Writing effective emails on someone else’s behalf needs a careful mix of authority, clarity, and professionalism. Making the tone match while accurately representing another person’s interests can determine whether your business communications succeed or fail.
The structure and phrases you choose shape how others see both you and the person you’re representing. These proven email templates will help you hit the right notes and get results consistently.
“On Behalf Of” Email Samples
These carefully crafted email samples will boost your confidence and help you reach your communication goals.
1. Meeting Request with Senior Executive
Subject: Meeting Request – [Executive Name] with [Company Name] Leadership Team
Dear Mr. Johnson,
As Executive Assistant to Sarah Chen, CEO of Bright Solutions Inc., I’m reaching out to schedule a leadership team meeting with you and your management group.
Ms. Chen would like to discuss potential partnership opportunities between our organizations and share some exciting developments from our recent market expansion. She has availability next Tuesday or Wednesday between 10 AM and 2 PM EST.
Please let me know which time works best for you and your team. Once confirmed, I’ll send a calendar invite with the meeting details.
Best regards, Robert Williams Executive Assistant to Sarah Chen Bright Solutions Inc.
2. Conference Speaking Invitation Response
Subject: RE: Speaker Invitation – Digital Marketing Summit 2024
Dear Ms. Rodriguez,
Thank you for your invitation for Dr. Michael Banks to speak at the Digital Marketing Summit. As Dr. Banks’s speaking engagement coordinator, I’m happy to confirm his interest in participating.
Dr. Banks would be delighted to present his research on AI-driven marketing strategies during your afternoon keynote slot on September 15th. He’s particularly interested in sharing his latest findings on predictive analytics in customer behavior.
Could you please provide details about the presentation duration and any technical requirements? This will help us prepare appropriate materials for the audience.
Kind regards, Amanda Foster Communications Director Banks Research Group
3. Customer Service Resolution
Subject: Resolution Update – Order #45789
Dear Mr. Thompson,
My name is David Lee, writing on behalf of Lisa Martinez, our Customer Service Manager. She asked me to address your concerns about the delayed delivery of your recent order.
We’ve traced the issue to a temporary warehouse system glitch, which has now been fixed. As compensation for the inconvenience, we’ve applied a 20% discount to your order and upgraded your shipping to express delivery at no extra cost.
Your package will arrive within 2 business days. We truly value your business and hope to regain your trust.
Best regards, David Lee Senior Customer Service Representative For Lisa Martinez, Customer Service Manager
4. Job Application Follow-up
Subject: Following Up – Senior Developer Position Application
Dear Ms. Taylor,
As Mr. James Anderson’s recruitment representative, I’m following up on his application for the Senior Developer position at Tech Solutions Ltd.
Mr. Anderson has just completed a major project at his current role, creating an innovative payment processing system that reduced transaction times by 40%. He remains very interested in bringing this expertise to your team.
Would you be able to provide an update on the application status? We’d be happy to supply any additional information you might need.
Thanks and regards, Sarah Mitchell Technical Recruitment Specialist On behalf of James Anderson
5. Vendor Payment Query
Subject: Payment Status Update Request – Invoice #INV-2024-089
Dear Mr. Garcia,
Writing on behalf of Susan Wong, Finance Director at Global Tech Solutions, regarding our pending payment for Invoice #INV-2024-089.
Our records show the payment was processed last week, but you reported it hasn’t been received. Could you please check if there might be a delay in your bank’s processing system? We can provide the transaction reference number if needed.
Please let us know if you need any additional information to trace this payment.
Best regards, Mark Chen Finance Department For Susan Wong, Finance Director
6. Event Sponsorship Proposal
Subject: Sponsorship Opportunity – Annual Tech Innovation Awards
Dear Mrs. Patel,
As the event coordinator for Dr. Rachel Stevens, Chairperson of the Tech Innovation Awards Committee, I’m reaching out about an exciting sponsorship opportunity.
Our annual awards ceremony attracts over 500 industry leaders and receives widespread media coverage. We believe [Company Name]’s commitment to innovation aligns perfectly with our mission to recognize technological breakthroughs.
