Introduction
Signing a letter on behalf of someone else is more than a formality—it’s a signal of authority, trust, and professionalism. Whether you’re an executive assistant, team lead, legal representative, or delegated colleague, the way you sign matters. A poorly chosen sign-off can create confusion, weaken credibility, or even raise compliance concerns.
This guide presents 25+ professional, context-aware ways to sign a letter on behalf of someone else, complete with explanations, real-world examples, and practical tips. Each option is crafted to help you communicate clearly, respectfully, and with confidence—across formal, semi-formal, and business-casual settings.
When Should You Use These Alternatives?
Choosing the right sign-off depends on authority, context, and the relationship between sender and recipient. Here’s how to decide:
Formal Situations
Use precise, transparent sign-offs when writing on behalf of:
- Executives or senior leadership
- Legal or compliance departments
- Government or academic officials
- External clients or partners
Semi-Formal Situations
Appropriate for:
- Internal cross-team communication
- Departmental updates
- Project coordination
- Vendor or partner correspondence
Casual or Business-Casual Situations
Suitable for:
- Internal emails
- Team announcements
- Familiar colleagues
Situational Examples
- Executive correspondence: Signing for a CEO during travel
- Legal context: Signing for an attorney or firm partner
- Administrative support: Assistant responding on behalf of a manager
- Project coordination: Team lead signing for a department head
25+ Professional Ways to Sign a Letter on Behalf of Someone Else
1. For [Name]
Meaning: Indicates you are signing in place of the named person.
Examples:
• For John Smith
• For Dr. Aisha Khan
• For the Managing Director
• For the Board Chair
• For the Head of Operations
Why it works: Clear, concise, and widely accepted.
2. On behalf of [Name]
Meaning: States explicit authorization to represent someone.
Examples:
• On behalf of Sarah Williams
• On behalf of the CEO
• On behalf of the Legal Team
• On behalf of the Department Head
• On behalf of the Organization
Why it works: Transparent and professional.
3. Per [Name]
Meaning: Indicates the content or instruction comes directly from the person named.
Examples:
• Per Michael Brown
• Per the Director’s instructions
• Per HR Manager
• Per the Chairperson
• Per leadership guidance
Why it works: Signals delegated authority.
4. pp [Name]
Meaning: Latin per procurationem—“through the agency of.”
Examples:
• pp Jane Doe
• pp Managing Partner
• pp Department Head
• pp CEO
• pp Program Director
Why it works: Highly formal and legally recognized.
5. Signed for and on behalf of [Name]
Meaning: Full legal clarity of representation.
Examples:
• Signed for and on behalf of the Director
• Signed for and on behalf of the Company
• Signed for and on behalf of John Smith
• Signed for and on behalf of the Board
• Signed for and on behalf of Management
Why it works: Ideal for contracts and official letters.
6. By direction of [Name]
Meaning: Confirms the signatory is acting under instruction.
Examples:
• By direction of the CEO
• By direction of the Principal
• By direction of Management
• By direction of the Committee Chair
• By direction of the Board
Why it works: Authoritative and formal.
7. Authorized representative for [Name]
Meaning: Highlights formal authorization.
Examples:
• Authorized representative for the Director
• Authorized representative for HR
• Authorized representative for the Organization
• Authorized representative for Legal Counsel
• Authorized representative for Management
Why it works: Strong compliance-focused phrasing.
8. On instruction from [Name]
Meaning: Emphasizes guidance rather than substitution.
Examples:
• On instruction from the CEO
• On instruction from Finance Head
• On instruction from Project Sponsor
• On instruction from Legal Counsel
• On instruction from the Director
Why it works: Polite and responsibility-aware.
9. For and at the request of [Name]
Meaning: Indicates consent and request from the principal.
Examples:
• For and at the request of the Chairperson
• For and at the request of Management
• For and at the request of John Smith
• For and at the request of the Director
• For and at the request of the Board
Why it works: Courteous and formal.
10. Acting on behalf of [Name]
Meaning: Shows temporary or delegated authority.
Examples:
• Acting on behalf of the CEO
• Acting on behalf of the Department Head
• Acting on behalf of Legal Counsel
• Acting on behalf of Management
• Acting on behalf of the Organization
Why it works: Clear and professional.
11. Signed by [Your Name], for [Name]
Meaning: Names both parties for transparency.
Examples:
• Signed by Alex Khan, for John Smith
• Signed by Maria Lee, for the Director
• Signed by Team Lead, for Management
• Signed by Assistant, for CEO
• Signed by Officer, for Chairperson
Why it works: Eliminates ambiguity.
12. On behalf of the office of [Name]
Meaning: Represents a role rather than an individual.
Examples:
• On behalf of the Office of the CEO
• On behalf of the Office of the Dean
• On behalf of the Office of the Director
• On behalf of the Office of the Chair
• On behalf of the Office of Management
Why it works: Institutional and formal.
13. With authorization from [Name]
Meaning: Emphasizes permission.
Examples:
• With authorization from the CEO
• With authorization from Legal Counsel
• With authorization from HR Director
• With authorization from Management
• With authorization from the Board
Why it works: Clear and compliance-safe.
14. By authority of [Name]
Meaning: Formal and directive.
Examples:
• By authority of the Chairperson
• By authority of the Director
• By authority of Management
• By authority of the Board
• By authority of the CEO
Why it works: Strong and official.
