In the workplace and business world, a signature is more than just a mark on paper. It represents a legal identity, signaling approval, responsibility, and a person’s binding commitment to a document. If you’re already working, chances are you regularly deal with documents that require a signature.
However, not every document is always signed directly by the primary party. There are times when a manager is unavailable, responsibilities have been delegated, or administrative matters are handled by a specific team.
In situations like these, documents are often signed by an authorized representative. This is where the practice of signing on behalf of someone else comes into play.
Although this practice is common, it shouldn’t be done carelessly. There are specific formats, terms, and legal implications that need to be understood to avoid problems down the line, especially when the document is used for official or legally binding purposes.
What Is a Signature Made on Behalf of a Representative?
A signature made on behalf of a representative is a signature placed by someone not for themselves, but to represent another party who holds legal authority or an official position.
This type of signature is quite common and is typically used by:
- Staff members or PICs signing on behalf of a manager or senior executive
- Operational or administrative teams responsible for handling day-to-day document signing
- Consultants or legal representatives who have been granted specific authority to act on behalf of a client
However, even though this practice is permitted, signing on behalf of a representative cannot be done arbitrarily. Such signatures must be backed by valid authority, whether through an official position, a power of attorney, or clearly defined internal organizational policies.
From a legal perspective, this relates to the concept of authorization and representation, as regulated under civil law principles governing delegation of authority.
To be considered legally valid and secure, a signature made on behalf of a representative generally must meet the following conditions:
- There is a clear grant of authority or official appointment, either in writing or based on the signer’s position
- The identities of both the represented party and the representative are clearly defined and not ambiguous
- The signature format explicitly shows that the document is signed on behalf of another party, not in a personal capacity
- The authority is still valid at the time the document is signed
Without a clear legal basis for authorization, a signature made on behalf of a representative may be considered invalid. That’s why, before signing any document on behalf of someone else, it’s essential to ensure that both the authority and the signature format are properly established.
Commonly Used Examples of Signatures Made on Behalf of a Representative
The next question is: what are some common examples of signatures made on behalf of a representative? Below are explanations and examples frequently found in practice:
1. “a.n.” (on behalf of)
The “a.n.” format is used when someone signs a document on behalf of an authorized party—typically a director, executive, or official.
Example:
On behalf of the Director of PT ABC
Operations Manager
[Signature]
This format is commonly used in:
- Official letters
- Administrative documents
- External formal correspondence
Even when using the “on behalf of” format, the signature must still be supported by a clear organizational role or internal policy that grants the authority to sign.
2. “u.b.” (under the authority of)
The “u.b.” format is typically used within an internal organizational hierarchy. It indicates that the signer is acting for a higher-ranking official, but only within a specific administrative scope.
Example:
On behalf of the Head of Finance Division
Under the authority of the Administration Supervisor
[Signature]
Full Name
This format is commonly used for:
- Internal correspondence
- Routine administrative matters
- Day-to-day operational documents
The “u.b.” format is generally not recommended for documents with high legal value, such as major contracts or strategic agreements.
3. “p.p.” (per procura)
The “p.p.” format is a form of representative signature with the strongest legal basis, as it is executed based on an official power of attorney.
Example:
Per procura
Director of PT ABC
Authorized Representative
[Signature]
Full Name
p.p. Direktur PT ABC
This format is commonly used for:
- Cooperation contracts
- Business agreements
- Strategic legal and financial documents
Because it is supported by a formal power of attorney, the “p.p.” format carries clearer evidentiary strength and provides stronger legal protection in the event of a dispute.
A Quick Comparison of a.n., u.b., and p.p.
In summary, the difference between a.n., u.b., and p.p. lies in the basis of authority behind each form of signature.
a.n. (on behalf of) is used when someone signs a document representing an authorized party based on their position or internal organizational policies. u.b. (under the authority of) is typically used within internal hierarchies as a form of administrative representation for a direct superior.
Meanwhile, p.p. (per procurationem) is used when the authority to represent is granted through a formal power of attorney. Choosing the appropriate format is essential to ensure that documents remain legally valid, clearly authorized, and fully accountable.
Risks of Improper Representative Signatures
Although it may seem simple, mistakes in signing on behalf of a representative can lead to serious risks, including:
1. Documents being considered invalid
If the signer does not have clear authority, the document may be deemed invalid or not legally recognized.
2. Disputes over responsibility
Without clarity on who represents whom, legal responsibility can become blurred and may result in internal or external disputes.
3. Risk of misuse of authority
Documents may be misused by individuals who are not actually authorized to sign on behalf of others.
4. Difficulties in audits and legal verification
Without well-documented authorization records, audit processes and legal verification become more complex and time-consuming.
For these reasons, signatures made on behalf of representatives should always be carried out in an orderly, well-documented, and transparent manner.
Signing on Behalf of a Representative in the Digital Document Era
As businesses shift toward electronic documents, the practice of signing on behalf of a representative has evolved as well. Today, documents no longer need to be signed manually, as many processes now rely on digital signatures that are more practical and secure.
In the digital context, this practice is commonly known as power of attorney (POA) signing, a mechanism that allows one party to officially authorize another to sign documents on their behalf. With solutions such as the POA sign provided by VIDA, authority can be granted formally, while the identities of both the signer and the represented party are clearly recorded within the system.
By understanding proper signature formats and digital authorization mechanisms, you can manage work and business documents more professionally. Clear authority and secure identity verification help ensure that every document you sign remains legally valid and fully accountable.
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