Introduction
In business communication, there are many situations where you need to sign a letter or email on behalf of another person an executive, manager, colleague, or client. Whether they are unavailable, traveling, or delegating specific responsibilities, signing correctly is essential for maintaining professionalism, clarity, and legal accuracy.
However, many people are unsure of the correct wording, placement, or phrasing when signing on someone else’s behalf. Using the wrong format can lead to confusion, misrepresentation, or even compliance issues in corporate settings. That’s why choosing the right phrase is crucial.
This guide provides 35+ professional, formal, and universally accepted ways to sign on behalf of someone else—each with a clear meaning, tone, example, and explanation to help you choose the best fit for your situation.
Let’s refine your business communication.
📌 35+ Professional Ways to Sign a Letter on Behalf of Someone Else
1. “p.p. [Name]” (per procurationem)
Meaning: You are authorized to sign on their behalf.
Tone: Formal, universally accepted.
Example:
p.p. John Reynolds
Why it works: “p.p.” is the globally recognized abbreviation for delegated signing authority.
2. “For and on behalf of [Name]”
Meaning: You are acting officially on their behalf.
Tone: Highly formal and corporate.
Example:
For and on behalf of Sarah Thompson
Why it works: Eliminates ambiguity and reflects official delegation.
3. “Signed on behalf of [Name]”
Meaning: States clearly who you are signing for.
Tone: Direct and professional.
Example:
Signed on behalf of Daniel Clarke
Why it works: Transparent and easy to understand.
4. “On behalf of [Name]”
Meaning: Indicates representation.
Tone: Professional and concise.
Example:
On behalf of Emma Brooks
Why it works: Short, clear, and appropriate for formal letters.
5. “As authorized representative for [Name]”
Meaning: You have formal authority.
Tone: Strong and legal-sounding.
Example:
As authorized representative for Mr. David Lee
Why it works: Ideal for legal, financial, or HR contexts.
6. “With authorization from [Name]”
Meaning: Confirms explicit permission.
Tone: Cordial and transparent.
Example:
With authorization from Dr. Helen Carter
Why it works: Reinforces legitimacy and clarity.
7. “Per [Name]”
Meaning: Signed at their direction.
Tone: Short, formal, traditional.
Example:
Per Michael Lawson
Why it works: Commonly used in administrative roles.
8. “For [Name], by [Your Name]”
Meaning: Shows both names for full clarity.
Tone: Professional and structured.
Example:
For John Adams,
by Maria Lopez
Why it works: Removes any potential confusion.
9. “In lieu of [Name]”
Meaning: You are replacing them temporarily.
Tone: Formal and respectful.
Example:
In lieu of Ms. Karen Hill
Why it works: Ideal when the original signer is unavailable.
10. “As delegated by [Name]”
Meaning: You have been assigned signing responsibility.
Tone: Corporate and formal.
Example:
As delegated by Mr. Kevin Harris
Why it works: Reinforces that you are authorized.
11–35: More Professional Alternatives (Same Format)
11. “Acting on behalf of [Name]”
Meaning: You are handling the task for them.
Tone: Formal.
Example:
Acting on behalf of Ms. Victoria Chen
Why it works: Communicates responsibility clearly.
12. “Representing [Name]”
Meaning: You are serving as their representative.
Tone: Polite and formal.
Example:
Representing Mr. Alan White
Why it works: Sounds professional and official.
13. “Prepared and signed for [Name]”
Meaning: Both drafting and signing were done for them.
Tone: Administrative.
Example:
Prepared and signed for Dr. Julie Warren
Why it works: Ideal for assistants or secretaries.
14. “By direction of [Name]”
Meaning: You acted under their instruction.
Tone: High-authority, executive-level.
Example:
By direction of the CEO, Mark Preston
Why it works: Shows command hierarchy.
15. “With consent of [Name]”
Meaning: They approved the signing.
Tone: Respectful and formal.
Example:
With consent of Ms. Olivia King
Why it works: Maintains transparency.
16. “For the office of [Name]”
Meaning: You represent them via their role.
Tone: Institutional and formal.
Example:
For the office of the Dean, Dr. Collins
Why it works: Common in academic and governmental fields.
17. “Signed in proxy for [Name]”
Meaning: You are their proxy signer.
Tone: Legal and formal.
Example:
Signed in proxy for Mr. Robert Grant
Why it works: Strong phrasing for compliance-heavy industries.
18. “Under instruction from [Name]”
Meaning: They directed you to do so.
Tone: Professional and obedient.
