Knowing how to sign on behalf of someone is an important professional skill in business, administration, legal correspondence, and corporate communication. Whether you’re an executive assistant, office manager, authorized representative, or team leader, there may be situations where you need to sign documents for another person.
Using the correct signature format helps maintain professionalism, prevents misunderstandings, and clearly shows that you have authorization to act for someone else.
In this guide, you’ll discover more than 45 professional ways to sign a letter on behalf of someone else, including examples, best practices, and common formats used in business communication.
| Signature Format | Best Use Case | Formality Level |
| p.p. [Name] | Business letters | High |
| For and on behalf of [Name] | Corporate documents | Very High |
| Signed on behalf of [Name] | Official correspondence | High |
| On behalf of [Name] | General business use | Medium-High |
| Authorized representative | Legal and corporate use | Very High |
45+ Professional Ways to Sign a Letter on Behalf of Someone Else
Whether you’re an executive assistant handling your manager’s correspondence, a legal representative acting under a power of attorney, or a colleague covering while someone is out of the office, knowing how to sign on behalf of someone the right way is a critical professional skill.
Get it wrong, and you risk confusion, legal disputes, or worse, having the document invalidated altogether. Get it right, and you project authority, clarity, and credibility.
This guide covers 45+ professional ways to sign a letter on behalf of someone else, complete with format, tone, and real-world examples, so you always choose the phrase that fits the situation. Whether you’re looking for a for signature on behalf sample, need to understand the classic p.p. signature example in a letter, or simply want to know how to sign on behalf of someone in an email, this resource has you covered.
Is It Legal to Sign a Letter on Behalf of Someone Else?
Yes, with conditions. Signing on behalf of another person is entirely legal in most professional and legal contexts, provided you have proper authorization. That authorization can come in several forms:
- Verbal consent (for low-stakes, informal letters)
- Written delegation or an authorization letter
- Power of Attorney (POA), for legal and financial documents
- Corporate proxy, for executive or board-level correspondence
Without one of these, signing for someone else may constitute forgery. Always confirm your authority before putting pen to paper.
Quick Reference: When to Use Which Format
| Situation | Best Phrase to Use |
| Legal documents / contracts | p.p. [Name] or “Executed on behalf of” |
| Executive assistant covering boss | “For and on behalf of [Name]” |
| Formal letter, boss is unavailable | “Signed in the absence of [Name]” |
| Internal office memo | “On behalf of [Name]” |
| Delegation of authority | “As authorized representative for [Name]” |
| Power of Attorney | “By Power of Attorney for [Name]” |
| Semi-formal email | “Representing [Name]” |
| Corporate / board correspondence | “Duly authorized to sign on behalf of [Name]” |
1. “p.p. [Name]” (Per Procurationem)
Meaning: This is the most legally recognized format. “Per procurationem” is a Latin term meaning “through the agency of.”
Tone: Formal, legal, authoritative
For signature example:
p.p. Sarah Collins Jonathan Reed, Chief Executive Officer
When to use it: Legal correspondence, executive letters, formal business documents. The p.p. abbreviation goes before your name, not the person you’re signing for, a common mistake to avoid.
This is the gold-standard p.p. signature example in a letter, particularly in UK, European, and corporate correspondence.
2. “For and on behalf of [Name]”
Meaning: A complete, legally clear phrase indicating you are both acting and signing for someone else.
Tone: Formal, contractual
Example: For and on behalf of Mr. James Walker, signed by Laura Simmons
When to use it: Contracts, legal agreements, and any formal document where the signature carries binding weight. This is one of the most widely recognized for signature on behalf formats in professional settings.
3. “Signed on behalf of [Name]”
Meaning: A straightforward declaration that you are the signer but acting for another party.
Tone: Professional, formal
Example: Signed on behalf of Dr. Angela Murray
When to use it: Business letters, medical correspondence, and any formal written communication where clarity of authority is important.
4. “On behalf of [Name]”
Meaning: Simple and universally understood. You are representing someone else.
Tone: Neutral, professional, and versatile
Example: On behalf of Ms. Clara Bennett
When to use it: This phrase works in both formal and semi-formal contexts, emails, letters, and business correspondence. It’s one of the most commonly searched phrases for how to sign on behalf of someone because of its flexibility.
5. “As Authorized Representative for [Name]”
Meaning: You have been explicitly granted the authority to act and sign.
Tone: Strong, legal, professional
Example: As Authorized Representative for Mr. Daniel Ford
When to use it: Corporate filings, legal notices, and any situation where your authority may be questioned or needs to be clearly stated upfront.
6. “With Authorization from [Name]”
Meaning: Signals that explicit permission has been given.
Tone: Transparent and formal
Example: With Authorization from the Board of Directors
When to use it: Best suited for internal approvals, compliance documents, or correspondence where stakeholders need to know permission was granted before you signed.
