How to Sign a Letter on Behalf of Someone Else: 36+ Professional Examples (2026)

Introduction

Sometimes you may need to sign a letter or document for someone else, such as a manager, executive, or colleague who has given you permission. In these cases, the wording you use matters because it shows clear authorization and keeps the communication professional.

This guide covers professional ways to sign on behalf of someone else, with examples and simple explanations so you can choose the right format for business, legal, or internal use.

How to Sign a Letter on Behalf of Someone Else: Professional Examples (2026)

Best For	Recommended Format
Business letters	p.p. [Name]
Corporate documents	For and on behalf of [Name]
Executive assistants	On behalf of [Name]
Legal documents	As authorized representative for [Name]
Internal communication	For [Name], by [Your Name]

p.p. [Name] (per procurationem)

• Meaning: Indicates you are signing with permission on another person’s behalf.
• Tone: Formal and internationally recognized.
• Example: p.p. Sarah Johnson
• Why it works: p.p. (Per Procurationem) is one of the most widely accepted ways to indicate delegated signing authority in business correspondence.

For and on behalf of [Name]

• Meaning: Shows you are officially representing another individual or organization.
• Tone: Highly formal.
• Example: For and on behalf of Michael Adams
• Why it works: This format is frequently used in contracts, legal paperwork, and corporate documents because it clearly identifies the authorized representative.

Signed on behalf of [Name]

• Meaning: Clearly states who you are representing.
• Tone: Professional.
• Example: Signed on behalf of Emily Carter
• Why it works: It eliminates confusion and makes your authority immediately clear.

On behalf of [Name]

• Meaning: Indicates you are acting as someone’s representative.
• Tone: Professional and concise.
• Example: On behalf of David Wilson
• Why it works: This is one of the most common formats used in business emails and official letters.

As authorized representative for [Name]

• Meaning: Confirms that you have been formally authorized.
• Tone: Legal and professional.
• Example: As authorized representative for John Miller
• Why it works: It is ideal for HR, finance, legal, and compliance-related correspondence.

With authorization from [Name]

• Meaning: Shows the signer has received permission.
• Tone: Formal.
• Example: With authorization from Lisa Brown
• Why it works: This wording reinforces transparency and accountability.

Per [Name]

• Meaning: Indicates the action was completed under someone’s direction.
• Tone: Traditional and formal.
• Example: Per James Cooper
• Why it works: It is frequently seen in executive offices and administrative correspondence.

For [Name], by [Your Name]

• Meaning: Clearly identifies both the principal and the actual signer.
• Tone: Professional.
• Example:
  For Amanda Lewis
  by Robert Green
• Why it works: This format prevents any misunderstanding about who physically signed the document.

In lieu of [Name]

• Meaning: Indicates you are temporarily replacing someone.
• Tone: Respectful.
• Example: In lieu of Jennifer Hall
• Why it works: It is appropriate when the intended signer is unavailable.

As delegated by [Name]

• Meaning: States that signing authority has been delegated.
• Tone: Corporate.
• Example: As delegated by Thomas Reed
• Why it works: This is commonly used in organizations where responsibilities are delegated through management.

Acting on behalf of [Name]

• Meaning: Indicates you’re temporarily representing another person.
• Tone: Professional
• Example: Acting on behalf of Sarah Johnson
• Why it works: Commonly used when an executive or manager is unavailable.

Representing [Name]

• Meaning: Shows you’re officially acting as someone’s representative.
• Tone: Professional
• Example: Representing Michael Carter
• Why it works: Suitable for meetings, business correspondence, and client communication.

Prepared and signed for [Name]

• Meaning: Indicates both the document preparation and signature were completed on behalf of another person.
• Tone: Formal
• Example: Prepared and signed for Emily Wilson
• Why it works: Frequently used by executive assistants and administrative professionals.

By direction of [Name]

• Meaning: Confirms the document was signed following someone’s instructions.
• Tone: Formal
• Example: By direction of David Brown
• Why it works: Appropriate for corporate and government correspondence.

With consent of [Name]

• Meaning: States that permission was granted before signing.
• Tone: Formal
• Example: With consent of Lisa Anderson
• Why it works: Adds transparency and reassures recipients that authorization was obtained.

For the office of [Name]

• Meaning: Indicates you’re signing in an official capacity for someone’s office or position.
• Tone: Professional
• Example: For the Office of the Managing Director
• Why it works: Common in government agencies, universities, and large organizations.

Signed in proxy for [Name]

• Meaning: Shows you’re acting as an authorized proxy.
• Tone: Legal
• Example: Signed in proxy for Jennifer Adams
• Why it works: Frequently used in legal and corporate documents.

Under instruction from [Name]

• Meaning: Makes it clear the signature follows direct instructions.
• Tone: Professional
• Example: Under instruction from Daniel Clark
• Why it works: Clearly communicates delegated authority.

Executed on behalf of [Name]

• Meaning: Indicates the document has been officially signed for another person.
• Tone: Legal
• Example: Executed on behalf of Robert Thomas
• Why it works: Common in contracts and official agreements.

