Have you ever been asked to write an email for your boss, colleague, or friend? Writing on someone else’s behalf comes with unique challenges. You need to sound like them, say what they want, and make sure everyone knows who the message really comes from.
“On behalf of” emails happen every day in workplaces and organizations around the world. Assistants write for executives, team members cover for absent colleagues, and staff help busy professionals stay connected. Getting the format, tone, and signature right can make these emails work smoothly for everyone. This guide shows you exactly how to handle 15 common situations with ready-to-use samples.
“On Behalf Of” Email Samples
Here are 15 sample emails you can use when writing on someone else’s behalf. Each one fits a different situation and shows the right way to format and sign these special messages.
1. Meeting Request From Executive Assistant
Subject: Meeting Request: [Executive Name] Would Like to Schedule a Call
Dear Mr. Johnson,
I am writing on behalf of Sarah Williams, CEO of Bright Solutions Inc., who would like to schedule a 30-minute call with you next week to discuss the potential partnership between our companies.
Ms. Williams has time available on: – Tuesday, May 5 between 9:00-11:00 AM EST – Wednesday, May 6 between 2:00-4:00 PM EST – Thursday, May 7 between 10:00-12:00 PM EST
Please let me know which time works best for you, and I will add it to her calendar right away.
Thank you for your time,
Tom Parker Executive Assistant to Sarah Williams Bright Solutions Inc. [Phone number] [Email address]
2. Job Application Follow-Up
Subject: Thank You – Marketing Manager Position Follow-Up (Ref#JOB2023)
Dear Hiring Team,
I am writing on behalf of Mark Thompson regarding his recent application for the Marketing Manager position at your company.
Mark asked me to pass along his sincere thanks for the opportunity to interview with your team yesterday. He really liked learning about your plans for growing the digital marketing department and feels his experience would be a great match for what you need.
Mark mentioned he forgot to share information about the social media campaign he ran last year that increased customer engagement by 45%. He has asked me to attach that case study to this email for your review.
He looks forward to hearing from you about next steps in the process.
Best regards,
Lisa Chen Administrative Assistant [Phone number] [Email address] [Mark’s contact information]
3. Customer Support Response
Subject: RE: Order #45678 – Shipping Delay
Hello Alex,
I’m writing on behalf of our Customer Support Manager, David Wilson, about your recent message regarding the delay with your order #45678.
David asked me to tell you he’s very sorry for this unexpected delay. Your package was held up at our warehouse due to inventory checks, but it has now been shipped with priority handling. You should get it within 2 business days.
As a thank you for your patience, David has approved a 15% discount on your next purchase. The code THANKYOU15 has been added to your account and will be valid for 60 days.
If you don’t receive your package by Thursday, please let us know right away.
Thanks for your understanding,
Robert Taylor On behalf of David Wilson Customer Support Team [Company Name] [Contact information]
4. Event Invitation From Committee Chair
Subject: Invitation: Annual Charity Gala – June 15, 2023
Dear Community Partners,
On behalf of Maria Garcia, Chair of the Community Outreach Committee, I am pleased to invite you to our Annual Charity Gala taking place on Saturday, June 15, 2023, at the Grand Hotel downtown.
Ms. Garcia wanted me to stress how much your support has meant to our organization over the years. Last year’s event raised over $50,000 for local families in need, and we hope to exceed that amount this year with your help.
The evening will include: – Welcome reception starting at 6:00 PM – Dinner served at 7:30 PM – Silent auction throughout the evening – Live entertainment
Please RSVP by May 15 by replying to this email or calling our office. Ms. Garcia hopes you can join us for this special night.
Warm regards,
James Wilson Assistant to Maria Garcia Community Outreach Committee [Organization name] [Phone and email]
5. Apology From CEO
Subject: Our Recent Service Outage – An Apology
Dear Valued Customer,
I am writing on behalf of Michael Brown, CEO of Cloud Services Pro, regarding the service outage you experienced yesterday.
Mr. Brown wants to personally apologize for the disruption to your business. The outage was caused by an unexpected failure in our backup systems during a planned upgrade. Our technical team worked non-stop to fix the problem and put extra safeguards in place to prevent similar issues.
Your business matters to us. As compensation for the downtime, Mr. Brown has authorized a 50% discount on your next monthly bill, which will be applied automatically.
Mr. Brown welcomes your feedback on how we handled this situation and any suggestions you might have for improvements.
Thank you for your continued trust in our services.
