How to sign on behalf of someone? + digital alternatives

In the business world, signing on behalf of someone else is a fairly common practice. The way to refer to it may differ from a country to another. In French, people sometimes call this “signature pour ordre” (PO) or “per procurationem (PP)”. When in the US, people often call it signing “p.p.” or using a letter that gives permission.

This practice lets one person sign a document for and on behalf of another. The second person must give them permission. You can do this formally with a power of attorney or a written letter. You can also do it informally, like with a written delegation.

But how exactly does it work? What is its legal value? And are there better digital alternatives today? Let’s break it down.

What is a signature on behalf?

A PP signature (per procurationem) lets someone sign a document for the person who usually has the authority. The responsibility still lies with the person granting that authority.

⚠️ Importantly, this is not forgery. The signer uses their signature and adds a note, like “pp” or “PO.” This shows they are signing for someone else with permission.

Legal validity of a signature on behalf

A signature pour ordre (PO) differs from a signature per procurationem (PP):

• PP (p.p. signature) → Comes from a written power of attorney or a formal authorization letter format. Legally, it is stronger.
• PO (by order) → Usually no written proxy is required, which makes it weaker legally.

To avoid disputes, it is a good idea to create a written authorization letter template. This template should specify:

• Full name and title of the delegate (name and title of official executing document)
• Expiration date of the delegation
• Which types of documents the delegate can sign
• This creates proof and prevents misunderstandings.

How to Sign on Behalf?

When signing for another person, here are the common steps:

1. In the signature block (where the original signer’s name appears), write: p.p. (per procurationem) or P.O. (by order).
2. Add your own name.
3. Apply your own signature.

Example:

1. Mr. Black, CEO
2. P.O.
3. Ms. Martin, Executive Assistant
4. (Signature)

This shows that Ms. Martin signed for and on behalf of Mr. Black.

Common scenarios where you might sign on behalf

Signing on behalf of someone else happens in many everyday and professional contexts. Here are the most common examples:

• Assistants or secretaries

In business correspondence, an assistant may use a pp signature example to sign letters for an executive. Instead of faking the handwriting, they write “p.p.” before their own signature. This shows they are signing for the manager.

• Parents or guardians

Schools and institutions often allow parents to sign forms for and on behalf of their children. People usually accept this without any problems. However, some situations, like legal or medical authorizations, may need a formal authorization letter template.

• Managers or HR professionals

In companies, HR or managers can sign employment confirmations, travel approvals, or expense forms. They use an authorization letter sample given by leadership.

• Lawyers or agents with Power of Attorney (POA)

In legal and financial contexts, someone with power of attorney can sign documents for another person. A POA signature example usually shows the original signer’s name. The agent’s name and the title “Attorney-in-Fact” follow it.

Risks and common mistakes to avoid

While signing on behalf of someone else is widely practiced, there are risks if it’s not done properly.

When a pp signature is not enough

• Banks and government agencies often do not accept “p.p.” or “P.O.” signatures. They require a formal power of attorney (POA) or notarized authorization to support them.
• Using a signature pour ordre (PO) without written proof can leave the signature legally weak.

Legal risks of signing without proof

• If questioned, a document signed “on behalf of” someone may be seen as invalid. This is true if there is no valid authorization letter or power of attorney (POA).
• The person who granted permission remains responsible — but without evidence, disputes may arise.

👉 To stay protected, always use:

• A written authorization letter template specifying scope and duration.
• Or, in formal matters, a notarized power of attorney document.

Digital alternatives: electronic signatures

While you can use traditional delegation or authorization letters, digital signing is often more secure and practical.

Signing Remotely

If the original signer is not physically present, handwritten signing may require:

• Mailing documents back and forth
• Delays, extra costs, and risk of lost paperwork

With an electronic signatures solution, the process is instant:

• The signer receives an email with the document link
• They review and sign digitally in minutes
• The document is stored securely, with legal proof of authorship

Legal Security

Under the EU eIDAS Regulation and US e-signature laws, electronic signatures are:

• Legally binding
• Tamper-proof
• Easier to audit than handwritten “p.p.” signatures

Digital signing eliminates:

• Confusion of intent
• Risks of unauthorized use of a signature block
• Administrative delays

Other benefits:

• Faster contract turnaround
• Cost savings
• Eco-friendly business operations

International terms you may want to know

The way “signing on behalf of” is expressed varies depending on the country or legal system. Here are the most common terms:

• pp (per procurationem)
• Latin for “by the agency of.” Still used in business letters, especially in Europe, to show someone is signing with delegated authority.
• PO (pour ordre)
• French for “by order.” Indicates signing for someone, but without the strength of a power of attorney.
• POA (Power of Attorney)
• The most common term in the US and UK. A POA grants someone the legal right to sign for another person.
• OBO (On Behalf Of)
• A common abbreviation in contracts, business emails, and meeting notes. Example: “Jane Martin, OBO Peter Black.”
• “In behalf of” vs. “On behalf of”
• “On behalf of” is the modern, correct form. People consider “in behalf of” old-fashioned and define it as “for the benefit of.”

This glossary helps avoid confusion and ensures you use the correct format in international or cross-border documents.

Conclusion: From “signed on behalf” to secure digital signing

The practice of signing for someone else (using p.p. or P.O.) is still common in business. However, people are slowly replacing it with electronic signatures.

A secure, certified e-signature ensures:

• Clear identification of who signed
• Legal protection for both parties
• No ambiguity about whether a document was “signed for and on behalf of” someone else

👉 Simplify your signing process today with a demo of our electronic signature platform. See how easy it is to sign documents online — securely, quickly, and legally.

Request your demo

Frequently Asked Questions (FAQs)

Note that this post is also available in other languages:

• French: Signature pour ordre : définition, formalités et alternative
• Spanish: Firma por orden: qué es y cómo se usa