7 Proper Ways to Sign a Letter on Behalf of Someone Else

Are you trying to sign a letter on behalf of someone else? Perhaps you’re not sure of the best ways to do so.

That’s okay! This article is here to help.

We’ve gathered the best options to show you how to sign a letter on behalf of someone else or another party.

  • P.P. (per procurationem)
  • Electronic signature
  • Slash initials
  • F symbol
  • Power of attorney
  • On behalf of
  • For

1. P.P. (Per Procurationem)

If you don’t know how to sign a letter on behalf of someone else, you can start by using p.p. It stands for per procurationem. It is legally secure and shows that you represent someone else in your letter writing.

For instance, you might be writing a letter on behalf of your boss. It’s a good idea to include their signature at the bottom, but use your p.p. signature to show that you wrote the letter.

This way, whatever the letter contains cannot come back to you. So, if something was to go wrong, you wouldn’t be held accountable.

Check out this letter examples to see how to use it:

Dear Mr. Martins,

I am writing this letter to inform you that we have had to make a few protocol changes. We hope you can understand.

Kind regards,
p.p. John Lawrence (Employee’s signature)
Mr. Peter Adams, Chief Executive Officer (Boss’s name and role)

Incidentally, you can swap the order of the employee and boss names if necessary. As long as you include p.p. at the end of the letter, it will work.

2. Electronic Signature

In the modern world, technology is everywhere. So, things like electronic signatures have become increasingly popular to sign for someone else. If you’re unsure how to sign a letter on behalf of your boss or someone else, then ask for their signature.

With an electronic signature, you have a scanned copy of someone’s signature. You can include it at the end of a formal email to show that they have overseen the contents or asked you to write on their behalf.

So, while you might use your name at the end of an email, you can include someone else’s signature to show that it came from them.

For example:

Dear Ms. Applegarth,

I hope this letter finds you well. We are going to update you about the project and would like to know where you stand with it.

Yours sincerely,
Patricia Wells
Signed: Dr. Adam Kingston (CEO)

3. Slash Initials

The next best thing you can do is use slash initials to sign on someone’s behalf. Signing a letter on behalf of your boss with slash initials isn’t as legally binding, but it’s still a great alternative, depending on what you’re writing about.

Basically, you should place a slash after your boss’s name (or whoever you’re writing for). You then write your own initials after the name. That indicates to the reader that you have written the letter with somebody else’s guidance.

Here is a quick letter sample to show you how it works:

Dear Carl Waters,

I’m glad you reached out about this. We would like to discuss matters further with you when you have time.

All the best,
Ms. Carla Chacksfield, Head of Operations / B.A

You do not have to specify what your initials stand for when signing a letter in this way. The initials on their own work fine.

4. F Symbol

You don’t have to use words to end a letter on behalf of someone else. Instead, the simple letter “F” does the trick at the end of a letter.

You can’t go wrong with “F” when learning how to sign on behalf of your boss or another party. It stands for “for,” showing that you are writing for somebody else who didn’t have time to address the recipient.

You may find it useful when your boss is too busy to write a letter. It won’t often contain sensitive or legal information, as “F” isn’t the most secure alternative. However, you can still use it when you’ve been instructed to write for your boss.

Here is a quick example to show you how to use it:

Dear Joanna Bracken,

We are writing to inform you of your recent written warning after a disciplinary hearing.

Kind regards,
Paul Thomas
F: Mr. Ian Wright, Branch Manager

It’s best to include it after your name. Also, use a colon after “F” before writing the other party’s name.

5. Power of Attorney

One of the more familiar alternatives is to include the power of attorney (or POA) at the end of a letter. It shows you are in charge of someone else’s instruction.

Often, you’ll include it in a business letter to explain why you are addressing someone as opposed to your supervisor or boss.

Unlike other alternatives, power of attorney allows you to assume control of the signing of a document. You do not have to run it by the original party if you don’t want to because the implication is that they’ve put you in charge.

For the time being, you might have the executive powers to write a letter instead of the executive that asked you to do it. Of course, it’s not always necessary to give you the power to do this, so you won’t always find your boss asking you to take control in this way.

Here is a quick letter sample to help you if you’re still stuck:

Dear Mr. Tomkins,

We are so glad to hear that you’re settling in. We would also like to invite you to the event on Friday.

Kind regards,
Ms. Katie Woodgrave, CEO by
Christine Collins, POA

You should include the other party’s name first. Then use “by” to show that you are in control and signing it. Finally, write “POA” or “power of attorney” after your signature to show you have the authority to write the letter.

6. On Behalf Of

Not everything needs to be complicated, legal, or professional. Some choices are simpler than others. That’s where “on behalf of” comes in. It’s a great one to include in slightly more casual letters or emails.

You should write it as follows:

(Your name), on behalf of (other party’s name)

If you don’t know how to sign off a letter on behalf of someone else, this is a good option. Although, it’s slightly more casual, so you’re better off using it when the content of the letter isn’t particularly professional or important.

With that said, it’s a great choice because you can write on behalf of anybody who needs your help. It doesn’t have to just show you how to sign on behalf of your boss.

Here is a quick example to also show you how to use it:

Hi Bethany,

I’m glad you wrote all of this. I have reviewed your complaints, and I’ll take a look to see what I can do.

All the best,
Adam Driver, on behalf of Sam Woodford, Supervisor

7. For

Another simple choice is “for.” It works in a very similar way to “on behalf of,” meaning you should use it for more casual letters. We highly recommend it when someone has asked you to sign a letter for them (especially if they’re far too busy).

It’s quite a versatile option, so it shows you how to end a formal letter on behalf of someone else as well. “For” is a suitable word to use both formally and informally, which is why we included it.

Here is a quick sample letter to also help you:

Dear Mr. Parker,

Thank you so much for saying that. We’re glad you enjoyed your time at the business meeting.

Kind regards,
Laurence Hargreaves, for Mrs. Claire Kingsnorth, CEO