Sincerely,
Amanda Johnson Executive Communications Manager On behalf of Michael Brown, CEO Cloud Services Pro [Contact information]
6. Fundraising Request From Nonprofit Director
Subject: Support Our Summer Youth Program
Dear Ms. Thompson,
I’m writing on behalf of Dr. James Martin, Director of the Downtown Youth Center, to ask for your support of our Summer Enrichment Program.
Dr. Martin asked me to reach out to you specifically because of your generous contributions last year. The art supplies you donated allowed 25 children to complete amazing projects they were proud to show their families.
This summer, we expect to serve 50 children, many from homes where both parents work full-time during school breaks. Your donation of $500 would provide a full week of activities for five children, including lunch, educational materials, and field trips to local museums.
Dr. Martin would love to give you a tour of our center and show you how your support makes a difference. Would you have time in the next few weeks?
With gratitude,
Patricia Lee Development Coordinator On behalf of Dr. James Martin Downtown Youth Center [Tax ID number] [Contact information]
7. Conference Speaker Confirmation
Subject: Speaker Confirmation: Technology Summit – Sept 10-12
Dear Dr. Rodriguez,
I am writing on behalf of Professor Thomas Lee, Program Chair for the Annual Technology Summit, to confirm your participation as a keynote speaker.
Professor Lee was thrilled when you accepted our invitation and has asked me to confirm the following details:
– Your keynote is scheduled for September 11 at 9:00 AM – The topic will be “Artificial Intelligence in Healthcare” – Your session will be 45 minutes plus 15 minutes for questions – We will provide all audio-visual equipment
Professor Lee asks that you please send your presentation slides by August 20 for review. He also wants to know if you have any special requests for your session or stay with us.
We look forward to welcoming you to the summit.
Best regards,
Susan Blake Conference Coordinator On behalf of Professor Thomas Lee Annual Technology Summit Committee [Contact information]
8. Project Update From Team Leader
Subject: Monthly Project Update: Website Redesign
Hello Team,
I’m writing on behalf of Karen Young, our Project Manager, who is currently at the client site this week.
Karen wanted me to share these important updates about the website redesign project:
The design phase is now 85% complete, putting us one week ahead of schedule. The client has approved all main page layouts, and our designers are finishing the mobile versions now.
The development team can start building the approved pages next Monday. Karen asks that everyone please review the project timeline in the shared folder and confirm they can meet their deadlines.
There will be a team check-in call this Friday at 10:00 AM. Karen will join remotely and wants everyone to bring at least one question or concern to discuss.
Thanks for all your hard work so far!
Best,
Daniel Park Project Coordinator On behalf of Karen Young Digital Solutions Team [Contact information]
9. Sick Leave Notice
Subject: John Smith – Sick Leave Notice
Dear Ms. Adams,
I am writing on behalf of John Smith, who is unable to come to work today due to illness.
John woke up with a high fever and has scheduled a doctor’s appointment for this afternoon. He expects to receive more information about his condition and recovery time after the appointment.
He has asked me to let you know that he has uploaded his current project files to the shared drive and updated the status report. The client presentation scheduled for today has been shared with Tim, who will handle it in John’s absence.
John will email you directly when he has more information about when he can return to work.
Thank you for your understanding.
Regards,
Mary Johnson John’s spouse [Contact phone number]
10. Recommendation Request
Subject: Recommendation Request for Graduate School Application
Dear Professor Wilson,
I am writing on behalf of your former student, Emma Chen, regarding a letter of recommendation for her graduate school application to Columbia University.
Emma speaks very highly of your Advanced Marketing Strategy course, which she completed last spring with an A grade. She believes your insights into her analytical abilities and teamwork skills would strengthen her application significantly.
The application deadline is November 15, and letters can be submitted through the online portal (link attached) or via email to the admissions office.
Emma understands you are very busy and would be grateful for any support you can provide. She is happy to meet with you to discuss her goals or provide any additional information you might need to write the recommendation.
Thank you for considering this request.
Sincerely,
David Wong Academic Advisor On behalf of Emma Chen [Emma’s contact information] [Application reference number]
11. Donation Thank You
Subject: Thank You for Your Generous Donation
Dear Mr. and Mrs. Peterson,
I am writing on behalf of Dr. Sarah Johnson, Executive Director of Helping Hands Foundation, to express our deepest thanks for your generous donation of $5,000.
Dr. Johnson asked me to tell you how much your support means to our organization. Your gift will directly fund our new after-school tutoring program, which will help 30 students improve their reading skills this semester.
As a token of our appreciation, Dr. Johnson has arranged for a brick with your family name to be placed in our new community garden pathway. We will send photos once it is installed next month.
