How to Send an Email on Behalf of Someone Else (With Examples)

In many jobs, you might need to send an email on behalf of someone else, like your boss. Choosing the right words to do this is important to keep the email professional and clear.

This article lists 10 ways to do just that, along with examples and tips on when to use them. By the end of this, you’ll know the best way to represent someone else in an email.

Can You Send an Email on Behalf of Someone Else, Including Your Boss?

Sending an email on behalf of someone else, like your boss, is a common task in many workplaces. It could be because they’re too busy to handle all their emails, or they want certain messages to come from you for clarity. Whatever the reason, it’s entirely possible and can be done efficiently with their permission.

10 Ways to Send an Email on Behalf of Someone Else

When you need to send an email for someone else like your boss, it’s important to use the right words. Here are 10 professional ways to do it:

1. On behalf of
2. By request of
3. Per the direction of
4. Acting on the instructions of
5. (Boss) has asked me to
6. I have been tasked with
7. On the authority of
8. With (boss’s) permission
9. With the authorization of
10. I am authorized by

1. On behalf of

This phrase is professional and polite. It’s best used when you’re sending emails to people outside of your organization, like clients or partners. It shows that you’re representing someone else in a formal way. We recommend using this when the message needs to reflect the importance of your boss or the person you’re writing for.

Here’s an example of how to use it in an email:

Dear Ms. Smith,

On behalf of Mr. Brown, I am writing to confirm our meeting next week. We look forward to discussing the project details with you.

Best regards,
Emily

2. By request of

This option is both formal and specific. It works well when you need to show that you’re following someone’s explicit request. This is suited for situations where your boss has asked you to send an update or information to someone else. It helps underline the direct instruction from a higher authority which makes the email feel more official.

Here’s a sample usage in an email:

Dear Mr. Johnson,

By request of Mrs. Taylor, I am sending you the latest report on our project's progress. Please find attached the detailed files for your review.

Best regards,
Olivia

3. Per the direction of

Use this phrase for a formal touch when actions or decisions in the email are directly guided by someone else’s instructions. It’s appropriate for official messages or when communicating decisions or policies changed by your superior. This stresses the source of the directive for clarity and authority.

Here’s a message using this phrase:

Dear Team,

Per the direction of our CEO, all departments are to start implementing the new security measures immediately. Please ensure compliance by the end of this week.

Sincerely,
Mark

4. Acting on the instructions of

This phrase emphasizes the action you’ve taken because of someone else’s instructions. It’s slightly less formal but still professional, best used when the task you’re emailing about was explicitly delegated to you. This phrase makes it clear that the email’s content isn’t just your idea or initiative but comes from higher up.

See this example to understand better:

Dear Hiring Committee,

Acting on the instructions of the HR manager, I've arranged for the candidate interviews to be held next Thursday and Friday.

Kind regards,

Sophie

5. (Boss) has asked me to

This is a more informal but polite way to indicate you’re sending the message under someone else’s request. It’s perfect for internal emails or less formal communications. It personalizes the message by mentioning the boss’s name directly and indicates their direct involvement without being overly formal. We recommend this for friendly company cultures where first names are commonly used.

Sample email for this approach:

Dear Team,

Jessica has asked me to remind everyone about the deadline for the marketing proposals. Please make sure to submit yours by this Friday.

Cheers,
Liam

6. I have been tasked with

This phrase is professional and makes it clear that you’re completing an assignment given to you. It suits emails involving tasks or responsibilities that were specifically designated to you, particularly for project updates or action items. It subtly implies the sender is not the original decision-maker but is responsible for the message’s content or task.

Here’s a sample email example:

Dear Planning Committee,

I have been tasked with updating you on the venue arrangements for the upcoming conference. Everything is on schedule, and I'll share more details as they are confirmed.

Best,
Hannah

7. On the authority of

This phrase leans on the more formal side, implying that the sender has the right or has been given the power to send the email based on someone else’s authority. It’s most appropriate for conveying decisions, instructions, or policies that come from high up and need to carry weight. Use this when the message needs a strong sense of official backing.

Email example using this phrase:

Dear All,

On the authority of the board, I am pleased to announce the new operational policy starting next month. More details will be shared in the coming days.

Warm regards,
Gary

8. With (boss’s) permission

This wording is both formal and polite. It’s most suitable when you’re doing something not typically within your usual tasks, but you’ve been allowed specifically by your boss. It shows respect for hierarchy and makes it clear that what you’re communicating has been approved from above—ideal for sharing sensitive information or decisions.

A message example for this scenario:

Dear Finance Team,

With Mr. Lee’s permission, I'm forwarding the revised budget for this quarter. Please review it before our meeting next week.

Best wishes,
Nora

9. With the authorization of

This phrase is very formal and clear, used when you want to emphasize that not only do you have permission, but you also carry the explicit authority of the person you’re representing. It’s perfect for legal or financial matters where such clarity is necessary, or when the email contains decisions or directives that could have significant impacts.

Here is an example message:

Dear Stakeholders,

With the authorization of the executive committee, I am sending you the updated compliance guidelines for review.

Sincerely,
Claire

10. I am authorized by

This statement is straightforward, professional, and formal. It clearly states that you have been given the authority to act or communicate on someone else’s behalf. This phrase is best for situations where your role as an intermediary needs to be clear. It’s especially suitable for messages that require a level of formality and authority.

An example email would look something like this:

Dear Partners,

I am authorized by the leadership team to negotiate the terms of our new partnership agreement. I look forward to our productive discussions.

Regards,
Derek

Final Thoughts

Sending emails for someone else, like your boss, can be a bit tricky. But, knowing the right phrases to use makes it much easier. Whether you need to be formal, polite, or clear about your authority, there’s a phrase for every situation.

Remember to choose your words carefully based on who you’re emailing and what the message is about. Practice and use the examples we shared, and you’ll become good at it. What’s important is to keep the message professional and true to the intent of the person you’re representing.