What is NCR paper? How carbonless forms work

NCR paper is carbonless copy paper. NCR stands for "no carbon required." The back of the top sheet is coated with tiny capsules of colorless dye, and the front of the sheet underneath has a coating that reacts with that dye. When you write on the top sheet, the pressure of the pen breaks the capsules and the writing appears on the sheets below. That is how one invoice or work order gives the customer, the office and the file each a copy without carbon paper. This guide explains how the sheets work, the standard colors, common uses and what to know before you order forms.

How carbonless paper works

Each sheet in a carbonless set has a coating on the back, on the front, or on both sides:

A 2-part set is a CB sheet on top of a CF sheet. A 3-part set adds one CFB sheet in the middle, and a 4-part set adds two. The sheets have to stay in that order for the copy to transfer, which is why carbonless forms come already collated into sets.

Standard part colors

The colors tell everyone which copy goes where. A common setup is white for the customer, canary for the office and pink for the file or the field technician. Many businesses print a line at the bottom of each part, such as "Customer copy" or "Office copy," to make it clear.

What NCR forms are used for

• Invoices and sales receipts
• Work orders and service tickets
• Estimates and proposals
• Delivery tickets and packing slips
• Inspection forms and checklists
• Purchase orders and order forms
• Guest checks for restaurants

NCR paper compared with carbon paper

Before carbonless paper, copies were made with a separate sheet of carbon paper placed between two sheets. Carbon paper was messy, smudged hands and had to be reinserted for every form. Carbonless paper was introduced in the 1950s and replaced carbon paper for most business forms, because the coating is built into the sheets themselves.

Binding: pads, books and loose sets

Carbonless sets are usually glued along one edge into pads. The glue holds each set together but lets the sets separate from each other, so you can tear off one complete set at a time. Forms can also be bound into books with a cover, which keeps the office copies together in order. Loose sets are used when forms go through a printer or into a binder. Ask about sequential numbering if you need to keep track of invoices or tickets.

Tips for using carbonless forms

• Write with a ballpoint pen and press firmly, especially on 4-part forms.
• Slip a piece of cardboard or the book cover under the set you are writing on, so the writing does not transfer to the next set.
• Keep stored copies out of direct sunlight and heat, which can fade the image over time.
• Print only as many parts as you use. If no one files the third copy, a 2-part form uses less paper.

Can NCR paper be recycled?

Carbonless paper is accepted in many office paper recycling programs, but rules vary, so check with your local recycler. Because it is a coated specialty paper, recycled content options for carbonless paper are more limited than for regular printing paper. Greg can tell you what is available for your job.

Ordering custom NCR forms

To quote a form, a printer needs the size, the number of parts, the quantity, how the sets should be bound, and whether you need numbering. Most forms are 8.5 x 11 in or 5.5 x 8.5 in and print in one color. Send a copy of the form you use now, or a sketch of the fields you need. Eco Friendly Printer prints custom NCR forms, along with matching letterhead and envelopes and notepads. You talk with Greg directly, and he will help lay out the form and send a proof before anything is printed. Request a quote to get started.

Common questions

What does NCR stand for?

NCR stands for "no carbon required." It is carbonless copy paper that makes copies without a separate sheet of carbon paper.

What are CB, CFB and CF sheets?

CB is coated on the back and goes on top. CFB is coated on the front and back and goes in the middle. CF is coated on the front and goes on the bottom.

What colors are 3-part NCR forms?

The usual colors are white, canary and pink, from top to bottom.

Why is my NCR form copying onto the next set?

The pressure of the pen passes through to the next set in the pad. Put a piece of cardboard or the book cover under the set you are writing on.