Writing a letter on behalf of someone is a common but often confusing task. Many people wonder how to do it correctly without sounding unprofessional or unclear. Whether you’re writing for a manager, a client, a family member, or an organization, the right wording matters. A small grammar mistake can change the meaning or reduce trust.
In simple terms, writing on behalf of someone means communicating with their permission and representing their voice, not your own. This practice is widely used in formal letters,
What Does “Writing on Behalf of Someone” Mean?
Writing on behalf of someone means communicating for another person with their permission. You’re acting as a representative, not expressing your personal views.
In simple words, you’re saying:
“This message comes from them, not just me.”
This phrase is common in:
- Business communication
- Legal letters
- Schools and offices
- Medical or family situations
For ESL learners, think of it as speaking with borrowed authority.
When and Why You Write a Letter on Behalf of Someone
People write on behalf of others when the original person:
- Is unavailable
- Holds a higher position
- Has delegated responsibility
- Needs formal representation
Common reasons include:
- An assistant writing for a manager
- A lawyer writing for a client
- A family member writing for an elder
- An employee writing for a company
Is It Correct to Use “On Behalf of” in a Letter?
Yes, it’s 100% grammatically correct.
“On behalf of” is a fixed prepositional phrase in English. Native speakers use it naturally in formal writing.
Example:
I am writing on behalf of Mr. Ahmed regarding the scheduled meeting.
This structure is accepted in:
- British English
- American English
- International business English
Grammar Rules for Writing on Behalf of Someone
Here’s the simple grammar breakdown:
Structure:
on behalf of + person / organization
Correct usage rules:
- Always followed by a noun or pronoun
- Never used alone
- Mostly used in formal contexts
✅ Correct:
On behalf of the company, I’d like to thank you.
❌ Incorrect:
On behalf, I’d like to thank you.
Difference Between “On Behalf of” and “In Place of”
| Phrase | Meaning | Usage |
| On behalf of | Representing someone | Formal letters |
| In place of | Replacing someone | Temporary action |
| Instead of | Alternative action | General English |
Example difference:
- I’m writing on behalf of my manager. (representation)
- I attended the meeting in place of my manager. (replacement)
Common Situations Where Writing on Behalf Is Used
- Job offer letters
- Apology letters
- Complaint letters
- Permission letters
- Legal notices
- School applications
This phrase signals authority and professionalism.
How Native English Speakers Use “On Behalf of” in Letters
Native speakers usually place it:
- In the opening sentence
- After a polite introduction
Natural examples:
I’m writing on behalf of the admissions department.
On behalf of our team, thank you for your support.
They avoid overusing it and keep sentences clean.
Formal vs Informal Letters Written on Behalf of Someone
Formal:
- Business
- Legal
- Official communication
Example:
I am writing on behalf of the Board of Directors regarding your application.
Informal:
- Family
- Friends
- Casual permissions
Example:
I’m writing on behalf of my father since he’s traveling.
Correct Sentence Structures for Writing on Behalf of Someone
Common patterns:
- I am writing on behalf of…
- This letter is written on behalf of…
- On behalf of [name], I would like to…
These structures sound natural and professional.
Incorrect vs Correct Examples (With Explanations)
| Incorrect | Correct | Why |
| Writing behalf of my boss | Writing on behalf of my boss | Missing preposition |
| On behalf my manager | On behalf of my manager | “Of” is required |
| I write behalf him | I write on behalf of him | Grammar error |
Step-by-Step Format of a Letter Written on Behalf of Someone
Standard structure:
- Sender’s details
- Date
- Recipient’s details
- Subject
- Body
- Signature
Authority should be clear early in the letter.
How to Start a Letter Written on Behalf of Someone
Best openings:
- I am writing on behalf of…
- This letter is written on behalf of…
- On behalf of [name], I would like to inform you…
Avoid vague introductions.
How to Introduce Authority or Permission in the Letter
You can add:
- “With authorization from…”
- “At the request of…”
- “As instructed by…”
This increases trust and clarity.
How to Sign a Letter on Behalf of Someone
Correct format:
Name
Position
On behalf of [Person/Organization]
Or:
pp. [Name]
(per procurationem – formal use)
Real-Life Letter Examples (Formal & Informal)
Formal Example:
I am writing on behalf of ABC Corporation regarding your recent inquiry.
Informal Example:
I’m writing on behalf of my mother to confirm the appointment.
Common Mistakes ESL Learners Make When Writing on Behalf of Someone
- Forgetting “of”
- Using it in casual chat
- Overusing the phrase
- Mixing with “instead of”
Clarity matters more than repetition.
Idioms and Expressions Related to Representation and Authority
- Speak for someone
- Act on someone’s behalf
- Represent officially
- Carry authority
These phrases appear in professional English.
Synonyms and Alternative Phrases for “On Behalf of”
| Phrase | Context |
| Representing | Formal |
| Acting for | Legal |
| At the request of | Polite |
| Authorized by | Official |
Cultural and Professional Etiquette in 2026
In modern professional English:
- Transparency is valued
- Authority must be stated clearly
- Polite tone matters
Writing on behalf of someone should never feel deceptive.
Voice Search & Featured Snippet Answers (Quick Explanations)
What does “on behalf of” mean in a letter?
It means writing as a representative of another person or organization with their permission.
Is “on behalf of” formal?
Yes, it’s mainly used in formal and professional writing.
FAQs
Is it professional to write on behalf of someone?
Yes, it’s widely accepted in business, legal, and academic communication.
Can I use “on behalf of” in emails?
Absolutely. It’s common in professional emails.
Is “on behalf of” grammatically correct?
Yes, it’s a standard English prepositional phrase.
Can students write on behalf of parents?
Yes, especially for schools, permissions, or applications.
What’s the short form of “on behalf of”?
In formal letters, “pp.” is sometimes used before a signature.
Conclusion
Writing on behalf of someone is a valuable communication skill, especially in professional and formal settings. When used correctly, the phrase “on behalf of” adds clarity, authority, and trust to your letter. By following proper grammar, clear structure, and polite tone, you ensure your message sounds natural, professional, and credible—whether you’re writing in 2026 or beyond.
Jozaf is a visionary mind with a passion for creativity, growth, and innovation. Known for turning ideas into impact, he believes in progress driven by purpose and authenticity.
