Is It Correct to Say “For Your Records”?

In today’s world of professional communication, every word matters. Whether you’re writing an email to a colleague or providing documentation for a legal matter, phrases like “For Your Records” can make all the difference.

But is it correct to use this phrase? What does it mean, and when should you use it? This comprehensive guide explores the nuances of the term, its variations, and its real-world applications. By the end of this article, you’ll know when, where, and how to use “For Your Records” confidently.

Understanding the Phrase “For Your Records”

The phrase “For Your Records” typically means that the information provided is for the recipient’s personal or professional reference. It’s a way of indicating that the material should be kept for future use.

Historically, the phrase has been associated with filing systems and record-keeping, dating back to times when physical documents were stored for archival purposes. While the format has evolved—think digital files instead of paper—it remains essential in modern communication.

Key Characteristics

• Purpose: To provide information meant for safekeeping.
• Contexts: Common in business, legal, medical, and educational fields.
• Tone: Polite, formal, and professional.

Linguistic Implications: Record vs. Records

What is a “Record”?

A record is a single entry or piece of information. For example:

• A birth certificate is a record of someone’s birth.
• An audio track can be called a record in the music industry.

What are “Records”?

Records refer to multiple pieces of information or documents collectively. Examples include:

• Employee files maintained by HR.
• A collection of invoices for financial audits.

Singular (Record)	Plural (Records)
Refers to one item	Refers to multiple items
Example: One document	Example: A folder of documents

When to Use Singular ‘Record’

The singular “record” is appropriate when referring to a single item.
For example:

• “Please keep this record for future reference.”
• “This document serves as a record of your transaction.”

Real-World Example

Imagine you’re sending a single medical report to a patient. It would make sense to say:

• “This is your record for today’s consultation.”

Quick Tip

If you’re unsure, ask yourself: Am I referring to one document or multiple items?

The Predominant Use of Plural ‘Records’

In most cases, “records” is more widely used, especially when referring to multiple items or general record-keeping.
Examples include:

• “These files are for your records.”
• “Maintain all receipts in your records.”

Case Study: Business Communication

A finance manager emailing a client might attach multiple invoices and say:

• “Attached are your invoices for your records.”

Using the plural conveys that there are several documents being sent, making it more accurate.

“For Your Records” in Formal Communication

Formal communication often requires precision. The phrase “For Your Records” fits seamlessly into professional contexts where documentation is critical.

Best Practices

• Email Attachments: Use this phrase when sending essential documents.
  Example: “Please find the attached contract for your records.”
• Legal Notices: Clearly state the intent of the document.
  Example: “This notice is provided for your records.”
• Business Reports: Ensure recipients understand the purpose.
  Example: “Here is the annual report for your records.”

Pitfalls to Avoid

• Avoid redundancy, such as writing, “Attached herewith for your records.”
• Do not use in overly casual settings; it may seem out of place.

Grammatical Nuances of “For Your Record” and “For Your Records”

Choosing the Right Form

• For Your Record: Rarely used; refers to a singular item.
  Example: “This letter is for your record.”
• For Your Records: Commonly used; refers to multiple or general documents.
  Example: “These policies are for your records.”

Key Differences

Phrase	Usage	Example
For Your Record	Singular document/item	“This is for your record.”
For Your Records	Multiple items or general use	“Please keep this for your records.”

Situations Where “For Your Records” Is Appropriate

1. Providing Documentation or Proof

Use this phrase when supplying evidence or important documents.

• Receipts for tax filing
• Legal agreements

Example: “Here is a copy of the signed contract for your records.”

2. When Sending Attachments or Files

When sharing digital documents, clarity is crucial.

• Invoices
• Reports

Example: “The attached spreadsheet is for your records.”

3. Archiving Information for Future Reference

Inform recipients that the material should be stored for later use.

• Academic transcripts
• Medical histories

Example: “This report is essential for your records.”

Alternative Phrases to “For Your Records”

Sometimes, variety adds professionalism to communication. Here are alternatives:

• For your reference
• For your files
• To keep on file
• For archival purposes

Phrase	When to Use
For your reference	When providing supplementary info
For your files	Casual record-keeping
To keep on file	Formal, for long-term storage

For Your Records Across Different Contexts

Context	Example Use
Business	“These are the meeting minutes for your records.”
Legal	“This affidavit is provided for your records.”
Education	“Here’s a copy of your diploma for your records.”
Medical	“The attached results are for your records.”

FAQs

Q: Is “For Your Record” grammatically correct?
A: Yes, but it’s rarely used. Use “For Your Records” for most scenarios.

Q: Can I use “For Your Records” in informal settings?
A: Yes, but it’s more common in formal communication.

Q: What are better alternatives to “For Your Records”?
A: Try “For your reference” or “To keep on file.”

Conclusion

The phrase “For Your Records” is a cornerstone of professional communication. Whether in business, legal, or personal contexts, using it correctly ensures clarity and professionalism. By understanding its nuances and alternatives, you can confidently incorporate it into your writing.