive for your records.”

Mistakes to Avoid with “For Your Records”

Overuse

Using it too frequently in one email can feel robotic.

Example:

“Here’s the contract for your records. Also attached is the receipt for your records. Additionally, here is the quote for your records.”

Instead:

“Please find the contract and receipt attached for your records.”

Misplacement in Sentences

Incorrect: “For your records the file is attached.”

Correct: “The file is attached for your records.”

How “For Your Records” Varies Across Professions

Industry	Common Documents Sent “For Your Records”
Legal	Contracts, agreements, court documents
Finance	Invoices, bank statements, transaction receipts
Education	Certificates, grades, attendance records
Healthcare	Medical history, test results, vaccination forms
HR/Recruiting	Offer letters, performance reviews, onboarding docs

Each industry has its own standards, but the underlying principle is the same: help the recipient maintain a trusted and organized documentation trail.

Quick Reference Table: Usage, Meaning & Context

Phrase	Correct?	Used In	Better Option If Needed
For Your Records	✅ Yes	All formal communication	“For your reference”
For Your Record	❌ Rare	Specific item only	“To keep on file”
Attached For Records	❌ No	Awkward, lacks clarity	“Attached for your records”
Copy Enclosed	✅ Yes	Mail or cover letters	“For documentation purposes”

Final Thoughts

Absolutely. “For your records” is a timeless phrase that continues to play a vital role in both traditional and digital communication. When used properly, it:

Adds clarity and professionalism
Ensures proper documentation
Improves organizational trust and transparency

If your goal is to maintain a paper or digital trail, this phrase is not just correct – it’s powerful. Keep using it. Just make sure you understand its tone, its correct form, and its impact.

FAQs

What does “for your records” mean?

“For your records” means that the document or information you’re receiving is intended to be kept for your future reference. It’s a polite way of saying, “You may need this later, so keep a copy.”

Is it grammatically correct to say “for your records”?

Yes, it’s absolutely grammatically correct. “Records” in this phrase refers to files, documentation, or any kind of saved information. It’s commonly used in professional, legal, and administrative settings.

Should I say “for your record” or “for your records”?

In almost all contexts, the correct phrase is “for your records” – plural. That’s because people usually keep multiple documents or types of information in their records, not just one. The singular “record” is rarely used unless you’re referring to a specific item like a medical or criminal record.

When is it appropriate to use “for your records”?

You can use “for your records” when you:

Send receipts or invoices
Share legal agreements
Provide reference letters
Send copies of signed forms
Share any documentation that the recipient may need to store or refer back to later

It adds a layer of professionalism and clarity.