Dr. Johnson would love to meet with you for coffee or lunch in the coming weeks to share more about the impact of your gift. Please let me know if you would be interested in scheduling this.
With sincere gratitude,
Michael Torres Donor Relations Manager On behalf of Dr. Sarah Johnson Helping Hands Foundation [Tax receipt number] [Contact information]
12. Interview Rescheduling
Subject: Request to Reschedule Interview – Finance Manager Position
Dear Ms. Rodriguez,
I am writing on behalf of Richard Lee regarding his interview for the Finance Manager position scheduled for tomorrow, April 17, at 2:00 PM.
Richard has unfortunately been admitted to the hospital today for an emergency appendectomy. His doctor expects him to be released on Friday, but he will need a few days to recover.
Richard is very interested in the position and would like to request rescheduling his interview for next week, if possible. He will be fully recovered by Monday, April 22, and available any day next week for an in-person or video interview.
Richard truly appreciates your understanding in this unexpected situation and looks forward to meeting with the team soon.
Best regards,
Jennifer Lee Richard’s wife [Contact phone number] [Richard’s email address]
13. Board Meeting Minutes
Subject: Minutes from Q1 Board Meeting – April 10, 2023
Dear Board Members,
On behalf of Thomas Wilson, Board Secretary, I am distributing the minutes from our Q1 Board Meeting held on April 10, 2023.
The full minutes are attached to this email for your review. Key decisions made during the meeting include:
– Approval of the Q2 marketing budget ($1.2M) – Green light for the new product launch in September – Appointment of Sarah Johnson to the Audit Committee – Setting the date for the annual shareholder meeting (June 15)
Mr. Wilson asks that all board members review these minutes and send any corrections or comments by April 20. The minutes will be presented for formal approval at our next meeting.
As a reminder, our Q2 Board Meeting is scheduled for July 8 at 10:00 AM in the main conference room.
Thank you,
Laura Chen Executive Assistant to the Board On behalf of Thomas Wilson, Board Secretary [Company name] [Contact information]
14. Sales Proposal Follow-Up
Subject: Additional Information for Your Review – Proposal #SLS-2023-42
Dear Mr. Thompson,
I am writing on behalf of Jessica Martinez, our Account Manager, who is currently at an industry conference.
Jessica asked me to follow up on the sales proposal she sent last week and provide the additional cost breakdowns you requested during your phone call yesterday.
I have attached: – Detailed pricing for each service package – Implementation timeline with key milestones – Training options for your staff – References from three clients in your industry
Jessica will return to the office on Thursday and would like to schedule a video call with you and your team to answer any questions about these materials. Would you have 30 minutes available either Thursday afternoon or anytime Friday?
We value your interest in our services and look forward to your feedback.
Kind regards,
Christopher Lee Sales Support Specialist On behalf of Jessica Martinez [Company name] [Contact information]
15. Event Speaker Change Notice
Subject: Important Update: Change of Keynote Speaker for Leadership Conference
Dear Conference Attendees,
I am writing on behalf of Dr. Robert Chen, Conference Chair, with an important update about our upcoming Leadership Conference on May 20-22.
Dr. Chen regrets to inform you that our scheduled keynote speaker, Ms. Victoria Adams, has had to cancel her appearance due to a family emergency. We send our best wishes to Ms. Adams and her family during this time.
We are pleased to announce that Mr. David Johnson, CEO of Future Technologies and bestselling author of “Leadership in the Digital Age,” has agreed to step in as our keynote speaker. Mr. Johnson will address the same topic of “Building Resilient Teams” on May 21 at 9:00 AM as originally planned.
Dr. Chen believes Mr. Johnson’s extensive experience leading global teams will provide valuable insights for all attendees. The rest of the conference schedule remains unchanged.
Thank you for your understanding. We look forward to welcoming you to the conference next month.
Sincerely,
Angela Thompson Conference Coordinator On behalf of Dr. Robert Chen Leadership Conference Committee [Conference website] [Contact information]
Wrap-up: Email Samples For Others
Writing on behalf of someone else takes skill and attention to detail. The 15 samples above show how to handle different situations while keeping things professional. The key points to always include are a clear subject line, stating who you’re writing for, the main message, any needed actions, and contact details.
Practice makes perfect with these kinds of emails. Start with these samples and adjust them to match your situation. Pay attention to the tone and style that fits the person you’re writing for. With time, writing these emails will become much easier.
When done well, “on behalf of” emails save time, keep communication flowing, and make sure important messages get through even when the main person can’t write themselves.