There are times when someone has to sign a document or letter on someone else’s behalf either because of work or other matters. Then is this legally permissible and how to sign on someone’s behalf? This article will discuss all of that comprehensively so that you can do it correctly and legally.
Signing a Document or Letter on Behalf of Another Person, Is This Permissible?
So is it allowed? If we think back, there are many reasons why people often do this. Good news for those of you who are used to having to sign certain papers for other people, because this is legal.
But it may be limited to certain types of documents and as long as the relevant party has given you clear permission, then it is fine. Each party must be aware of the content of the document they are signing. If the other party knows what the details of the document are and agrees to it, then signing for another person can be valid.
For example, if you sign a document without the permission of the relevant party, it cannot be legally valid. Many times you will need approval in writing especially for important papers for the company or institution. In most other cases, the employer can authorize a legal representative to sign documents using the employer’s name.
Certain procedures or guidelines may be in place for employees to follow under company regulations. Any document that is signed on behalf of another party will require precision. As confusing as it may seem, this practice is common in many fields, especially in professional settings.
In conducting signature practices like this, it is very important to give importance to ethics. Every procedure should also be carried out with wisdom and precision to comply with regulations and laws.
How Important is the Signing Protocol
Not only does it require trust, but signing over another party requires a great deal of responsibility as well. Even so, this action is often required in the professional field. When the relevant person who needs to sign is unable to sign a document due to certain circumstances, this signature procedure is needed.
Rules or protocols surrounding these special measures are needed to ensure legal and institutional outcomes. The authenticity of documents needs to be reconfirmed to avoid misuse. If the relevant papers are thoroughly checked again, it can prevent any legal issues from being involved.
With such double-checks you can also ensure the credibility of the person who will be signing. Signing on behalf of another party can mean on behalf of an institution, a boss, or even a coworker. Meanwhile, how you sign it may affect the essence of the letter.
To be on the safe side, we all must understand the best procedures for signing documents on behalf of others.
How to Sign a Letter or Document for Another Person?
There are several ways you can try to legally sign for another party or person, here are some of them:
1. On Behalf Of
One way that you can use and is quite simple is to use the phrase ‘On Behalf Of’. With this sentence, it is quite clear that you represent a certain party to sign a document or letter.
First of all, write your name first, then write ‘on behalf of’ and continue with the name of the superior or related party. This way, the reader will know that the letter was created or written by you but on behalf of or with the permission of your boss.
2. P.P.
P.P. is per procurationem and the phrase is Latin. Translated, it means “on behalf of” so it can be used to complete a signature. By using P.P., it lets the reader of the letter know that the person signing is not the boss but someone else.
But, the P.P. also makes it clear that the letter in question was properly approved by the concerned party. You can write a sign before the supervisor’s name but you can also write after it.
3. F
Another way that you can try to sign on behalf of another party is to use the F symbol. By using this symbol, you can tell the reader of the document that you had a hand in the creation or validity of the related letter.
F means “for”, an F on a letter can tell you that you are signing instead of someone else but for that someone else. There are times when you need to reconsider this method because not many people know what the letter or F symbol means.
Also, it might be more effective to write “for” in the letter. Even so, this method is still used in some cases.
4. Using Slash
This next method may not be as explanatory as some of the previous methods. But for letters that are simple or don’t have too much serious meaning, then you can still try to use this method. You can write the name of the related party or your boss, then continue by writing ‘/’ or slash, and then continue with your initials.
5. POA
POA means ‘Power of Attorney’, you can choose this method to sign letters or documents on behalf of your boss or other parties. A power of attorney can make any letter signed by you on behalf of another person, actionable as if signed by that other person.
But there are times when you still need to make sure your role in the signature is clear. So, try to write the name of the relevant party, followed by your name on the letter. You can also add ‘as POA’ to further clarify your legal authority to sign the letter. For example, “Tommy Vercetti, by Ricardo Diaz as POA”.
Those are some ways you can try if you want to sign for another party or person. This kind of signing activity is fine as long as you have enough authority to sign the document. Because of the busyness of the boss, there are times when we need to do this often even though in some cases, it is not too clear what the law is, but we still need to make enough efforts to ensure credibility.
If you are not authorized to sign from the relevant party, then it can be considered fraud. In the professional field, of course, this is quite fatal and can make you get rewards or punishments according to the regulations of the relevant institutions.
