File Copy Stamp Generator
Create a FILE COPY stamp for the copy that stays in your own records.
Make this seal your own
Open this template in the free online editor to change the text, fonts, colors and size, then export a transparent PNG or vector SVG.
Customize in editorAt a glance
- Shape
- Rectangular stamp
- Ink colour
- #1D4ED8
- Typeface
- Arial
- First line
- FILE COPY
- Lines
- 1 lines
- Border
- Double ring
About this seal
FILE COPY marks the version an organisation keeps for its own records after the original is sent out. It stops the retained copy from being mailed by mistake and makes filing unambiguous — especially in offices that still print outgoing letters in sets.
Common uses
- Retained copies of outgoing letters
- Copies of submitted applications
- Contract sets where one copy stays in-house
- Purchase order and quotation files
How to create it
- Open the template — the blue rectangular box stamp reading “FILE COPY” is pre-applied.
- Edit the wording, or add a line underneath for a date, initials or a reference number.
- Change the colour if your office uses a different convention — blue is the usual choice for this stamp.
- Download a transparent PNG (or SVG with Pro).
- Place it on a PDF or Word file with the document stamp tools, or print it on labels.
Frequently asked questions
Where should a file copy stamp go?
Top right of the first page is conventional, where it is visible when the file is opened.
Can I add a file reference?
Yes — add a line such as “File: ____” below the words.
Legal & usage
An office stamp is a status marking, not a signature, certification or official classification. Use it on documents you are entitled to annotate, and do not use it to misrepresent a document's status to others.
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