Endorsed for [Name]

• Meaning: Shows approval or signature was provided on another person’s behalf.
• Tone: Formal
• Example: Endorsed for Karen White
• Why it works: Appropriate for approvals and internal documentation.

Issued for and on behalf of [Name]

• Meaning: Indicates an official document was issued under delegated authority.
• Tone: Formal
• Example: Issued for and on behalf of John Harris
• Why it works: Often used for certificates, notices, and official letters.

Signed in the absence of [Name]

• Meaning: Explains why another individual signed.
• Tone: Professional
• Example: Signed in the absence of Maria Lopez
• Why it works: Helps avoid confusion when the primary signer is unavailable.

In representation of [Name]

• Meaning: Indicates formal representation.
• Tone: Professional
• Example: In representation of Richard Evans
• Why it works: Suitable for official correspondence and organizational communication.

On instruction of [Name]

• Meaning: States the signature was made under direct instruction.
• Tone: Formal
• Example: On instruction of Susan Taylor
• Why it works: Frequently seen in corporate offices and legal settings.

Authorized to sign for [Name]

• Meaning: Clearly confirms signing authority.
• Tone: Professional
• Example: Authorized to sign for Christopher Green
• Why it works: One of the clearest and safest signature formats.

For [Name] (signed by [Your Name])

• Meaning: Identifies both the intended signer and the person signing.
• Tone: Professional
• Example: For Rebecca Scott (Signed by Daniel Lee)
• Why it works: Provides complete transparency.

Administrative signature for [Name]

• Meaning: Shows the signature was completed in an administrative role.
• Tone: Corporate
• Example: Administrative signature for William Moore
• Why it works: Ideal for executive assistants and office administrators.

Signed on instruction and authority of [Name]

• Meaning: Confirms both instruction and authorization.
• Tone: Formal
• Example: Signed on instruction and authority of Jennifer King
• Why it works: Particularly useful for legal and compliance documentation.

FBO (For the benefit of) [Name]

• Meaning: Indicates the action benefits another person.
• Tone: Legal and Financial
• Example: FBO Michael Turner
• Why it works: Most commonly used in banking, trusts, and financial documents rather than everyday business letters.

Proxy signature for [Name]

• Meaning: Indicates an authorized proxy signed the document.
• Tone: Legal
• Example: Proxy signature for Angela Brooks
• Why it works: Appropriate where proxy authorization exists.

For and in place of [Name]

• Meaning: States you’re signing instead of another person.
• Tone: Formal
• Example: For and in place of James Cooper
• Why it works: Suitable when someone is unavailable.

Signed under delegated authority from [Name]

• Meaning: Specifies delegated signing authority.
• Tone: Professional
• Example: Signed under delegated authority from Linda Davis
• Why it works: Frequently used in corporations with formal delegation policies.

With approval from [Name]

• Meaning: Indicates the document was approved before signing.
• Tone: Professional
• Example: With approval from Matthew Young
• Why it works: Reassures recipients that authorization was granted.

For the attention of [Name] (signed by…)

• Meaning: Shows the document relates to another person while identifying the actual signer.
• Tone: Professional
• Example: For the attention of Sarah Collins (Signed by Emma Wilson)
• Why it works: Useful for administrative correspondence and internal documents.

Duly authorized to sign on behalf of [Name]

• Meaning: Officially confirms signing authority.
• Tone: Legal and Formal
• Example: Duly authorized to sign on behalf of Andrew Miller
• Why it works: One of the strongest phrases for contracts and legal paperwork.

Signed with delegated responsibility from [Name]

• Meaning: Indicates responsibility has been formally delegated.
• Tone: Professional
• Example: Signed with delegated responsibility from Olivia Harris
• Why it works: Suitable for modern corporate environments with delegated authority structures.

Conclusion

Signing a letter on behalf of someone else requires more than simply writing another person’s name. It requires proper authorization, transparency, and the correct wording. Whether you are an executive assistant, office administrator, manager, or authorized representative, choosing the right signature format helps maintain professionalism and legal clarity.

The examples above provide flexible options for business emails, corporate correspondence, and official documents while ensuring recipients clearly understand who signed and under what authority.

Frequently Asked Questions

How do you professionally sign a letter on behalf of someone else?

The most common formats are “p.p. [Name],” “For and on behalf of [Name],” or “On behalf of [Name],” depending on your level of authorization.

Is it legal to sign someone else’s name?

Yes, if you have proper authorization. Never sign another person’s name without their permission or delegated authority.

What does “p.p.” mean in a signature?

p.p. stands for the Latin phrase per procurationem, meaning you signed the document with the authority of another person.

Can an executive assistant sign for a manager?

Yes. Executive assistants often sign business correspondence on behalf of managers when they have been given permission to do so.

Which signature format is best for business letters?

“For and on behalf of [Name]” and “p.p. [Name]” are among the most widely accepted formats for professional business communication.