How to Sign a Letter on Behalf of Someone Else (With Examples)

Signing a letter on behalf of someone else is a task that often arises in professional and personal settings, serving as a testament to trust and authority between parties.

However, it is crucial to approach this responsibility with knowledge and respect for legal frameworks and professional etiquette.

This article explores the legality of signing letters on behalf of someone else and provides two proper ways to do so, complete with examples and samples to guide you.

Is It Legal to Sign a Letter on Behalf of Someone Else?

Signing a letter on behalf of someone else is a common practice in the business and professional world. However, many wonder about the legality of this action.

The short answer is, yes, it is legal to sign a letter on behalf of someone else, but certain conditions must be met. Consent, authority, and the manner of signing are important factors that legitimize the act.

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

When you need to sign a letter for someone else, it’s essential to do so correctly to ensure the letter’s validity and to respect legal boundaries. There are two main methods:

  1. Using “p.p.” before your signature
  2. Power of Attorney

1. Using “p.p.” before your signature

Signing a letter with “p.p.” before your signature is a common method when acting on behalf of someone else. This abbreviation stands for “per procurationem,” which means “through the agency of.”

When you use “p.p.,” it indicates that you are signing the letter under the authority given to you by the person you are representing. It’s important to place “p.p.” in front of your signature, followed by your name.

This method is typically used in business contexts where a subordinate signs on behalf of a superior. To avoid confusion and ensure the letter’s credibility, we recommend clearly indicating the name of the person on whose behalf you are signing.

Dear Ms. Thompson,

We are writing to confirm the arrangements we discussed last week regarding the upcoming conference. Please find attached the detailed plan and schedule.

Best regards,

p.p. Alex Martinez
Emily Robinson

2. Power of Attorney

Signing a letter under a Power of Attorney (POA) grants you the legal authority to act on someone else’s behalf in specific or broad legal matters. This method requires that you have been formally given POA rights, which should be documented and, in some cases, notarized.

When signing a letter under POA, it is crucial to indicate that you are doing so under this authority, usually by writing “by Power of Attorney” after your signature. This clarifies your legal right to act for another person.

Dear Mr. Larson,

I am writing to you regarding the recent inquiry about the estate matters. As discussed, I have attached the necessary documents for your review.


Maria Sanchez
by Power of Attorney for Christopher Green

Final Thoughts

Signing a letter on behalf of someone else carries with it a level of responsibility and trust that should not be taken lightly. Whether you’re handling a professional task, managing correspondence for a supervisor, or assisting someone unable to sign for themselves, it’s crucial to follow legal and ethical guidelines. By employing one of the two proper methods provided, you can ensure your actions are transparent, lawful, and respectful of the parties involved.

Remember, obtaining explicit consent and understanding the context of your authorization are paramount. With these principles in mind, you can confidently represent someone else through your signature while upholding the integrity and intention of the correspondence.

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