Ever wonder how to professionally send an email on behalf of your boss? Whether you're a new assistant, team member, or simply handling urgent communications, understanding the right way to draft and send an email on your boss’s behalf is essential. Doing it correctly not only keeps things smooth but also maintains professionalism and clarity. In this guide, I’ll walk you through everything you need to know—from understanding permissions to crafting the perfect message—so you can confidently communicate on your boss’s behalf without missing a beat.
Why Sending Emails On Behalf Of Your Boss Matters
Sending emails on someone else's behalf isn’t just about etiquette; it’s about efficiency, trust, and clear communication. When done right, it:
- Ensures the message remains professional.
- Demonstrates your reliability.
- Saves your boss time.
- Keeps communication consistent and accurate.
- Protects privacy and confidentiality when handled properly.
But, before jumping into how to craft those emails, it’s vital to understand what it means to send an email on someone’s behalf and when it’s appropriate.
Understanding What It Means to "Send an Email on Behalf Of"
Definition List:
Send on Behalf Of
Definition: An action where a person (sender) emails someone using the authority or permission of another person (the boss), indicating the message is coming from the boss, but sent by the assistant or delegate.
Delegation Authorization
Definition: Permission granted by the boss allowing someone else to act or speak on their behalf, especially in written forms like emails.
Proxy Email
Definition: An email that clearly states it is sent by someone other than the original sender but with explicit authority (e.g., “Sent on behalf of John Doe”).
Important Point: Always seek explicit permission from your boss before sending emails on their behalf; trust and clarity are key.
Step-by-Step: How to Send an Email on Behalf of Your Boss
Now that we’re clear about what it entails, let's look at the practical steps you should take:
1. Obtain Clear Authorization
Before sending any email, ensure you have explicit permission from your boss. This can be a simple verbal agreement or an official delegation in writing.
2. Use Appropriate Email Account and Signature
- If your boss has given you access, use their official email account if permitted.
- Include a clear signature indicating your role, especially if you’re new or handling multiple responsibilities.
3. Craft a Clear and Professional Message
- Start with a respectful salutation.
- Mention upfront that you are acting on behalf of your boss.
- Maintain a professional tone throughout.
- Clearly state the purpose of your email.
4. Include “On Behalf Of” Notation in the Email
This is crucial for clarity and transparency.
Examples:
- “Sent on behalf of [Boss’s Name]”
- “[Boss’s Name] has asked me to contact you regarding…”
(For email signatures, see next section.)
5. Use the Correct Email Signature
Your email signature should reflect that you are representing your boss. For example:
Sample Signature:
Jane Doe
Assistant to [Boss’s Name]
Company XYZ
Email: jane.doe@company.com
Sent on behalf of [Boss’s Name]
Sample Email Template: Sending on Behalf of Your Boss
Subject: Meeting Confirmation - Project Alpha
Dear Mr. Smith,
I am reaching out on behalf of [Boss’s Name], who asked me to confirm the upcoming meeting scheduled for next Tuesday at 2 PM. Please let me know if this time still works for you or if any adjustments are needed.
Thank you for your cooperation.
Best regards,
Jane Doe
Assistant to [Boss’s Name]
Company XYZ
Sent on behalf of [Boss’s Name]
Important Considerations When Sending on Behalf of Your Boss
| Aspect | Details | Why It Matters |
|---|---|---|
| Tone & Formality | Match your boss's usual communication style | Ensures consistency and professionalism |
| Accuracy of Information | Double-check facts, dates, and details | Prevents miscommunications |
| Confidentiality | Handle sensitive info carefully | Respect privacy and confidentiality |
| Response Handling | Clarify if you’ll handle replies or pass them back | Maintains clear lines of communication |
Tips for Success
- Communicate clearly about permissions to avoid misunderstandings.
- Always proofread emails before sending.
- Keep your boss informed about sent messages regularly.
- Follow company policies on email communication.
- Use polite language and proper greetings.
- Set a professional email signature indicating your role and authority.
- Maintain transparency by stating explicitly when you’re sending on behalf of someone else.
- Keep responses timely to honor your boss’s schedule.
- Use templates for common messages to save time.
- Log all communications for record-keeping.
Common Mistakes and How to Avoid Them
| Mistake | Why It’s a Problem | How to Avoid |
|---|---|---|
| Sending without permission | Can breach trust; cause confidentiality issues | Always get explicit approval first |
| Misrepresenting authority | Might seem unprofessional or deceptive | Clearly state you are acting on behalf of your boss |
| Poor tone or language | Can appear disrespectful or unprofessional | Use formal, respectful language consistently |
| Forgetting “On Behalf Of” | Causes confusion about who is responsible | Always include it in the email and signature |
| Failing to proofread | Leads to errors or misunderstandings | Review emails carefully before sending |
Variations and Additional Ways to Communicate
- Delegated Access: Using email delegation features in platforms like Gmail or Outlook enables you to send directly on your boss’s behalf.
- Drafts & Approvals: Prepare drafts and have your boss review before sending.
- Automated Signatures: Use email signature templates that specify you’re acting on behalf.
- Voice Messages & Phone Calls: For urgent matters, sometimes a quick call is better than email.
Why Is This Skill Important?
Mastering the art of sending emails on your boss’s behalf enhances your professionalism and standing within the organization. It demonstrates trustworthiness and competence, qualities that are highly valued. Plus, it streamlines communication, ensures accuracy, and helps maintain a positive working environment.
Real-Life Examples Across Different Contexts
| Scenario | Example Sentence | Notes |
|---|---|---|
| Business Meeting Request | “I am reaching out on behalf of [Boss] to confirm the meeting scheduled for Monday.” | Formal, clear, and courteous |
| Customer Inquiry Response | “[Boss’s Name] has asked me to address your concerns regarding the product.” | Shows direct delegation |
| Follow-up Email | “On behalf of [Boss], I wanted to follow up on our previous conversation.” | Maintains professionalism |
| Scheduling Appointments | “I am contacting you on behalf of [Boss] to schedule a follow-up call.” | Clear purpose |
| Providing Information | “Please see attached the requested documents, sent on behalf of [Boss].” | Adds transparency |
Practice Exercises
1. Fill-in-the-blank
Complete the sentence:
I am sending this email _________ [on behalf of / about] my boss to confirm the details.
2. Error Correction
Identify and correct the mistake:
“I’m emailing you on behalf my boss regarding the upcoming project.”
3. Identification
Is this example proper? Why or why not?
“This email is sent by me for [Boss’s Name].”
4. Sentence Construction
Create an email sentence to confirm a change in schedule, acting on behalf of your boss.
5. Category Matching
Match the occasion to the correct phrase:
- Sending a meeting invitation
- Responding to a customer inquiry
- Confirming document receipt
Options:
- “Sent on behalf of…”
- “As per [Boss’s Name]’s instructions…”
- “Regarding your recent inquiry…”
Final Words
Sending an email on behalf of your boss isn't just about forwarding messages; it’s about being professional, transparent, and precise. Always ask for permission, keep the tone respectful, and clearly indicate your role. That way, you build trust and ensure smooth communication. With practice, this skill becomes second nature, making your workday easier and your boss’s life less stressful.
Stay confident, stay professional, and remember—good communication is the key to success!
Looking to sharpen your email skills even further? Keep practicing, stay organized, and always respect privacy and protocol. Sending emails on behalf of your boss can become your secret weapon for effective and efficient workplace communication.
And remember: whether you're writing about project updates, meetings, or client inquiries—clear, respectful communication sets the stage for success.