“In the Books” vs. “On the Books” – Difference Explained

At first glance, the difference between “in the books” and “on the books” is only in the preposition of place. Of course, there is a difference in the literal sense, but there are also a couple of other unique applications which make it important to understand when to choose either “in the books” or “on the books”.

What Is The Difference Between “In The Books” And “On The Books”?

When we talk about “in the books”, we are referring to recorded information. Information is found in the records. However, “on the books” has a very specific meaning when it refers to the bookkeeping, that is the accounting records of the company.

When someone is employed by a company, they are added to the accounting records, and so they are added to the list of employees. They are said to be “on the books” of that company.

What Does “In The Books” Mean?

When an event has been finished and recorded, it can be described as “in the books”. This can refer to any completed record, whether modern or ancient, as the documented record is written in the internal pages of a book. So, the correct preposition is “in” the records.

However, before we had books, records were kept on a clay tablet, so why would we not say “on” the clay tablet?  We are still referring to records, whether on a clay tablet or in a printed book, and so we refer to historical records as “in the books”.

So, let’s look at some examples of how to use “in the books” in a sentence:

• The referee has blown the whistle to end the match and an historic victory is in the books!
• The account of the flood was found in the books of the ancient Greeks.
• She discovered several errors in the books of the law firm.
• A reference to his dismissal for bad time-keeping was found in the books of his previous employer.
• You won’t find any reference to a secretary in the books of his company

 What Does “On The Books” Mean?

When we talk about “the books”, meaning of “the accounts of a company”, we are referring to records, but also to a list of people employed by the company, together with their hours, salary, etc. A person on that list is said to be “on the books”.

This is because the company has added their name to a list of employees and employee records, and we talk about the action of adding as putting something, or someone, “on” a list. So, “on the books” has the very specific meaning of “employed by”. Let’s look at some examples:

• The model has been on the books of the modelling agency since March.
• He cannot play for a foreign team while he is still on the books of the London club.
• We have a policy of not having more than 20 employees on the books at any one time.
• His name was not on the books of any taxi company operating in New York.
• If her name is not on the books then she is working illegally.

Are “In The Books” and “On The Books” Interchangeable?

As “in the books” and “on the books” carry very specific meanings, their use is not usually interchangeable. You could find a reference to a person (past or present employee) be found “in the books” of a company, but “on the books” has the very specific meaning of currently “employed by”.

Do We Write “In A Book” or “On A Book”?

When we are recording our thoughts as the author of a book, we write “in a book”. When the book is already written and published, if we add to the content of the book in some way, we write “on a book”.

For example, an author will write about her journey in a book.

“On a book” may be appropriate, for example, if a student takes notes on their own copy of a book.   

When someone writes about a book, they are said to be writing “on a book” by another author.

• Correct: The student was punished for writing comments on a book in the library.
• Incorrect: She wrote about her African adventure on a book.