Example:
Under instruction from Ms. Fiona Wells
Why it works: Shows structural hierarchy.
19. “Executed on behalf of [Name]”
Meaning: The action was completed for them.
Tone: Legal, contractual.
Example:
Executed on behalf of Mr. James Walker
Why it works: Ideal for contracts and agreements.
20. “Endorsed for [Name]”
Meaning: You completed the endorsement.
Tone: Formal.
Example:
Endorsed for Mr. Thomas Reed
Why it works: Precise for approval documents.
21. “Issued for and on behalf of [Name]”
Meaning: You issued the document in their name.
Tone: Strong and official.
Example:
Issued for and on behalf of Ms. Clara Green
Why it works: Best for certificates and notices.
22. “Signed in the absence of [Name]”
Meaning: You signed because they were unavailable.
Tone: Respectful, formal.
Example:
Signed in the absence of Dr. Samuel Ross
Why it works: Acknowledges their role while explaining substitution.
23. “In representation of [Name]”
Meaning: You are representing their position.
Tone: Professional.
Example:
In representation of Mr. Taylor Brooks
Why it works: Neat, polished, credible.
24. “On instruction of [Name]”
Meaning: Their direction is the basis of the signature.
Tone: Official and concise.
Example:
On instruction of the Director, Ms. Hannah Reed
Why it works: Very common in UK-style correspondence.
25. “Authorized to sign for [Name]”
Meaning: You are formally permitted.
Tone: Legal and formal.
Example:
Authorized to sign for Ms. Natalie Rogers
Why it works: Eliminates any doubt about authority.
26. “For [Name] (signed by [Your Name])”
Meaning: Both names are clearly documented.
Tone: Transparent.
Example:
For Mr. Ethan Shaw
(signed by Melissa Carter)
Why it works: Perfect for clarity and record-keeping.
27. “Administrative signature for [Name]”
Meaning: A staff member is signing administratively.
Tone: Semi-formal, professional.
Example:
Administrative signature for Ms. Laura Hayes
Why it works: Common in HR or office management.
28. “Signed on instruction and authority of [Name]”
Meaning: You have both permission and directive.
Tone: Highly formal.
Example:
Signed on instruction and authority of Mr. Daniel Moore
Why it works: Shows both authorization and intention.
29. “FBO (For the benefit of) [Name]”
Meaning: Signing for their benefit or responsibility.
Tone: Formal, legal-financial.
Example:
FBO Jonathan Smith
Why it works: Common in banking, legal, and fiduciary contexts.
30. “Proxy signature for [Name]”
Meaning: You are acting as proxy.
Tone: Legal, formal.
Example:
Proxy signature for Mrs. Emma Blake
Why it works: Ideal for official authorizations.
31. “For and in place of [Name]”
Meaning: You’re substituting directly.
Tone: Formal.
Example:
For and in place of Mr. Liam Cooper
Why it works: Clears up any confusion.
32. “Signed under delegated authority from [Name]”
Meaning: You have formal delegated rights.
Tone: Strong, corporate.
Example:
Signed under delegated authority from the CFO
Why it works: Best for compliance and high-level communication.
33. “With approval from [Name]”
Meaning: They approved the letter and signature.
Tone: Formal, respectful.
Example:
With approval from Ms. Ava Mitchell
Why it works: Great when decisions were made jointly.
34. “For the attention of [Name] (signed by…)”
Meaning: Signed on their behalf for their attention.
Tone: Formal administrative.
Example:
For the attention of Dr. Oliver Scott
(signed by Jennifer Ross)
Why it works: Perfect for departmental or internal communication.
35. “Duly authorized to sign on behalf of [Name]”
Meaning: Indicates formal, legal authority.
Tone: Very formal, legal.
Example:
Duly authorized to sign on behalf of Ms. Rachel Turner
Why it works: Ideal for serious contracts, agreements, or compliance letters.
36. “Signed with delegated responsibility from [Name]”
Meaning: Your role gives you delegated authority.
Tone: Polished, corporate.
Example:
Signed with delegated responsibility from Mr. Adrian Cole
Why it works: Professional and suitable for structured organizations.
🔚 Conclusion
Signing a letter on behalf of someone else requires accuracy, professionalism, and clarity. Whether you work as an executive assistant, office manager, coordinator, or in a compliance role, choosing the right wording ensures the message is properly communicated and legally correct.
The 35+ formal alternatives provided above help you express delegated authority clearly and appropriately no matter the context, industry, or communication style.
Discover More Article
