According to our records

You usually put this phrase at the very start of a sentence. It sets the stage for the news you are about to deliver. If the news is bad, it softens the blow. If the news is a simple fact, it adds weight. For example, According to our records, your subscription expires tomorrow. This sounds much more official than 'Your sub ends soon.' Use it when you are working in customer support. Use it when writing a formal email to a client. It helps you stay neutral. You can also use it to double-check information. According to our records, your address is 123 Maple St. Is that correct? It invites the other person to confirm or deny the data. Just don't use it when talking about your own memory. That would be weird. Don't say it to your mom. She doesn't have records of your chores. Unless she’s a very intense mom with a spreadsheet. If so, good luck with that.

This is a high-level formal expression. On a scale of 1 to 10, it's an 8 for formality. It belongs in the world of B2 and C1 English. You will find it in legal letters and bank statements. You will see it in automated emails from Netflix or Amazon. It’s the language of 'The Office' but without the jokes. It’s polished and safe. It avoids slang and casual shortcuts. In a Zoom interview, it makes you sound organized. In a Slack message to your boss, it shows you’ve done your research. It’s not 'slang.' It’s 'corporate.' If you use it with a friend, they might think you've been replaced by an AI. Or that you're trying to sue them for that five dollars they owe you. Stick to professional settings. It’s the uniform of English phrases—stiff, clean, and serious.

Imagine you’re calling your internet provider because the Wi-Fi is dead. The agent says, According to our records, there is a service outage in your area. This tells you they aren't just guessing. They see the red lights on their map. Or think about an HR email. According to our records, you have three vacation days left. It’s a fact-based notification. On social media, you might see it in a DM from a brand. According to our records, your order was delivered at 2 PM. It’s the proof they provide. You might even see it in a movie. A detective might say, According to our records, you weren't home last night. It’s the language of evidence. It shows up everywhere paperwork exists. It’s the heartbeat of every CRM system on the planet. Even TikTok support uses it when they ban your favorite creator. It’s cold, but it’s consistent.

Use it when you need to be the 'voice of the company.' It’s perfect for customer service. Use it when you are correcting someone politely. If a client says they paid, but you don't see the money, use this phrase. It prevents an argument. You aren't calling them a liar. You are just reporting what the screen says. Use it when verifying identity. According to our records, your middle name starts with J. It’s great for formal documentation. Use it when you want to sound like an expert. It shows you have a system. It shows you keep track of things. In a world of chaos, According to our records provides order. It’s for bills, appointments, and data logs. It’s the phrase for when the truth is written in code.

Don't use it for personal opinions. According to our records, I think you're cute is a fast way to get blocked. Don't use it for things that aren't recorded. You can't say, According to our records, it’s raining. Just look out the window. Don't use it in casual texts. According to our records, we are meeting at 5 sounds like you’re a robot. Just say 'See you at 5!' Avoid it when you want to be warm and fuzzy. It is a 'cold' phrase. It builds a wall between people. If a friend is sad, don't use it. If you're on a date, definitely don't use it. Unless the date is with an accountant. Then maybe they will find it romantic. But probably not. It’s a tool for business, not for the heart.

Learners often confuse 'records' with 'memories.' ✗ According to my records, I saw that movie. This is wrong because a person doesn't usually keep a formal log of movies they've seen. ✓ As I recall, I saw that movie. Another mistake is using it as a synonym for 'opinion.' ✗ According to our records, this pizza is bad. The records track sales, not taste. ✓ The reviews say this pizza is bad. A very common error is saying According to our records of me. You don't need the 'of me.' Just say According to my records. Also, don't say According to the records of our. That's just a grammar mess. Stick to the standard formula. It’s a set phrase. Don't try to reinvent the wheel. The wheel works fine. The records are the records. Let them be.

If you want to spice things up, you have options. As per our records is even more formal. It’s like wearing a tuxedo to an email. Our files indicate is a bit more 'detective' style. Our database shows is the modern, tech-heavy version. According to the information on file is a bit wordier but very clear. In the UK, you might hear According to our logs. If you want to be slightly less formal, you could say Looking at our system. But According to our records is the gold standard. It’s the 'Little Black Dress' of business English. It never goes out of style. It’s used from New York to London to Singapore. Everyone in business knows what it means. It’s a universal signal for 'the data has spoken.'

Is this phrase rude? Not at all. It is actually a way to be polite by being objective. It avoids pointing fingers. Instead of saying 'You didn't pay,' you say 'The records show no payment.' It’s professional. Can I use it for my own notes? Yes, if you have an actual log. If you are a freelancer and keep a spreadsheet of hours, you can say According to my records, I worked ten hours. It makes you look like a pro. Is 'records' always plural? Yes, in this context, we almost always use the plural. It refers to the whole system of data. Does it imply the records are definitely right? Not necessarily. It just states what the records *say*. It leaves room for the records to be wrong, which happens often with technology. It's the perfect way to start a conversation about a mistake without starting a fight.