Finding the right words matters—especially when you’re communicating on behalf of someone else. A signature is more than a formality; it reflects respect, responsibility, and professionalism. Whether you’re assisting a manager, representing a client, or signing for a colleague, choosing the correct phrasing helps your message feel clear, polite, and trustworthy.
Below, you’ll find thoughtful and proper ways to sign a letter on behalf of someone else—each explained with care and real-world examples.
What Does “Signing a Letter on Behalf of Someone Else” Mean?
Signing a letter on behalf of someone else means you are authorized to represent another person in written communication. This usually happens when the original sender is unavailable, delegating authority, or formally assigning responsibility.
The signature makes it clear that while you wrote or sent the message, the authority or intent belongs to someone else, maintaining transparency and professionalism.
When to Use “Signing on Behalf of Someone Else”?
This approach is best used in professional, legal, administrative, or formal settings. It is common in offices, schools, legal correspondence, and corporate communication.
You should use it only when permission or authority has been granted, ensuring clarity and avoiding misunderstandings.
Is It Professional or Polite to Sign on Behalf of Someone Else?
Yes—when done correctly. Using the proper phrasing shows respect for hierarchy, clarity in communication, and ethical professionalism.
However, using it without consent or unclear wording can appear misleading, which is why correct formats are essential.
Pros or Cons of Signing on Behalf of Someone Else
Pros:
✔ Saves time and ensures continuity
✔ Maintains professional communication flow
✔ Reflects trust and delegation
Cons:
✘ Can cause confusion if poorly worded
✘ Requires clear authorization
✘ Not suitable for highly personal messages
1. For [Name]
Meaning:
This phrase indicates that you are signing the letter on behalf of another person with their knowledge or approval.
Detailed Explanation:
“For [Name]” is simple and widely accepted in professional communication. It clearly separates the writer from the authority holder, making it ideal for emails, memos, and formal letters.
Scenario Examples:
- For Sarah Ahmed
- For John Williams, Managing Director
Best Use:
Office correspondence, administrative letters, internal communication.
Worst Use:
Legal contracts or highly sensitive documents.
Why It Works:
It’s clear, respectful, and universally understood.
Tone:
Professional, neutral, polite
2. On Behalf of [Name]
Meaning:
Indicates representation and delegated authority.
Detailed Explanation:
This phrasing emphasizes that the message reflects the intent and authority of the original person, not the signer alone.
Scenario Examples:
- On behalf of Maria Khan
- On behalf of the HR Department
Best Use:
Formal emails, announcements, official statements.
Worst Use:
Casual or personal messages.
Why It Works:
It clearly communicates representation and accountability.
Tone:
Formal, respectful
3. pp [Name]
Meaning:
“pp” stands for per procurationem, meaning “through the agency of.”
Detailed Explanation:
This is a traditional business abbreviation used when someone signs under formal authority.
Scenario Examples:
- pp Ahmed Raza
- pp Director Operations
Best Use:
Corporate letters, formal documentation.
Worst Use:
Modern casual emails where clarity is needed.
Why It Works:
It signals official delegation.
Tone:
Formal, authoritative
4. Signed for and on Behalf of [Name]
Meaning:
Explicitly states dual responsibility—signing and representing.
Detailed Explanation:
This wording removes all ambiguity, making it ideal for situations where accuracy and clarity are critical.
Scenario Examples:
- Signed for and on behalf of Mr. Ali
- Signed for and on behalf of the Board
Best Use:
Contracts, approvals, legal notices.
Worst Use:
Short internal emails.
Why It Works:
It leaves no room for misinterpretation.
Tone:
Very formal, precise
5. Acting for [Name]
Meaning:
Shows temporary or delegated authority.
Detailed Explanation:
This is often used when someone is officially filling in for another role or person.
Scenario Examples:
- Acting for Finance Manager
- Acting for CEO
Best Use:
Temporary leadership or substitute roles.
Worst Use:
Personal correspondence.
Why It Works:
It communicates role-based authority.