Would you be interested in reviewing our sponsorship packages? We can schedule a call to discuss the benefits and visibility opportunities in detail.
Best regards, Tom Wilson Event Coordinator On behalf of Dr. Rachel Stevens
7. Partnership Proposal Response
Subject: RE: Partnership Proposal – Green Energy Initiative
Dear Mr. Brown,
Writing on behalf of Emma Chen, Head of Sustainability Projects, regarding your partnership proposal for the Green Energy Initiative.
Ms. Chen has reviewed your proposal and finds the suggested collaboration very promising. She particularly appreciates your focus on community engagement and sustainable practices.
She would like to arrange a video call next week to discuss implementation details and potential timeline. Would Tuesday or Thursday afternoon work for you?
Kind regards, Peter Zhang Project Coordinator For Emma Chen
8. Press Interview Request
Subject: Interview Request – Forbes Magazine Feature
Dear Ms. Anderson,
As the media relations manager for CEO Mark Thompson, I’m responding to your interview request for Forbes Magazine’s upcoming feature on renewable energy leaders.
Mr. Thompson appreciates the opportunity and would be happy to share insights about our company’s renewable energy breakthroughs and future plans. He has availability for a 45-minute interview on either March 15th or 16th.
Please let me know which date works best for your schedule, and we’ll make the necessary arrangements.
Best regards, Jennifer Hayes Media Relations Manager For Mark Thompson, CEO
9. Contract Negotiation Update
Subject: Contract Terms Update – Project Phoenix
Dear Mr. Roberts,
Writing on behalf of Sarah Lee, Legal Director at Tech Solutions, regarding the ongoing contract negotiations for Project Phoenix.
Ms. Lee has reviewed your proposed amendments and agrees with most points. However, she suggests minor modifications to the delivery timeline and payment terms, which I’ve attached for your review.
Could we schedule a call to discuss these suggestions and finalize the agreement?
Best regards, Michael Chang Legal Department For Sarah Lee, Legal Director
10. Conference Attendance Confirmation
Subject: Confirmation – Annual Leadership Summit 2024
Dear Dr. Williams,
As executive coordinator for CEO Richard Chen, I’m confirming his attendance at the Annual Leadership Summit 2024.
Mr. Chen will participate in both days of the summit and would be pleased to join the panel discussion on digital transformation. He also requests a private meeting room for potential business discussions during lunch breaks.
Please send the detailed agenda and any pre-event materials to this email address.
Kind regards, Linda Martinez Executive Coordinator For Richard Chen, CEO
11. Product Launch Invitation
Subject: VIP Preview – New Product Launch Event
Dear Ms. Thompson,
On behalf of Product Director James Wilson, I’m extending an exclusive invitation to our upcoming product launch event.
As a valued partner, we’d like you to be among the first to experience our revolutionary new software platform. The preview event includes a live demonstration, networking lunch, and Q&A session with our development team.
The event takes place on April 20th at our headquarters. Would you be able to join us?
Best regards, Robert Chen Product Marketing Team For James Wilson, Product Director
12. Apology for Service Disruption
Subject: Service Disruption Update and Resolution
Dear Mr. Davis,
Writing on behalf of Operations Director Sandra Chen regarding the service disruption you experienced yesterday.
Ms. Chen has personally reviewed the incident report and wants to assure you that we’ve implemented additional safeguards to prevent similar issues. As compensation, we’re adding three months of premium service to your account at no charge.
Please accept our sincere apologies for any inconvenience this caused.
Best regards, Tim Walker Operations Team For Sandra Chen, Operations Director
13. Board Meeting Schedule Change
Subject: Important – Board Meeting Date Change
Dear Board Members,
As executive secretary to Chairman David Lee, I’m writing to inform you of a necessary change to our upcoming board meeting schedule.
Due to unexpected developments in our Asian market expansion, the meeting has been moved from March 25th to March 28th. The time and location remain unchanged. Chairman Lee apologizes for any inconvenience.
Please confirm your availability for the new date at your earliest convenience.
