How To Legally Sign On Behalf of Someone: Understanding the Use of "pp" in Business Letters

Have you ever been asked to send a letter, sign a contract, or respond to official correspondence for your boss or a colleague, but weren’t entirely sure how to do it properly? Or perhaps you received a letter ending with “pp” in the signature block and wondered, “What does that actually mean – and is it legally valid?”

You’re not alone. The practice of signing “pp” on behalf of someone else is common in UK organisations, yet it’s often misunderstood. Whether you're a PA, office manager, junior staff member, or business owner, knowing when and how to use a pp signature can help you avoid confusion, maintain professionalism, and ensure the signature is legally effective.

This guide breaks down what “pp” means, how to sign correctly, when pp signatures are legally binding, and the key legal safeguards to keep in mind.

What Does “pp” Mean in a Signature?

In UK business communications, “pp” stands for per procurationem, a Latin phrase meaning “through the agency of” or “on behalf of.”

You use “pp” when you are signing a letter or document with authority on behalf of someone else.

In practical terms:

• “pp” signals that you are signing for another person

• the person you are representing should be clearly named

• the important question is authority – not the format itself

Although styles vary, the most common UK formatting is:

Typed name of the person you’re representing
pp Your Name
(Your Position – optional)

Example:

Mr A Manager
Head of Operations
pp S Smith
Assistant to Mr A Manager

Or in an email:

Best regards,
pp S Smith
(for and on behalf of Mr A Manager)

What matters is clarity: the recipient must be able to see who is being represented and who actually signed.

When Should You Use “pp”?

A pp signature can be used whenever someone is authorised to sign on behalf of another person. Common examples include:

• Executive Assistants signing correspondence for senior managers

• Team members responding to routine enquiries in a manager’s absence

• Staff handling administrative processes on behalf of a department head

• Junior employees sending formal communications at a director’s instruction

However, only use “pp” if you have clear authority. This may come from:

• your job description

• an internal delegation of authority

• explicit instructions

• a formal letter of authority or board approval (in larger companies)

Never assume you can sign simply because it seems convenient - authority must already exist. “pp” does not grant authority; it simply signals that authority has already been given.

How to Use “pp” Correctly (UK Format)

There is more than one acceptable format, but the key elements are:

1. Identify the person you are signing for

Their name should appear clearly in the letter.

2. Add “pp” where you sign

Typically before your own name or signature.

3. Optionally include your job title

This increases transparency and reduces confusion.

Example Layout

Mr A Manager
Head of Operations
pp S Smith
Assistant to Mr A Manager

or

pp S Smith
for Mr A Manager

Is a pp Signature Legally Binding?

Generally, yes – as long as the person signing had proper authority.
Under UK agency law, an authorised agent can bind the principal (the person being represented).

A pp signature is legally binding if:

• you have actual authority (explicit or implied)

• you sign clearly on behalf of the named person

• the document does not require a specific type of formal signature

If you sign without authority, the risks include:

• the agreement being invalidated

• the company refusing to honour it

• personal liability for breach of warranty of authority (meaning the other party could pursue you personally)

• disciplinary action in employment contexts

For routine business letters, pp is generally sufficient.
For legally significant documents, be more cautious.

Who Can Authorise Someone to Sign?

Authority usually comes from:

• your employment role (e.g., an Executive Assistant)

• a line manager's express permission

• a formal delegated authority policy

• a board or director resolution

• a Power of Attorney (for specific legal matters)

If you are unsure, ask before signing. Authority must exist before you add “pp” to a signature.

How Does “pp” Work in Contracts or Legal Documents?

This is where careful attention is needed.

For ordinary business contracts

If you have genuine authority, a pp signature is typically effective.

However, ensure:

• the contract allows an authorised representative to sign

• your authority is documented and clear

• the signature block identifies the role you are signing in

For deeds and regulated documents

Special rules apply. Many deeds require:

• witnesses

• specific officers (e.g., directors) to sign

• physical (“wet ink”) signatures, depending on context

You normally should not sign deeds using “pp” unless you have been formally granted authority such as a Power of Attorney or board resolution.

For company execution

UK company law distinguishes between:

Simple contracts

• may be signed by anyone with actual or apparent authority

Deeds

• must be signed by two directors

• or one director and the company secretary

• or a single authorised attorney

Always check your company’s constitution, delegated authority matrix, or signing policy.

Digital and E-signatures: Can You Use “pp” Electronically?

Yes – most UK contracts allow signatures digitally, including pp signatures.

Electronic signatures are valid under UK law (including the Electronic Communications Act 2000), provided:

• the signer has authority

• the signature clearly indicates “pp”

• the document does not require special execution rules

For deeds, electronic signatures can be used if properly witnessed, but not all platforms support compliant witnessing. Some transactions (like wills or certain land dealings) still require in-person signing.

Alternative Ways to Delegate Signature Authority

If you regularly sign documents for others, consider formalising authority through:

• a written authority letter

• a board resolution

• a delegation of authority policy

• a Power of Attorney for more significant or ongoing matters

This avoids future disputes or questions about who had the right to sign.

Common Mistakes (And How to Avoid Them)

Not stating who is being represented

Always name the person clearly.

Signing without authority

Never assume you can sign just because you were asked verbally by a colleague.

Using “pp” on documents requiring personal signature

Deeds, wills and regulated documents often require strict formalities.

No recordkeeping

Keep a note of when you sign pp and on whose instructions – this protects both you and the business.

Key Takeaways

• “pp” stands for per procurationem and shows you are signing on behalf of someone else.

• A pp signature is generally legally binding only where you have authority.

• Always make it clear who is being represented and who is doing the signing.

• For deeds, high-value contracts, or documents with execution requirements, pp may not be appropriate.

• Digital signatures can include “pp,” but formal authority and document rules must still be followed.

• When in doubt – especially with contracts or anything involving financial or legal consequences – seek legal clarification.

If you’d like tailored advice on legally signing on behalf of someone, you can reach our friendly legal team at 08081347754 or team@sprintlaw.co.uk for a free, no-obligations chat. We’re here to help you get it right, every time.