Tone:
Professional, authoritative
6. Authorized Representative for [Name]
Meaning:
Indicates formal permission to act.
Detailed Explanation:
This phrase reassures the recipient that the signer has legal or organizational authority.
Scenario Examples:
- Authorized Representative for ABC Ltd.
- Authorized Representative for Mr. Khan
Best Use:
Legal, corporate, or financial letters.
Worst Use:
Informal office communication.
Why It Works:
It builds trust and legitimacy.
Tone:
Formal, official
7. On Instructions of [Name]
Meaning:
Shows the action was taken under direction.
Detailed Explanation:
This phrase clarifies that the signer is executing instructions, not making independent decisions.
Scenario Examples:
- On instructions of the Director
- On instructions of Legal Counsel
Best Use:
Compliance or directive-based communication.
Worst Use:
Friendly or casual messages.
Why It Works:
It ensures accountability and transparency.
Tone:
Formal, explanatory
8. For and On Behalf of the Management
Meaning:
Represents a group authority.
Detailed Explanation:
Used when communication reflects organizational decisions, not an individual.
Scenario Examples:
- For and on behalf of the Management
- For and on behalf of the Executive Team
Best Use:
Corporate announcements.
Worst Use:
Personal letters.
Why It Works:
It conveys collective authority.
Tone:
Professional, institutional
9. Deputy for [Name]
Meaning:
Shows official substitution.
Detailed Explanation:
Used when the signer has a recognized deputy role.
Scenario Examples:
- Deputy for Operations Head
- Deputy for Principal
Best Use:
Educational or government settings.
Worst Use:
Informal workplaces.
Why It Works:
It shows structured delegation.
Tone:
Formal, structured
10. Representing [Name]
Meaning:
Indicates formal representation.
Detailed Explanation:
This wording emphasizes advocacy or official presence.
Scenario Examples:
- Representing Client XYZ
- Representing the Chairman
Best Use:
Meetings, official correspondence.
Worst Use:
Internal memos.
Why It Works:
It sounds clear and authoritative.
Tone:
Professional, confident
11. Acting on Behalf of [Name]
Meaning:
This phrase shows that you are temporarily performing duties for someone else with their approval.
Detailed Explanation:
“Acting on behalf of” is commonly used when someone is unavailable due to leave, travel, or delegation, and you are officially covering their responsibilities. It signals legitimacy without claiming permanent authority.
Scenario Examples:
- Acting on behalf of the Marketing Director
- Acting on behalf of Ms. Sana Ali during her absence
Best Use:
Temporary role coverage, managerial substitution, formal emails.
Worst Use:
Legal documents requiring permanent authority.
Why It Works:
It clearly communicates temporary responsibility and transparency.
Tone:
Professional, respectful, clear
12. Signed as Delegate for [Name]
Meaning:
Indicates that authority has been formally delegated.
Detailed Explanation:
This phrasing reassures recipients that the signer is not acting independently but under official delegation, which is especially useful in structured organizations.
Scenario Examples:
- Signed as Delegate for the Project Lead
- Signed as Delegate for Mr. Ahmed
Best Use:
Corporate approvals, internal documentation.
Worst Use:
Casual or conversational messages.
Why It Works:
It emphasizes organizational trust and structure.
Tone:
Formal, accountable
13. On Assignment from [Name]
Meaning:
Shows the action was taken as part of a specific task or duty.
Detailed Explanation:
This phrase is useful when you are executing a defined responsibility, not acting broadly on someone’s behalf.
Scenario Examples:
- On assignment from the Operations Manager
- On assignment from Head Office
Best Use:
Task-based communication, reporting.
Worst Use:
Contracts or approvals.
Why It Works:
It limits scope and prevents confusion.
Tone:
Professional, precise
14. By Authority of [Name]
Meaning:
Indicates strong, formal authorization.
Detailed Explanation:
This wording is powerful and should be used only when explicit authority has been granted. It carries legal and organizational weight.
Scenario Examples:
- By authority of the Board of Directors
- By authority of Mr. Khan
Best Use:
Official notices, legal or compliance letters.
