Has your boss just asked you to send an email for them because they’re too busy? Perhaps you’re worried about the logistics of how to write an email on behalf of your boss.
Luckily, you have options. This article has gathered the best ways to show you how to send an email on behalf of your boss.
“On Behalf Of” Email Samples
Often when you want to write a letter or email on behalf of someone else, you should clarify it in the email signature. However, “on behalf of” is a great choice of wording to include within an email to show that you’re writing for someone else.
But what does that mean? Check it out here:
I am sending this email on behalf of Frank Kingsley, the CEO of Woodies. We would like to know what you think about our new program.
As you can see, “on behalf of” allows you to inform the reader you are writing on behalf of your boss. It’s a quick way to get your boss’s name across to encourage the reader to pay attention to the email’s content.
Of course, when your boss asks you to write an email for them, they expect to see a draft before you send it. If the content is particularly important, run the draft by your boss before sending anything final.
Here are two more examples of formal emails to help you understand it:
Dear Tucker White,
This email is sent on behalf of Darryl Langley, the Branch Manager of Justin’s & Co. He would like to know if you can attend the meeting.
Dear Ms. Martins,
I am contacting you on behalf of Cheryl Bean, my supervisor. She would like me to tell you that we still need to hear back from you.
All the best,
So, what about the email subject line? Can you mention you’re writing on behalf of a company or someone else in those?
When learning how to write on behalf of your boss, an email header (or subject line) often comes up. However, it’s not the most effective form of writing on behalf of your boss.
With that said, you can still write something like this:
Subject: On behalf of Winston Duke
Thank you so much for reaching out. We’re very keen to start working with you.
All the best,
Generally, the subject line is sufficient when writing on behalf of someone else. However, if you want to make it even clearer to the reader, you should also include “on behalf of” in the email itself.
Subject: On behalf of Damian Cross, CEO
Dear Mr. Figg,
I am writing on behalf of Damian Cross, CEO of Watertime. Would you like to hear our newest offers?
All the best,
Writing an email on behalf of someone else takes many forms. You can include your boss in the email signature to show that you are writing for them.
There are a couple of different ways to do this as well.
The first (and simplest method) is by writing “on behalf of.” It’s not the most secure, legally speaking, but it’s the clearest.
Here is an example to show you how it works:
Dear Ms. Boris,
We appreciate your taking the time to contact us. We will let you know when something new comes up.
Clarissa Sweeting, on behalf of Miss Suzanna Reid, CEO
Another great signature option is to include your boss’s electronic signature. That way, you can use their scanned signature to confirm that they’ve overseen the email you’re about to send.
We would like to welcome you to the office. You are due to start Monday. Is there anything you need before you begin?
Signed: Mr. Craig Whistle, Branch Manager
And one final option showing you how to sign off an email on behalf of your boss is using “p.p.” (or “per procurationem”). This is a legally effective way to sign an email that contains very sensitive information.
We highly recommend this when you’re worried that you might get into trouble if something goes wrong with the email. Using “p.p.” shows that you are writing for your boss, so they are still held accountable if anything changes.
Here is an example signature to show you how to use it:
Dear Ms. Jenkins,
We have worked with you on this for a while. We’re happy to see that progress is finally being made.
All the best,
p.p. Sarah Catford
Mrs. Jane Atkins, CEO of Firmwash
CC Your Boss
One of the more popular ways to send an email on behalf of your boss is to CC them in the email. That way, it’s made clear that your boss gave you the task. It shows the recipient that your boss also received the email because they asked you to send it.
If you are sending an email on behalf of your boss, a simple CC goes a long way. It allows your boss to review the email at the same time as the recipient to ensure you’ve sent the correct information.
Here is a quick example to show you how to use it:
Sent to: Harry Redmayne
CC: Clark Kingston
Thank you for reaching out to us. We have decided to go ahead with the changes, effective immediately.
All the best,
Generally, you do not have to include “on behalf of” or anything similar in the content of the email. It is redundant to include “on behalf of” if you’ve already included your boss in the CC line.
With that said, it’s still possible for a recipient to miss the CC line. So, if you want to clarify that you are writing for your boss, perhaps the following example will work for you;
Sent to: Pauline Radcliffe
CC: Michelle Jones
Dear Ms. Radcliffe,
I am writing on behalf of Michelle Jones, CEO, to let you know that we have filled the position. We appreciate your application, though.
Write the Email as Yourself
Finally, is it necessary to know how to send an email on behalf of your boss? Can you not just sign the email as yourself?
The answer isn’t that simple. “Yes” and “no” both apply here, depending on the situation.
When Should You Not Sign an Email as Yourself?
In formal settings, when figuring out what to write when sending an email on behalf of someone else, you should always include your boss’s name somewhere.
It is proper to include them to let the recipient know you aren’t the voice behind the email.
Dear Ms. Bright,
I am writing on behalf of Jen Wallet. We hope this email reaches you well.
Of course, there are plenty of ways to write on behalf of your boss. This is just one example, but you should include their name or signature in professional emails.
When Should You Sign an Email as Yourself?
However, in less professional situations, you might not need to. For instance, your boss might have given you a simple task to complete that doesn’t require their name to be on the email.
In this case, you can sign the email as yourself because it won’t cause any problems later down the line.
A good example is sending an email to a coworker under your boss’s instruction. You don’t often have to sign your boss’s name if you keep it as an internal email. After all, it will probably not be anything sensitive or important.
Also, if you work for a more casual company, your boss might not want you to sign on their behalf. Instead, they might simply ask you to write an email for them without worrying about including their signature.