TL;DR: Stick “Per Pro” (p.p.) before the recipient’s name when you’re signing something for them. In the signature, write “On behalf of [Name]” so everyone knows you’re acting as their stand-in.
What’s the deal here?
When you write “on behalf of” someone, you’re basically standing in their shoes—speaking or signing as their official stand-in.
This pops up all the time in business, legal, and formal letters. The trick is making sure the reader knows you’re not the actual decision-maker. Say your boss is out of the office. You might sign a letter “on behalf of Jane Doe, VP of Operations.”
According to GrammarBook, “on behalf of” means you’re acting as an agent, while “in behalf of” suggests you’re doing something in someone’s interest. Mix them up and you’ll confuse everyone.
How do you actually do this?
Start by figuring out your exact role, then pick the right wording and format.
- Figure out your role first:
- You’re the stand-in: You’re signing a letter that’s officially from the other person (for example, “p.p. Jane Doe”).
- You’re the helper: You’re writing a letter for someone else’s benefit (for example, “On behalf of the Board”).
- Use the right format:
Scenario Format Example Signing a letter for someone else p.p. [Recipient’s Name]p.p. Robert ChenWriting a letter for someone’s benefit On behalf of [Name]On behalf of the Legal Team - Draft the letter:
- Stick to a standard business letter layout (sender’s address, date, recipient’s address).
- In the signature block, add your full name and title under the notation:
Sincerely, Amira Khan Administrative Assistant On behalf of Robert Chen, Finance Director
- Emails need a different touch:
- In the “From” field, use:
From: Robert Chen (via Amira Khan) - In the signature, add:
Amira Khan, on behalf of Robert Chen
- In the “From” field, use:
What if this blows up?
If the recipient doubts your authority, show them proof or ask for clarification.
- Spell it out: Add a line like, “I’m authorized to act on behalf of [Name] for this matter.”
- Bring the paperwork: For legal docs, attach a scanned copy of the power of attorney or mention it in the letter.
- Pick up the phone: When in doubt, ask the recipient to double-check with the original person.
How can I keep this from becoming a problem?
Set clear expectations early and use templates to stay consistent.
- Set expectations upfront: Confirm in writing—email or meeting notes—that you’re authorized to act on someone’s behalf before you start drafting anything.
- Build a template: Create a standard email signature block for “on behalf of” use so you don’t have to reinvent the wheel every time:
Best regards, [Your Name] [Your Title] On behalf of [Recipient’s Name & Title]
- Check your company’s rules: Some organizations have strict requirements for external correspondence. The IRS, for instance, insists on clear representation statements for tax matters.
- Skip the weird phrasing: Never write “on behalf of myself”—it doesn’t make sense. Use “on behalf of me” or rephrase it (for example, “as my representative”).