Worst Use:
Everyday workplace emails.
Why It Works:
It communicates undeniable legitimacy.
Tone:
Formal, authoritative
15. Signed Under Direction of [Name]
Meaning:
Shows that the content follows direct instructions.
Detailed Explanation:
This phrase clarifies that the signer is implementing decisions rather than making them, which is helpful in hierarchical environments.
Scenario Examples:
- Signed under direction of the Legal Advisor
- Signed under direction of Management
Best Use:
Compliance-related communication.
Worst Use:
Friendly or informal letters.
Why It Works:
It establishes clear responsibility boundaries.
Tone:
Formal, explanatory
16. For the Attention and Approval of [Name]
Meaning:
Indicates representation pending or reflecting approval.
Detailed Explanation:
This phrasing is useful when a message is sent with approval already granted or for acknowledgment.
Scenario Examples:
- For the attention and approval of the CEO
- For the attention and approval of HR Manager
Best Use:
Administrative correspondence.
Worst Use:
Legal signatures.
Why It Works:
It balances clarity and professionalism.
Tone:
Polite, formal
17. Acting as Proxy for [Name]
Meaning:
Shows substitution with permission.
Detailed Explanation:
“Proxy” is often used in meetings or voting contexts where someone is officially standing in.
Scenario Examples:
- Acting as Proxy for Board Member
- Acting as Proxy for Department Head
Best Use:
Governance, meetings, formal votes.
Worst Use:
Casual office emails.
Why It Works:
It conveys formal substitution.
Tone:
Formal, institutional
18. On Behalf of the Office of [Name]
Meaning:
Represents a role rather than a person.
Detailed Explanation:
This phrase shifts focus from an individual to an official position, which is useful in bureaucratic or academic settings.
Scenario Examples:
- On behalf of the Office of the Principal
- On behalf of the Office of the Registrar
Best Use:
Educational, government, or corporate offices.
Worst Use:
Personal correspondence.
Why It Works:
It maintains institutional continuity.
Tone:
Professional, formal
19. Signed in Representation of [Name]
Meaning:
Highlights formal representation.
Detailed Explanation:
This wording works well when you are officially speaking or writing for someone, especially externally.
Scenario Examples:
- Signed in representation of Client Services
- Signed in representation of Mr. Ali
Best Use:
External communication.
Worst Use:
Internal notes.
Why It Works:
It signals clear representation.
Tone:
Professional, confident
20. Executed for and on Behalf of [Name]
Meaning:
Indicates formal execution of a document.
Detailed Explanation:
This phrase is typically used in contracts or official documents where execution authority is involved.
Scenario Examples:
- Executed for and on behalf of XYZ Corporation
- Executed for and on behalf of the Client
Best Use:
Legal and contractual documents.
Worst Use:
Emails or informal letters.
Why It Works:
It reflects legal precision and authority.
Tone:
Very formal, legal
21. For [Name], with Authorization
Meaning:
This phrase confirms that you are signing with explicit permission.
Detailed Explanation:
Adding “with authorization” reassures the recipient that your action is approved and intentional, not assumed. It is especially helpful when clarity and consent matter.
Scenario Examples:
- For Mr. Ahmed, with authorization
- For the Director, with authorization
Best Use:
Sensitive professional correspondence.
Worst Use:
Casual internal emails.
Why It Works:
It removes doubt and reinforces ethical communication.
Tone:
Professional, reassuring
22. Signed Pursuant to Authority Granted by [Name]
Meaning:
Shows formal authority granted beforehand.
Detailed Explanation:
This phrase is often used in regulated environments where authorization must be clearly documented.
Scenario Examples:
- Signed pursuant to authority granted by the Board
- Signed pursuant to authority granted by Legal Counsel
Best Use:
Legal, compliance, or financial documents.
Worst Use:
Routine workplace emails.
Why It Works:
It sounds legally precise and transparent.
Tone:
Formal, official
23. On Behalf of and as Directed by [Name]
Meaning:
Combines representation with instruction.