Whether or Not It is Permissible to Sign on Someone Else’s Behalf Depends on the Document
Often the type of document you sign will depend on whether or not you can sign for the other party. Each document may have a different level of importance. Some documents need to be taken seriously and drafted, while others are more lax.
One of the less serious cases is signing for a package on behalf of someone else. Package couriers usually allow other people to sign instead of the person who owns the package, but certain identification may be required to prove identity. Unlike in the case of bank loans, those signing the loan documents must be the intended parties.
Many documents are more formal than others. For contract documents, of course, it is very formal so it requires the signature of the party related to or responsible for the project or contract. But even though the document is very formal, it can still be signed by someone else but there must be an underlying permit.
As mentioned earlier, writing a P.P. is one way that you can sign on behalf of another party. Although quite a lot of documents can be signed by another person, some government forms may not be able to do so.
In addition, certain procedures may need to be followed first such as witnessing. In creating a POA, you will usually need witnesses and legal documents.
Under What Circumstances is It Illegal to Sign Behalf Someone Else?
Illegal means that it does not comply with applicable US law, and there are certain circumstances where it is illegal to sign for another party. If you sign illegally, then you are committing a crime and can be punished according to applicable US laws.
Each state may have different legal details for someone who commits forgery such as signing illegally. Signing offenses usually fall under the crime of forgery. When you sign a certain document on behalf of another party and get a certain result, but the other party does not know anything about it, then it is a forgery.
Forgery is possible even if you think you have enough authorization to sign certain documents. So, to be on the safe side and make sure you’re signing legally, it’s best to take the time to check your license.
About eSignature
The more intense digital development makes eSignature more often used by many people and many fields. Quite a lot of legit platforms provide eSignature tools for those who need them. You can even access the eSignature for free right away without any conditions.
To get eSignature, you only need to input your name and later several signature options will appear. eSignature tools can also be used to create your signature by drawing it digitally. eSignature can help several needs, especially for the efficient use of signatures including signing for other parties.
Although eSignature makes your work easier, its use must still be based on the permission of the relevant parties. If you already have enough authority or there is a written statement of authority, then you can use eSignature legally.
Important Things About Signing Over Another Person
Signing on behalf of another person is something that should be taken seriously, especially for professional needs or even government matters. If there is a breach in signing a formal document, it could lead to legal issues. Check out some of the tips below so that you can sign on behalf of others correctly and legally:
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- Make sure you sign in the right location, there are certain standard protocols for signature location on a document. Place the signature at the end of the letter, you can write the signature below the closing salutation. For professional purposes, you should follow the standard requirements.
- Ensure the transfer of information is clear enough. Communication is an important aspect of signing over another party. Before signing a document, make sure you communicate with the relevant parties first. They should take the time to understand every part of the document and then approve it and authorize you to sign it. If the other party does not agree enough, you should reconsider and not insist on signing the document.
- Do not make mistakes in writing abbreviations, P.P. is one of the components that is usually used in a letter if you want to sign on behalf of someone else. Do not make mistakes in writing the P.P. or other phrases.
Those are some simple but important things to note so as not to make a mistake in signing. Don’t sign a letter for someone else without clear permission. If it’s in a formal or professional context, it could land you in legal trouble.
Mistakes in signing over other parties can damage the work structure, relationships between parties, and so on.
What Happens If You Illegally Sign a Letter on Someone Else Behalf?
With the above discussion, you already know how you can legally sign a document even on behalf of someone else. If you sign illegally, then there will be various consequences and some are serious. Here are some of the consequences you will get when you mistakenly sign on behalf of another party.
1. Consequences of Legal Issues
One of the worst things that can happen to you if you break the rules of signing on behalf of others is getting into legal trouble. Because of the violation in signing a letter, you can be accused of forging documents or committing acts of fraud against others.
Such allegations can result in you having to pay certain legal fines or even being imprisoned. If the case is serious enough, then you can’t escape a criminal record that can worsen your life in the future.
2. Financial Loss
Financial loss is another consequence of a signature breach. If the letter you are signing is about finance, then you cannot get what you are supposed to get if there is a signature error. You may be penalized by the relevant institution or your workplace with salary deductions, fines, and so on.
So, that’s all about how to sign a document on behalf of another person, hope it’s useful for you.
