The phrase “ways to sign a letter on behalf of someone else” is widely searched because many professionals worry about making mistakes—especially when signatures may carry contractual, legal, or official weight. Using the correct format not only protects both parties but also presents your organization as detail-oriented and trustworthy.
This guide provides complete clarity, offering formal, semi-formal, and casual alternatives, industry-specific variations, real email samples, comparisons, FAQs, and more. By the end, you’ll know exactly how to sign with confidence in any professional setting.
📝 Formal Alternatives (Meaning + Tone + Examples)
Below there are different “ways to sign a letter on behalf of someone else.”.
1. p.p. (Per Procurationem)
Meaning: Traditional Latin term meaning “through the agency of.”
Explanation: Used in legal, corporate, or highly formal correspondence.
Example:
p.p. Jonathan Reed
Sarah Collins
Best Use: Legal documents, executive letters, official notices.
Worst Use: Casual emails or internal memos.
Tone: Very formal, authoritative.
2. On behalf of
Meaning: You are representing another person.
Explanation: Clear and widely understood phrase for formal letters.
Example:
On behalf of Dr. Harrington,
Melissa Grant
Best Use: Academic letters, business communication.
Worst Use: Informal chats or text messages.
Tone: Formal, polished.
3. For and on behalf of
Meaning: Indicates full authorization and representation.
Explanation: Strong, formal phrase used in legal or corporate contexts.
Example:
For and on behalf of Apex Holdings,
Diane Moore
Best Use: Contracts, agreements, executive correspondence.
Worst Use: Routine or friendly notes.
Tone: Highly formal.
4. Signed for
Meaning: Indicates you signed the document for another person.
Explanation: Direct and professional.
Example:
Signed for:
Michael Torres
Best Use: HR letters, shipment confirmations.
Worst Use: Legal agreements requiring formal authorization.
Tone: Formal and straightforward.
5. As authorized representative
Meaning: You have legal or written authority to sign.
Explanation: Makes your role explicit.
Example:
As authorized representative of GreenTech Inc.,
Lena Foster
Best Use: Legal, contractual, or compliance-related documents.
Worst Use: Informal notes or internal quick messages.
Tone: Strongly formal.
6. By delegation
Meaning: A superior has delegated signing authority to you.
Explanation: Indicates explicit internal authorization.
Example:
By delegation,
Mark Ellison
Best Use: Corporate or agency environments.
Worst Use: Informal communication.
Tone: Formal and administrative.
7. Per authorization
Meaning: You are signing under explicit permission.
Example:
Per authorization of the Director,
Rita Collins
Best Use: Government, healthcare, ministry contexts.
Worst Use: Friendly emails or low-stakes notes.
Tone: Formal.
8. By direction of
Meaning: You are following official instruction.
Example:
By direction of the CEO,
Allison Clark
Best Use: Executive-level communications.
Worst Use: Non-hierarchical work environments.
Tone: Very formal.
9. Executed for
Meaning: Indicates a legally binding signature completed by an agent.
Example:
Executed for Zenith Legal Services,
Daniel Boyd
Best Use: Legal contracts.
Worst Use: Everyday office letters.
Tone: Legal/formal.
10. Signed in the absence of
Meaning: The primary signer is unavailable.
Example:
Signed in the absence of Ms. Kelly,
Thomas Wright
Best Use: Medical offices, administrative sectors.
Worst Use: Legal-binding contracts.
Tone: Cautiously formal.
✍️ Semi-Formal & Neutral Alternatives for Signing on Behalf of Someone Else
1. For (Name)
Meaning: Indicates you are signing for someone else in a professional but not highly formal manner.
Example:
For James Nolan,
Emma Reed
Tone: Neutral-professional — suitable for internal emails or general correspondence.
2. On delegated authority
Meaning: You have been given permission to act on someone’s behalf, typically within a corporate or organizational context.
Example:
On delegated authority,
Carla Jensen
Tone: Semi-formal — appropriate for departmental memos or internal approvals.
3. Acting in capacity for
Meaning: You are temporarily representing another person or office.
Example:
Acting in capacity for the Head of Marketing,
Sophie Lane
Tone: Semi-formal — works well for project-related emails or routine documentation.
4. As instructed
Meaning: You are signing following explicit instructions from the authorized person.
Example:
As instructed,
David Lee
Tone: Neutral-professional — fits everyday office communication without sounding overly formal.
5. By proxy
Meaning: You are signing as a representative for someone, often in meetings or organizational contexts.
Example:
By proxy,
Janet Ford
Tone: Semi-formal — ideal for committee or board correspondence.
6. Representing
Meaning: You are acting on behalf of an individual or department.
Example:
Representing Mr. Rivera,
Paul Grant
Tone: Neutral-professional — works for departmental or inter-office communications.
