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

In professional and personal communication, signing a letter on behalf of someone else requires a delicate balance of formality, respect, and appropriateness. The sign-off serves as a final impression, reflecting the tone and intention of the message conveyed. Here are 15 proper ways to sign a letter on behalf of someone else, each accompanied by scenario examples for various contexts.

1. “Sincerely,”

Subject: Business Proposal
Recipient: Mr. John Smith

Dear Mr. Smith,
I am writing to propose a collaboration opportunity on behalf of [Your Company]. Our teams have identified synergies that could greatly benefit both our organizations. I look forward to discussing this further.
[Your Name]

2. “With best regards,”

Subject: Recommendation Letter
Recipient: Ms. Emily Brown

Dear Ms. Brown,
I am delighted to write in English language this letter of recommendation for [Name]. During their tenure at [Company/Organization], they consistently demonstrated exemplary leadership skills and dedication. I highly recommend them for any future endeavors.
With best regards,
[Your Name]

3. “Warm regards,”

Warm regards,"

Subject: Thank You Note
Recipient: Mrs. Claire Johnson

Dear Mrs. Johnson,
I wanted to express my heartfelt gratitude for your support during our recent project. Your guidance and expertise were invaluable. We look forward to collaborating with you again in the future.
Warm regards,
[Your Name]

4. “Yours faithfully,”

Subject: Formal Complaint
Recipient: Customer Service Manager

Dear Sir/Madam,
I am writing in English language to formally lodge a complaint regarding the recent service experience with [Company]. Despite multiple attempts to resolve the issue, it remains unresolved. I trust that you will address this matter promptly.
Yours faithfully,
[Your Name]

Read More: Polite Ways to Ask for Your Paycheck in an Email

5. “Respectfully yours,”

Subject: Academic Inquiry
Recipient: Professor Michael Adams

Dear Professor Adams,
I hope this email finds you well. I am writing in English language to inquire about the upcoming research seminar. Could you please provide further details regarding the schedule and topics covered?
Respectfully yours,
[Your Name]

6. “Cordially,”


Subject: Event Invitation
Recipient: Mr. and Mrs. David Taylor

Dear Mr. and Mrs. Taylor,
We are excited to extend an invitation to the [Event Name] hosted by [Your Organization]. Your presence would greatly enrich the occasion. We hope you can join us for an evening of celebration and networking.
[Your Name]

7. “Kind regards,”

Subject: Follow-Up on Meeting
Recipient: Ms. Samantha Roberts

Dear Ms. Roberts,
Thank you for taking the time to meet with me yesterday. I write in English language to follow up on our discussion regarding the upcoming project timeline. Your insights were invaluable, and I look forward to collaborating further.
Kind regards,
[Your Name]

8. “With kindest regards,”

Subject: Sympathy Letter
Recipient: Mrs. Sarah Thompson

Dear Mrs. Thompson,
Please accept my deepest condolences on the passing of your mother. She was a remarkable woman who touched the lives of many. If there is anything I can do to support you during this difficult time, please do not hesitate to reach out.
With kindest regards,
[Your Name]

9. “Best wishes,”

Subject: Farewell Message
Recipient: Colleague – Mr. James Parker

Dear James,
As you embark on this new chapter of your career, I want to extend my best wishes for your future endeavors. Your contributions to the team have been invaluable, and you will be greatly missed.
Best wishes,
[Your Name]

10. “Yours truly,”

Subject: Job Application
Recipient: Hiring Manager

Dear Hiring Manager,
I am writing in English language to express my interest in the [Job Title] position advertised on [Company/Organization]’s website. I believe my skills and experience align well with the requirements outlined in the job description.
Yours truly,
[Your Name]

11. “In appreciation,”

in appreciation

Subject: Thank You Note
Recipient: Mrs. Lisa Anderson

Dear Mrs. Anderson,
I wanted to take a moment to express my sincere appreciation for your mentorship over the past year. Your guidance has been instrumental in my personal and professional growth.
In appreciation,
[Your Name]

12. “With gratitude,”