Best regards, Mary Johnson Executive Secretary For David Lee, Chairman
14. Client Project Update
Subject: Monthly Project Status Update – Website Redesign
Dear Ms. Roberts,
Writing on behalf of Project Manager Tom Wilson regarding the status of your website redesign project.
The development team has completed the main functionality testing ahead of schedule. Mr. Wilson would like to schedule a demonstration of the new features next week. We’re particularly excited to show you the improved user interface.
Would Tuesday at 2 PM work for a virtual demonstration?
Best regards, Alice Chen Project Coordinator For Tom Wilson, Project Manager
15. Charity Event Support Request
Subject: Support Request – Annual Children’s Hospital Fundraiser
Dear Mr. Anderson,
As fundraising coordinator for Dr. Sarah Martinez, Head of Pediatrics, I’m reaching out about our upcoming charity gala.
Dr. Martinez greatly appreciated your company’s support last year and hopes you’ll join us again. This year’s event aims to fund new pediatric cancer treatment equipment. We offer various sponsorship levels and would be honored to have your participation.
May we send you our sponsorship package for review?
Kind regards, Paul Thompson Fundraising Coordinator For Dr. Sarah Martinez
16. Legal Document Request
Subject: Request for Legal Documentation – Case #LC-2024-156
Dear Ms. Wilson,
Writing on behalf of Attorney Michael Chang regarding the Johnson vs. Smith case.
Mr. Chang requires copies of all correspondence between the parties from January through March 2024. These documents are essential for the upcoming mediation session scheduled for next month.
Could you please provide these materials by end of this week?
Best regards, Rachel Lee Legal Assistant For Michael Chang, Attorney at Law
17. Training Program Enrollment
Subject: Executive Training Program – Enrollment Confirmation
Dear Mr. Martinez,
As HR Director Lisa Chen’s assistant, I’m confirming your enrollment in our Executive Leadership Training Program.
Ms. Chen has reviewed your application and is particularly impressed with your project management experience. She’s recommended you for the advanced track, which includes one-on-one mentoring sessions.
Please complete the attached assessment before orientation next Monday.
Best regards, Daniel Park HR Department For Lisa Chen, HR Director
18. Research Collaboration Proposal
Subject: Research Collaboration Opportunity – AI in Healthcare
Dear Dr. Thompson,
Writing on behalf of Professor Sarah Anderson regarding potential research collaboration in AI-driven healthcare solutions.
Professor Anderson was greatly impressed by your recent paper on machine learning in diagnostic medicine. She believes combining our research teams could lead to breakthrough developments in early disease detection.
Would you be interested in discussing this collaboration opportunity over a video call?
Best regards, Mark Wilson Research Coordinator For Professor Sarah Anderson
19. Supplier Quality Issue
Subject: Urgent – Quality Control Concerns Batch #QC789
Dear Mr. Lee,
As Quality Control Director Jane Martinez’s representative, I must address urgent concerns about recent material deliveries.
Our testing has shown consistency issues in the last three batches, falling below our agreed specifications. Ms. Martinez requests an immediate meeting to discuss corrective actions and prevent production delays.
Please suggest your availability for tomorrow or Wednesday.
Best regards, Steven Chen Quality Control Department For Jane Martinez, QC Director
20. Award Nomination Acceptance
Subject: Innovation Award Nomination Acceptance
Dear Dr. Roberts,
Writing on behalf of Chief Technology Officer David Chen regarding the Technology Innovation Award nomination.
Mr. Chen is honored to accept the nomination and thanks the committee for recognizing our team’s work in sustainable technology solutions. He would be delighted to attend the awards ceremony on May 15th.
Please send any additional information about the ceremony and presentation requirements.
Best regards, Helen Zhang Technology Department For David Chen, CTO
Final Thoughts: Writing Effective Representative Emails
These email samples show the essential elements that make messages clear, professional, and effective when writing on someone else’s behalf. Each follows proper business email structure while maintaining the right tone and level of formality. Use these templates as starting points, but adjust the language and format to match your specific situation and company culture.
Stay professional yet personable, clear but courteous, and always triple-check all details before hitting send. Great representative communications balance authority and approachability while maintaining the voice of the person you’re representing.