7. In representation of
Meaning: Signifies you are authorized to act in place of another person.
Example:
In representation of the Finance Department,
Angela Curtis
Tone: Semi-formal — suitable for emails, internal letters, or notifications.
8. As designated signer
Meaning: You are formally assigned to sign documents on behalf of someone.
Example:
As designated signer,
Heather Miles
Tone: Semi-formal — practical for routine approvals or internal documents.
9. Per your request, signed for
Meaning: You are signing at the request of the authorized individual.
Example:
Per your request, signed for Mr. Dalton,
Chris Holloway
Tone: Semi-formal — polite and professional for both internal and external communication.
10. Signing on behalf of
Meaning: Clearly indicates representation without sounding overly formal.
Example:
Signing on behalf of the Administrative Office,
Karen Liu
Tone: Neutral-professional — versatile across departments and general correspondence.
😊 Informal or Casual Alternatives
- Signing for
- Filling in for
- Putting my signature in place of
- Signing because they’re out
- Covering for
- Adding the signature for them
🏢 Industry-Specific Variations
Business
- “For and on behalf of the management team”
- “As assigned representative”
Corporate
- “Per authorization of the executive office”
- “By direction of the board”
Academic
- “On behalf of the department chair”
- “Signing for the faculty office”
Customer Service
- “As the representative for…”
- “Signing on behalf of the support team”
Legal
- “Executed for…”
- “As legally authorized agent”
Email Communication
- “For [Name]”
- “As instructed by [Name]”
📩 Professional Email Examples
1. Subject: Authorization Letter Submission
Hi Linda,
Per authorization of the Director, I have signed and attached the approval letter for your records.
Best regards,
Maria
2. Subject: Document Signed on Behalf of CFO
Dear Team,
For and on behalf of Mr. Grant, please find the finalized budget report attached.
Sincerely,
Tara Wells
3. Subject: Signed Contract
Hi Andrew,
As authorized representative, I have executed the contract and uploaded it to the portal.
Regards,
Matt
4. Subject: Updated Agreement
Hello,
By delegation, I’ve signed the agreement while Ms. Lyons is traveling.
Thank you,
Kim
5. Subject: Compliance Form
Dear Ms. Stewart,
On behalf of the Compliance Office, I have submitted the form.
Warm regards,
Nathan
🗣️ Short Dialogue Examples
A: “Is the director signing today?”
B: “No, I’ll sign on her behalf.”
A: “Who signed the approval?”
B: “It was signed per authorization.”
A: “Did John sign it?”
B: “I signed for him since he’s unavailable.”
A: “Why does it say p.p. next to your name?”
B: “It means I signed through authorization.”
A: “Who handled the contract?”
B: “I executed it for the legal team.”
📊 Comparison Table
| Phrase | Tone | Best Use | Example |
|---|---|---|---|
| p.p. | Very formal | Legal, executive letters | p.p. John Doe |
| On behalf of | Formal | Academic, business | On behalf of Dr. Smith |
| For and on behalf of | Very formal | Contracts | For and on behalf of ABC Corp |
| Signed for | Formal | HR, admin | Signed for: Maria |
| As authorized representative | Formal | Legal, compliance | As authorized representative of GreenTech… |
| For (Name) | Neutral | Internal notes | For James, Emily |
| As instructed | Neutral | Department memos | As instructed by the Manager… |
| By proxy | Semi-formal | Administration | By proxy, Chris |
| Signing for | Informal | Quick internal emails | Signing for Jake |
⚠️ Common Mistakes to Avoid
- Signing without explicit permission
- Using informal language in legal or corporate settings
- Forgetting to include your own name under the signature
- Writing the other person’s signature style
- Using p.p. incorrectly
- Leaving out the authority statement
- Making the signature ambiguous
- Overusing overly formal phrasing in simple emails
🚫 When NOT to Use These Phrases
- When legal authority is not granted
- When the signature implies consent beyond your scope
- When the person is available to sign
- In high-risk financial documents
- If instructed explicitly not to sign for someone
- When digital signatures require authentication
❓ FAQs
1. Is it legal to sign on behalf of someone else?
Yes—only if you have explicit authorization.
2. What does p.p. mean?
It stands for per procurationem, meaning “through the agency of.”
3. Do I need written consent?
Preferably yes, especially for legal or financial documents.
4. Can I sign emails on behalf of someone?
Yes, using phrases like “For [Name]” or “On behalf of.”
5. Should I imitate their signature?
No—write your signature, not theirs.
6. What if the person is simply out sick?
Use phrases like “Signed in the absence of.”
7. Is digital signing on someone’s behalf allowed?
Only if permitted under organizational policy.
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