Subject: Donation Acknowledgment
Recipient: Mr. Robert Johnson

Dear Mr. Johnson,
On behalf of [Organization Name], I want to extend our heartfelt gratitude for your generous donation. Your support enables us to continue our mission of [Mission Statement] and make a positive impact in the community.
With gratitude,
[Your Name]

13. “With warmest regards,”

Subject: Holiday Greetings
Recipient: Ms. Rachel White

Dear Rachel,
As the holiday season approaches, I want to extend my warmest regards to you and your family. May this festive season be filled with joy, laughter, and cherished moments.
With warmest regards,
[Your Name]

14. “Faithfully yours,”

Subject: Legal Document
Recipient: Legal Counsel

Dear Counsel,
Enclosed please find the necessary documents regarding the [Case/Issue]. Should you require any further clarification or assistance, please do not hesitate to contact me.
Faithfully yours,
[Your Name]

15. “With sincere thanks,”

Subject: Volunteer Appreciation
Recipient: Ms. Jessica Turner

Dear Jessica,
On behalf of the [Organization Name], I want to extend our sincere thanks for your dedication and commitment as a volunteer. Your efforts have made a significant difference in the lives of those we serve.
With sincere thanks,
[Your Name]

How do you sign a letter on behalf of someone else?

Pros and Cons of Signing a Letter on Behalf of Someone Else

Signing a letter on behalf of someone else can be a convenient and efficient way to handle communication, but it also comes with its own set of advantages and disadvantages.


1. Time-saving:

  • Pro: Signing on behalf of someone else can save time, especially in busy work environments where delegating tasks is necessary.
  • Example: In a corporate setting, an executive assistant may sign routine correspondence on behalf of their supervisor, freeing up the supervisor’s time for more critical tasks.

2. Consistency:

  • Pro: Maintains consistency in communication style and format, particularly in organizations where branding and professionalism are paramount.
  • Example: In a law firm, all legal documents signed by paralegals on behalf of attorneys adhere to a standardized format, ensuring uniformity across all communications.

3. Delegation:

  • Pro: Enables delegation of responsibilities while still maintaining accountability.
  • Example: A department head delegates the task of signing approval letters to their assistant, allowing them to focus on strategic planning and decision-making.

4. Streamlined Processes:

  • Pro: Facilitates streamlined processes by eliminating the need for multiple signatories on routine documents.
  • Example: In a medical office, administrative staff may sign routine consent forms on behalf of the physician, expediting patient appointments and procedures.

5. Professionalism:

  • Pro: Enhances professionalism by ensuring that all outgoing communications meet established standards.
  • Example: A public relations manager signs press releases on behalf of the company’s CEO, ensuring that all media communications maintain a consistent tone and messaging.


1. Lack of Personalization:

  • Con: May lack personalization and authenticity, potentially diminishing the impact of the message.
  • Example: A personalized thank-you note signed by the sender carries more sincerity and appreciation than one signed on behalf of someone else.

2. Misinterpretation:

  • Con: Runs the risk of misinterpretation or confusion, especially if the recipient expects communication directly from the individual being represented.
  • Example: A client may feel disconnected if correspondence from a company is consistently signed by an administrative assistant rather than a company executive.

3. Legal Implications:

  • Con: In certain legal contexts, signing on behalf of someone else may raise questions about authorization and liability.
  • Example: A contract signed by an unauthorized representative may be deemed invalid, leading to legal disputes and potential financial consequences.

4. Loss of Authority:

  • Con: Can lead to a loss of authority or credibility if the signer lacks the appropriate authority or expertise.
  • Example: A junior employee signing a strategic partnership agreement on behalf of the CEO may undermine the perceived importance and credibility of the partnership.

5. Dependency:

  • Con: Creates dependency on the signatory, potentially limiting individual growth and development.
  • Example: An employee who consistently relies on their manager to sign correspondence may struggle to develop effective communication skills and confidence in their own abilities.


In conclusion, signing a letter on behalf of someone else requires thoughtful consideration of the context, relationship, and tone of the message. Whether it’s a formal business communication or a personal note, choosing the appropriate sign-off ensures that the recipient receives the intended message with clarity and respect.

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