soft copy: meaning, definition, pronunciation and examples
B2Formal, Technical, Business
Quick answer
What does “soft copy” mean?
A digital or electronic version of a document, file, or piece of information that can be viewed, edited, or stored on a computer or other digital device.
Audio
Pronunciation
Definition
Meaning and Definition
A digital or electronic version of a document, file, or piece of information that can be viewed, edited, or stored on a computer or other digital device.
Any non-physical, machine-readable representation of data, as opposed to a printed or handwritten 'hard copy'. It implies the data exists in a format that can be manipulated, transmitted electronically, and displayed on a screen.
Dialectal Variation
British vs American Usage
Differences
No significant difference in meaning or usage. Spelling remains the same.
Connotations
Slightly more formal/technical in both varieties. In everyday speech, terms like 'digital file', 'PDF', or 'the file' are more common.
Frequency
Equally common in professional and technical contexts in both the UK and US. Possibly slightly more frequent in UK business English.
Grammar
How to Use “soft copy” in a Sentence
Please email me a soft copy of [the document].Do you have a soft copy of [the contract]?I need to create a soft copy from this hard copy.The soft copy is saved in [the shared drive].Vocabulary
Collocations
Examples
Examples of “soft copy” in a Sentence
verb
British English
- We need to soft-copy these archives for the digital repository.
- The secretary will soft-copy the minutes after the meeting.
American English
- We need to create a soft copy of these archives for the digital repository.
- The assistant will make a soft copy of the minutes after the meeting.
adverb
British English
- [Not standardly used as an adverb]
American English
- [Not standardly used as an adverb]
adjective
British English
- Please ensure you have the soft-copy version before travelling.
- The soft-copy submission deadline is Friday.
American English
- Please ensure you have the soft copy version before traveling.
- The soft copy submission deadline is Friday.
Usage
Meaning in Context
Business
Used when requesting or submitting documents electronically, e.g., 'Please circulate the soft copy of the minutes.'
Academic
Used for submitting essays or theses digitally, e.g., 'Submit a soft copy via the university portal.'
Everyday
Less common; people might say 'the file' or 'the PDF'. e.g., 'Can you send me the file instead of printing it?'
Technical
Standard term in IT, publishing, and office administration to distinguish file formats from physical outputs.
Watch out
Common Mistakes When Using “soft copy”
- Using it as an uncountable noun (e.g., 'I need soft copy' instead of 'a soft copy').
- Confusing it with 'software'.
- Using it in overly casual contexts where 'the file' would be more natural.
FAQ
Frequently Asked Questions
Not exactly. A PDF is one common *format* for a soft copy. A soft copy can be a Word document, an image file, an email, etc. – any digital version of information.
It's understandable but sounds quite formal or technical. In casual talk, people usually say 'the file', 'the digital version', or specify the format (e.g., 'the PDF').
The direct and most common opposite is 'hard copy', which refers to a physical printout on paper.
It is a countable noun, so you use articles accordingly: 'a soft copy' (one of many), 'the soft copy' (a specific one), or 'soft copies' (plural).
A digital or electronic version of a document, file, or piece of information that can be viewed, edited, or stored on a computer or other digital device.
Soft copy is usually formal, technical, business in register.
Soft copy: in British English it is pronounced /ˌsɒft ˈkɒpi/, and in American English it is pronounced /ˌsɔːft ˈkɑːpi/. Tap the audio buttons above to hear it.
Phrases
Idioms & Phrases
- “[No common idioms specifically for 'soft copy']”
Learning
Memory Aids
Mnemonic
Think of a SOFT pillow – it's not solid or fixed. A SOFT copy is not solid paper; it's a flexible, changeable digital file.
Conceptual Metaphor
DIGITAL INFORMATION IS FLUID/MALLEABLE (soft implies it can be easily changed, unlike 'hard' copy).
Practice
Quiz
What is the primary characteristic of a 'soft copy'?