7. “Per [Name]”
Meaning: A shortened, modern version of per procurationem.
Tone: Semi-formal, efficient
Example: Per Marcus Green
When to use it: Common in internal business communication and emails in American corporate settings. It’s quick, recognized, and professional, though slightly less formal than the full “p.p.” designation.
8. “For [Name], by [Your Name]”
Meaning: Directly identifies both the original authority and the person signing.
Tone: Transparent, formal
Example: For Ms. Sandra Leigh, by Thomas Reid
When to use it: Use this when it’s important to identify both parties clearly, particularly in delegated correspondence or when documentation of both names is required.
9. “In Lieu of [Name]”
Meaning: You are substituting for the named person.
Tone: Formal, substitutional
Example: In lieu of Dr. Howard Blake
When to use it: When someone is temporarily unavailable and you’ve been asked to stand in. This phrasing makes it clear that you are a substitute, not the permanent signatory.
10. “As Delegated by [Name]”
Meaning: Authority was formally passed to you through a delegation process.
Tone: Administrative, formal
Example: As Delegated by the Regional Director, Nina Hayes
When to use it: Best for hierarchical organizations where delegation chains are documented, such as government agencies, large corporations, and healthcare systems.
11–35: More Professional Alternatives (Same Format)
11. “Acting on behalf of [Name]”
Communicates that you’ve taken on responsibility for this communication. Ideal for formal emails or letters where someone is temporarily unavailable. Example: Acting on behalf of Ms. Victoria Chen
12. “Representing [Name]”
A clean, professional phrase that positions you as an authorized stand-in. Works equally well in print and digital communication. Example: Representing Mr. Alan White
13. “Prepared and signed for [Name]”
Best for executive assistants or secretaries who both draft and sign a letter. Makes it explicit that both actions were performed on behalf of another. Example: Prepared and signed for Dr. Julie Warren
14. “By direction of [Name]”
Communicates a command hierarchy, you were instructed to sign. Use this in executive or governmental correspondence. Example: By direction of the CEO, Mark Preston
15. “With consent of [Name]”
Highlights that the named person has given explicit approval. Best used when transparency about consent is important. Example: With consent of Ms. Olivia King
16. “For the office of [Name]”
Represents an institution or a role, not just an individual. Useful in political, academic, or government letters. Example: For the office of the President
17. “Signed in proxy for [Name]”
A legally flavored phrase that draws directly on proxy terminology. Use for shareholder correspondence, board meetings, or legal filings. Example: Signed in proxy for Mr. Edward Walsh
18. “Under instruction from [Name]”
Shows you are acting under a direct instruction. Creates a clear record of authority. Example: Under instruction from the Managing Director
19. “Executed on behalf of [Name]”
Strong, contractual language, best for agreements, deeds, or documents with legal consequence. Example: Executed on behalf of Zenith Legal Services
20. “Endorsed for [Name]”
Suggests approval and backing. Best used in approval documents or letters confirming a decision. Example: Endorsed for Mr. Thomas Reed
21. “Issued for and on behalf of [Name]”
Used when the document is formally being put out in someone else’s name, certificates, notices, formal letters. Example: Issued for and on behalf of Ms. Clara Green
22. “Signed in the absence of [Name]”
Specifically acknowledges that the named individual isn’t available. Respectful and clear. Example: Signed in the absence of Dr. Samuel Ross
23. “In representation of [Name]”
Semi-formal phrase suitable for inter-office correspondence or notifications. Example: In representation of the Finance Department
24. “On instruction of [Name]”
Similar to “under instruction,” this variation signals that you received a direct order to proceed. Example: On instruction of the Department Head
25. “Authorized to sign for [Name]”
Plainly states your authorization status, great for reducing ambiguity. Example: Authorized to sign for Ms. Heather Miles
26. “For [Name] (signed by [Your Name])”
A transparent bracketed format that leaves no ambiguity about who signed what. Example: For Mr. Dalton (signed by Chris Holloway)
27. “Administrative signature for [Name]”
Specifically designed for administrative roles where signing is a routine function. Example: Administrative signature for the Compliance Officer
28. “Signed on instruction and authority of [Name]”
A comprehensive, high-authority phrase combining both instruction and formal authority. Best for regulated industries or government use. Example: Signed on instruction and authority of the Board
29. “FBO (For the benefit of) [Name]”
Often used in financial and trust documents. FBO is a recognized abbreviation in banking, estate, and custodial correspondence. Example: FBO John Doe – Custodial Account
30. “Proxy signature for [Name]”
Directly references the legal concept of proxy. Common in shareholder communications and board-level documents. Example: Proxy signature for Mrs. Emma Blake
31. “For and in place of [Name]”
Removes any ambiguity, you are replacing the signatory entirely for this document. Example: For and in place of Mr. Liam Cooper
32. “Signed under delegated authority from [Name]”
Best in compliance, governance, and corporate environments where delegation is formally documented. Example: Signed under delegated authority from the CFO
33. “With approval from [Name]”
Indicates the named person reviewed and approved the content before you signed. Example: With approval from Ms. Ava Mitchell
34. “For the attention of [Name] (signed by…)”
Used when the intended recipient is being named alongside the actual signer, common in departmental or internal communication. Example: For the attention of Dr. Oliver Scott (signed by Jennifer Ross)
35. “Duly authorized to sign on behalf of [Name]”
Formal, legal-grade phrasing that leaves zero room for ambiguity about your authority. Example: Duly authorized to sign on behalf of the Corporation
36. “Signed with Delegated Responsibility from [Name]”
Meaning: Your role carries delegated responsibility, not just permission.