15. Representing [Name]
Meaning: Indicates proxy communication.
Examples:
• Representing the Director
• Representing the Organization
• Representing Management
• Representing Legal Counsel
• Representing the Team Lead
Why it works: Simple and professional.
16. For the attention of [Name], signed by [Your Name]
Meaning: Combines representation with clarity.
Examples:
• For the attention of the CEO, signed by Assistant
• For the attention of Director, signed by Manager
• For the attention of Chair, signed by Officer
• For the attention of Legal Counsel, signed by Admin
• For the attention of Management, signed by Team Lead
Why it works: Useful in internal contexts.
17. On delegated authority from [Name]
Meaning: Highlights formal delegation.
Examples:
• On delegated authority from the CEO
• On delegated authority from the Board
• On delegated authority from Management
• On delegated authority from the Director
• On delegated authority from Legal Counsel
Why it works: Precise and formal.
18. Signed under instruction of [Name]
Meaning: Indicates direct instruction.
Examples:
• Signed under instruction of the CEO
• Signed under instruction of the Director
• Signed under instruction of Management
• Signed under instruction of Legal Counsel
• Signed under instruction of the Chair
Why it works: Clear chain of responsibility.
19. For and on behalf of the organization
Meaning: Represents an entity rather than a person.
Examples:
• For and on behalf of the Company
• For and on behalf of the Institution
• For and on behalf of the Organization
• For and on behalf of the Firm
• For and on behalf of the Association
Why it works: Ideal for corporate letters.
20. Signed as proxy for [Name]
Meaning: Indicates proxy role.
Examples:
• Signed as proxy for the Director
• Signed as proxy for the CEO
• Signed as proxy for the Chairperson
• Signed as proxy for Management
• Signed as proxy for Legal Counsel
Why it works: Clear and role-specific.
21. On behalf of management
Meaning: Collective authority.
Examples:
• On behalf of management
• On behalf of senior management
• On behalf of executive management
• On behalf of project management
• On behalf of company management
Why it works: Appropriate for team-wide messages.
22. For [Name], as authorized
Meaning: Short and formal.
Examples:
• For the Director, as authorized
• For the CEO, as authorized
• For Management, as authorized
• For Legal Counsel, as authorized
• For the Chair, as authorized
Why it works: Concise and compliant.
23. Signed pursuant to authority granted by [Name]
Meaning: Legal and formal wording.
Examples:
• Signed pursuant to authority granted by the Board
• Signed pursuant to authority granted by the CEO
• Signed pursuant to authority granted by Management
• Signed pursuant to authority granted by Legal Counsel
• Signed pursuant to authority granted by the Director
Why it works: Ideal for contracts and agreements.
24. On instruction and behalf of [Name]
Meaning: Combines instruction and representation.
Examples:
• On instruction and behalf of the CEO
• On instruction and behalf of Management
• On instruction and behalf of the Director
• On instruction and behalf of the Board
• On instruction and behalf of Legal Counsel
Why it works: Balanced and professional.
25. For [Name], acting in an official capacity
Meaning: Emphasizes role-based authority.
Examples:
• For the Director, acting in an official capacity
• For the CEO, acting in an official capacity
• For Management, acting in an official capacity
• For the Chair, acting in an official capacity
• For Legal Counsel, acting in an official capacity
Why it works: Formal and role-focused.
Consideration: How to Choose the Right Phrase
Selecting the correct sign-off ensures clarity and professionalism. Consider the following:
- Tone: Is the message legal, formal, or internal?
- Audience: Client, colleague, regulator, or partner?
- Authority: Do you have explicit or implied permission?
- Context: Contract, update, announcement, or request?
- Risk Level: Higher stakes require clearer authorization.
Mini Examples
- Contract: “Signed for and on behalf of the Company”
- Internal email: “On behalf of the Director”
- Executive memo: “pp CEO”
Quick One-Line Templates
- Signed for and on behalf of [Name]
- On behalf of the Office of the CEO
- pp [Name]
- By direction of Management
- Acting on behalf of the Director
- Authorized representative for [Name]
- For [Name], as authorized
- Signed under instruction of [Name]
- Representing the Organization
- On delegated authority from [Name]
Common Mistakes to Avoid
- Signing without clear authorization
- Using informal sign-offs in legal contexts
- Failing to name the represented party
- Mixing casual tone with formal authority
- Overcomplicating simple internal messages
FAQ
1. Is it legal to sign a letter on behalf of someone else?
Yes, if you have proper authorization.
2. What does “pp” mean in signatures?
It stands for per procurationem, meaning “on behalf of.”
3. Which sign-off is best for contracts?
“Signed for and on behalf of” or “pp [Name].”
4. Can assistants sign emails for executives?
Yes, with clear delegation and appropriate phrasing.
5. Should I include my own name when signing for someone else?
In formal contexts, yes—for transparency.
6. Is “On behalf of” acceptable in emails?
Absolutely—it’s widely used and professional.
Conclusion
Signing a letter on behalf of someone else requires clarity, authority, and careful wording. The right phrase protects credibility, avoids confusion, and reinforces professionalism—whether you’re handling executive correspondence or routine administrative communication.
Use this guide as a reference to choose the most appropriate sign-off for any situation. If you’d like a custom article for another professional phrase or communication scenario, share the topic—and I’ll craft it in the same polished, publish-ready format.
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