Detailed Explanation:
This phrasing clarifies that the signer is acting both as a representative and under direction, minimizing responsibility confusion.
Scenario Examples:
- On behalf of and as directed by Management
- On behalf of and as directed by the Client
Best Use:
Directive-based communication.
Worst Use:
Personal letters.
Why It Works:
It clearly defines roles and intent.
Tone:
Formal, explanatory
24. Signed as Acting [Job Title]
Meaning:
Shows role-based authority.
Detailed Explanation:
This is useful when someone is officially appointed as an acting replacement for a role.
Scenario Examples:
- Signed as Acting Finance Manager
- Signed as Acting Principal
Best Use:
Temporary leadership positions.
Worst Use:
Non-official situations.
Why It Works:
It aligns authority with recognized roles.
Tone:
Professional, authoritative
25. For and in the Name of [Name]
Meaning:
Indicates symbolic representation.
Detailed Explanation:
This phrase is more traditional and emphasizes that the action is done in the spirit and authority of the person named.
Scenario Examples:
- For and in the name of the Chairman
- For and in the name of the Organization
Best Use:
Ceremonial or formal letters.
Worst Use:
Casual or modern emails.
Why It Works:
It adds formality and respect.
Tone:
Formal, traditional
26. Signed as Authorized Signatory for [Name]
Meaning:
Identifies official signing authority.
Detailed Explanation:
This phrase is common in banking and corporate settings where signature authority is predefined.
Scenario Examples:
- Signed as Authorized Signatory for ABC Ltd.
- Signed as Authorized Signatory for Mr. Khan
Best Use:
Financial, corporate, or contractual letters.
Worst Use:
Friendly correspondence.
Why It Works:
It signals trust and compliance.
Tone:
Formal, institutional
27. On Behalf of the Department of [Name]
Meaning:
Represents departmental authority.
Detailed Explanation:
This wording is effective when communication reflects a departmental decision, not an individual opinion.
Scenario Examples:
- On behalf of the Department of Finance
- On behalf of the Department of HR
Best Use:
Official departmental announcements.
Worst Use:
Personal matters.
Why It Works:
It reflects organizational clarity.
Tone:
Professional, collective
28. Signed for Administrative Purposes by [Name]
Meaning:
Limits scope to administrative tasks.
Detailed Explanation:
This phrase makes it clear that the signing is procedural, not decision-making.
Scenario Examples:
- Signed for administrative purposes by Office Assistant
- Signed for administrative purposes by HR Officer
Best Use:
Routine documentation.
Worst Use:
Strategic or legal letters.
Why It Works:
It prevents overinterpretation.
Tone:
Neutral, procedural
29. For Official Use on Behalf of [Name]
Meaning:
Shows formal institutional usage.
Detailed Explanation:
This phrase is often used in government or regulated sectors to indicate formal processing.
Scenario Examples:
- For official use on behalf of the Registrar
- For official use on behalf of the Authority
Best Use:
Government or regulatory communication.
Worst Use:
Private-sector casual use.
Why It Works:
It emphasizes formality and control.
Tone:
Formal, institutional
30. Signed as Representative and Agent of [Name]
Meaning:
Combines representation with agency.
Detailed Explanation:
This phrase clearly states that the signer is acting as both a representative and authorized agent, often with legal implications.
Scenario Examples:
- Signed as Representative and Agent of the Client
- Signed as Representative and Agent of the Company
Best Use:
Legal, contractual, or agency-based communication.
Worst Use:
Everyday workplace emails.
Why It Works:
It provides maximum clarity and authority.
Tone:
Very formal, legal
Conclusion
Signing a letter on behalf of someone else isn’t just a technical detail—it’s a matter of trust, clarity, and professionalism. Choosing the right wording ensures your message feels respectful, transparent, and ethically sound, whether you’re communicating in a corporate office, legal setting, or educational institution.
By using these 30 proper and well-explained phrases, you can confidently represent others while maintaining clear authority, polite tone, and professional integrity—every single time.
