There are many situations in professional and personal communication where you may need to sign a letter on behalf of another person. Assistants, managers, administrative staff, legal representatives, and team members often send documents or emails for executives, clients, or organizations. In these cases, the signature line should clearly show that the message was authorized or written for someone else while still maintaining professionalism and transparency.
While the traditional “on behalf of” format works well, using the right wording can make your letter look more polished, formal, and appropriate for the situation. Different industries and workplaces also prefer different signature styles depending on the level of authority and formality involved. In this guide, you’ll discover 40+ ways to sign a letter on behalf of someone else, complete with meanings, tones, examples, and usage tips.
What Does “Signing on Behalf of Someone Else” Mean?
Signing on behalf of someone else means writing or approving a document, email, or letter for another person with their permission or authority.
Emotional tone:
Professional, respectful, and authorized.
When to Use It
You can use these signature formats in:
- Business letters: Administrative or executive communication
- Corporate emails: Sending updates for supervisors or teams
- Legal or official documents: Authorized representation
- Customer service communication: Responding for departments or managers
Examples:
- Signing for an executive while they are unavailable
- Sending formal correspondence for a company department
Is It Professional?
Yes, signing on behalf of someone else is completely professional when done transparently and appropriately.
- Formal business settings: Use clear authorization wording
- Casual workplace communication: Simpler formats may work
40+ Ways to Sign a Letter on Behalf of Someone Else
1. On behalf of [Name]
Meaning: Acting for another person
Tone: Professional
“On behalf of Sarah Mitchell”
Why Use It:
The most standard and universally accepted format.
2. For [Name]
Meaning: Signing in place of someone
Tone: Professional
“For Michael Carter”
3. Per authorization of [Name]
Meaning: Signed with permission
Tone: Formal
“Per authorization of James Wilson”
4. Signed for [Name]
Meaning: Signature completed for another person
Tone: Professional
“Signed for Emily Roberts”
5. On behalf of the Office of [Name]
Meaning: Representing an office or department
Tone: Formal
“On behalf of the Office of the Director”
6. pp [Name]
Meaning: Traditional shorthand for “per procurationem”
Tone: Formal
“pp John Anderson”
Why Use It:
Common in formal business correspondence.
7. By authorization from [Name]
Meaning: Approved by another person
Tone: Formal
“By authorization from Karen Lewis”
8. For and on behalf of [Name]
Meaning: Acting officially for someone
Tone: Formal
“For and on behalf of Greenfield Holdings”
9. Authorized representative for [Name]
Meaning: Acting as an approved representative
Tone: Professional
“Authorized representative for Daniel Brooks”
10. Signed as authorized agent
Meaning: Legal or formal authorization
Tone: Formal
“Signed as authorized agent”
11. By direction of [Name]
Meaning: Following another person’s instructions
Tone: Formal
“By direction of Lisa Carter”
12. Submitted on behalf of [Name]
Meaning: Sent for another person
Tone: Professional
“Submitted on behalf of the Executive Team”
13. Respectfully signed for [Name]
Meaning: Formal and courteous representation
Tone: Formal
“Respectfully signed for Thomas Gray”
14. Acting on behalf of [Name]
Meaning: Temporarily representing someone
Tone: Professional
“Acting on behalf of Jennifer Adams”
15. By delegated authority
Meaning: Authority assigned officially
Tone: Formal
“By delegated authority”
16. On instruction from [Name]
Meaning: Signed following guidance
Tone: Formal
“On instruction from Rebecca Hall”
17. As representative for [Name]
Meaning: Serving as representative
Tone: Professional
“As representative for Horizon Solutions”
18. Signed under authorization
Meaning: Approved signature authority
Tone: Formal
“Signed under authorization”
19. For the office of [Name]
Meaning: Representing an office or department
Tone: Professional
“For the office of the CEO”
20. On behalf of management
Meaning: Representing leadership
Tone: Professional
“On behalf of management”
21. As authorized by [Name]
Meaning: Signature approved by another person
Tone: Formal
“As authorized by Matthew Collins”
22. For administrative purposes on behalf of [Name]
Meaning: Administrative representation
Tone: Formal
“For administrative purposes on behalf of Dr. Patel”
23. With permission from [Name]
Meaning: Signed with approval
Tone: Friendly-professional
“With permission from Linda Cooper”
24. Issued on behalf of [Organization Name]
Meaning: Representing an organization
Tone: Professional
“Issued on behalf of Brightview Corporation”
25. For official use on behalf of [Name]
Meaning: Formal organizational representation
Tone: Formal
“For official use on behalf of the Director”
26. Approved and signed for [Name]
Meaning: Authorized and completed for another person
Tone: Professional
“Approved and signed for Samuel Reed”
27. Acting under authority of [Name]
Meaning: Formal delegated responsibility
Tone: Formal
“Acting under authority of Angela Morris”
28. By proxy for [Name]
Meaning: Acting officially for someone else
Tone: Formal
“By proxy for David Walker”
29. Representing [Name]
Meaning: Signing as representative
Tone: Professional
“Representing the Legal Affairs Department”
30. Prepared and signed on behalf of [Name]
Meaning: Created and signed for another person
Tone: Professional
“Prepared and signed on behalf of the Board Chair”
31. For correspondence purposes on behalf of [Name]
Meaning: Administrative communication representation
Tone: Formal
“For correspondence purposes on behalf of Olivia Harris”
32. Signed with authorization
Meaning: Officially approved signature
Tone: Professional
“Signed with authorization”
33. On behalf of the executive team
Meaning: Representing leadership group
Tone: Professional
“On behalf of the executive team”
34. Signed by authorized personnel
Meaning: Formal business signature
Tone: Formal
“Signed by authorized personnel”
35. As acting representative for [Name]
Meaning: Temporary formal representation
Tone: Professional
“As acting representative for Daniel Lee”
36. Prepared for and signed on behalf of [Name]
Meaning: Full administrative representation
Tone: Formal
“Prepared for and signed on behalf of Victoria Adams”
37. On behalf of the department
Meaning: Department-level representation
Tone: Professional
“On behalf of the Human Resources Department”
38. Under the authority of [Name]
Meaning: Official delegated power
Tone: Formal
“Under the authority of Christopher Hill”
39. Authorized signatory for [Name]
Meaning: Official signing authority
Tone: Formal
“Authorized signatory for Silverstone Group”
40. Signed in representation of [Name]
Meaning: Formal representative signature
Tone: Formal
“Signed in representation of Amelia Turner”
FAQs
What is the most professional way to sign on behalf of someone else?
The most common professional formats include:
- “On behalf of [Name]”
- “For and on behalf of [Name]”
- “pp [Name]”
- “Authorized representative for [Name]”
What does “pp” mean in a signature?
“pp” stands for the Latin phrase per procurationem, meaning someone is signing on another person’s behalf with permission.
Is it legal to sign on behalf of someone else?
Yes, if you have proper authorization or permission. However, legal requirements vary depending on the document and jurisdiction.
Can I use these phrases in emails?
Absolutely. These expressions are commonly used in business emails, formal letters, and corporate communication.
Which phrase sounds the most formal?
Highly formal options include:
- “For and on behalf of”
- “By delegated authority”
- “Authorized signatory for”
- “Under the authority of”
Conclusion
Signing a letter on behalf of someone else requires professionalism, clarity, and proper wording. While simple formats like “on behalf of” work well, using more polished alternatives can make your communication look more refined and authoritative. These 40+ signature phrases help ensure your letters and emails remain professional, transparent, and respectful in any business or formal setting.