Tone: Polished, corporate
Example: Signed with delegated responsibility from Mr. Adrian Cole
When to use it: Structured organizations where accountability trails matter, such as regulated industries like finance, healthcare, or government.
37–45: Additional Ways to Sign
| # | Phrase | Best Context |
| 37 | “Countersigned for [Name]” | When a secondary signature is required for validation |
| 38 | “On authority of [Name]” | Government and institutional letters |
| 39 | “By Power of Attorney for [Name]” | Legal and medical decisions |
| 40 | “At the request of [Name]” | When the named person asked you specifically |
| 41 | “In the name of [Name]” | Formal correspondence on someone’s behalf |
| 42 | “For [Name], as their delegate” | Organizational hierarchy contexts |
| 43 | “Signed for [Name] with full authority” | High-stakes legal or executive correspondence |
| 44 | “On behalf of [Name], by authority” | Public-sector and governmental use |
| 45 | “F” (the letter F before your signature) | Simplified British business convention |
How to Format a Proxy Signature: Step-by-Step
Knowing the right phrase is only half the battle. Here’s how to properly format your for signature on behalf block in a letter:
- End the letter body as normal (e.g., “Yours sincerely,” or “Best regards,”)
- Write the signature phrase above your signature, e.g., p.p.
- Sign your name in the signature line
- Print your full name and title below your signature
- Add the name and title of the person you are signing for, clearly labeled
For signature on behalf sample:
Yours sincerely,
p.p. (your handwritten signature) Laura Simmons, Executive Assistant
James Walker, Chief Executive Officer
Common Mistakes to Avoid
- Placing “p.p.” before the wrong name, it goes before YOUR name, not the person you’re signing for
- Signing without proper authorization, always confirm in writing first
- Using informal phrases on legal documents, “on behalf of” is fine for emails, but contracts need “for and on behalf of” or “per procurationem”
- Omitting your own name, in formal contexts, both names must appear
- Using ambiguous language, vague phrasing like “sent by” doesn’t establish legal authority
FAQ’s
What does “p.p.” mean when signing a letter?
It stands for per procurationem, a Latin phrase meaning “through the agency of.” It shows you are signing with the named person’s authority.
Is signing on behalf of someone else legal?
Yes, provided you have proper consent or formal authorization such as a written delegation, corporate proxy, or power of attorney.
Which phrase is best for contracts and legal documents?
“For and on behalf of [Name]” or “p.p. [Name]” are the most legally recognized formats for binding documents.
Can I sign emails on behalf of my boss?
Yes. Phrases like “On behalf of [Name]” or “Representing [Name]” work well in professional email signatures.
Should I include my own name when signing for someone else?
In formal contexts, always yes. Both names should appear, yours as the signer, and the other person’s as the authority behind the letter.
What is the difference between “p.p.” and “per”?
Both indicate you’re signing on another’s behalf. “p.p.” (per procurationem) is more formal and legally recognized; “per” is a shortened, modern, and semi-formal version.
Can a secretary sign letters on behalf of their employer?
Yes, this is a standard professional practice. The secretary should use “p.p.” or “on behalf of” and include both their name and their employer’s name and title.
What is “FBO” in a signature?
FBO stands for “For the Benefit of”, most commonly seen in financial and trust accounts, not general correspondence.
Conclusion
Understanding how to sign correspondence correctly is essential for professional communication. Whether you use p.p. [Name], For and on behalf of [Name], Authorized to sign for [Name], or any other recognized format, the key is clarity and proper authorization. By using the examples in this guide, you can confidently handle business letters, administrative correspondence, and official documents while maintaining professionalism and compliance.
Whether you need a simple for signature example, a formal for signature on behalf sample, or guidance on how to sign on behalf of someone, the methods above provide reliable and widely accepted solutions for every professional situation.
I am David Smith, a passionate blogger and skilled writer. I create clear, engaging, and high-quality content on different topics. I focus on delivering useful and easy-to-understand articles for my readers.
