on file

USAGE SUMMARY

The phrase "on file" is correct and usable in written English.
You can use "on file" to refer to written documents that an organization or individual has available for reference or documentation. For example, "The patient's medical records are on file and accessible at the hospital."

✓ Grammatically correct

News & Media

Science

Wiki

Human-verified examples from authoritative sources

Exact Expressions

60 human-written examples

"They keep them on file".

The New York Times

His sizes were on file.

The New York Times

On file, so to speak".

The New Yorker

Shouldn't that have been on file?

The New York Times

All tips were kept on file.

The New Yorker

I put some points on file cards.

The Guardian - Books

They have five million items on file.

The New Yorker

He had a doctor's note on file.

The New Yorker

Cole's mug shot was already on file.

The New Yorker

He has 3.6 million donors on file.

The New York Times

Nassau has at least a million cards on file.

The New York Times

Expert writing Tips

Best practice

Use "on file" when you want to indicate that information is officially recorded and accessible for future reference. For example, "The customer's billing address is on file."

Common error

Avoid using "on file" when the information is merely remembered or informally noted. "On file" implies a formal record-keeping system.

Linguistic Context

The phrase "on file" functions as a prepositional phrase, typically modifying a noun or verb to indicate the location or state of information. As Ludwig AI indicates, this suggests that the information is formally recorded and available for reference.

Expression frequency: Common

Frequent in

News & Media

40%

Wiki

30%

Science

15%

Less common in

Formal & Business

10%

Academia

3%

Encyclopedias

2%

Ludwig's WRAP-UP

The phrase "on file" is a common and grammatically correct prepositional phrase used to indicate that information or documents are officially recorded and available. Ludwig AI confirms its validity and widespread usage. As evidenced by the numerous examples, it's frequently found in News & Media, Wiki, and Scientific contexts. When using "on file", ensure that you are referring to information that is formally documented, not just remembered. Alternatives like "recorded" or "archived" can be used depending on the specific nuances you want to convey. In summary, "on file" is a reliable and professional way to communicate that information is officially registered and stored.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

kept on record

Highlights the act of maintaining a record for future reference.

in the records

Highlights the presence of information within an official or organized collection.

documented

Focuses on the existence of written or formal records.

recorded

Emphasizes the act of capturing or documenting information.

officially registered

Emphasizes the formal and authoritative nature of the recording.

registered

Implies an official recording of information, typically with an authority.

available for review

Stresses the accessibility and readiness of information for examination.

catalogued

Suggests information has been systematically organized and listed.

archived

Implies the information has been stored for long-term preservation.

in storage

Focuses on the physical or digital location where information is kept.

FAQs

How can I use "on file" in a sentence?

You can use "on file" to indicate that information or documents are officially recorded and stored. For example, "The signed contract is "kept on record" in the company archives."

What is a good substitute for "on file"?

Alternatives include "recorded", "documented", or "archived" depending on the specific context.

What does it mean when something is "on file"?

It means that the information is officially recorded and stored, typically in a systematic manner, for easy retrieval and reference.

Is it appropriate to use "on file" in formal writing?

Yes, "on file" is appropriate for formal writing as it clearly indicates the official storage and availability of information.