How to pp a letter

What does 'PP' mean when signing a letter?

The abbreviation 'PP' preceding a name or signature in correspondence is a formal way of indicating that the letter is being signed by an authorized agent on behalf of another individual. This practice is rooted in historical business and administrative traditions, primarily originating from Latin.

Understanding 'Per Procurationem'

The term 'PP' is an abbreviation for the Latin phrase 'per procurationem'. In English, this translates to 'by the agency of,' 'through the management of,' or 'by the hand of.' When you see a signature preceded by 'PP,' it means that the person whose name appears below the signature is not the one personally signing the document. Instead, they have delegated the authority to sign to someone else.

How it Works in Practice

Imagine a senior executive, let's call her Ms. Jane Doe, who is the primary signatory for important company documents. However, Ms. Doe might be traveling or unavailable. In such cases, she might authorize her assistant, Mr. John Smith, to sign documents on her behalf. When Mr. Smith signs, he would typically write:

PP Ms. Jane Doe(Signed) John Smith

This notation clearly communicates that while John Smith physically signed the document, the authority and responsibility ultimately lie with Ms. Jane Doe. The 'PP' signifies that the signature is made under the delegated authority of Ms. Doe.

When is 'PP' Used?

The use of 'PP' is most common in formal business communications, legal documents, and official correspondence. It is particularly prevalent in contexts where:

• Delegation of Authority: A senior person delegates signing authority to a subordinate.
• Efficiency: To ensure that business processes are not delayed due to the unavailability of the primary signatory.
• Record Keeping: To maintain a clear audit trail of who authorized specific actions or communications.
• Formal Agreements: In contracts, purchase orders, and other legally binding documents.

While less common in casual personal correspondence, it can sometimes appear in formal invitations or announcements where an individual is acting as an agent for another.

Distinguishing 'PP' from Similar Notations

It's important not to confuse 'PP' with other abbreviations or notations:

• 'p.a.' (per annum): This is used in finance to denote 'per year' and is unrelated to signatures.
• 'PS' (postscript): Added after the main body of a letter, meaning 'written after.'
• 'cc' (carbon copy): Indicates that copies of the letter are being sent to others.

The 'PP' notation is specifically tied to the act of signing on behalf of another.

Legal Implications and Best Practices

For the 'PP' notation to be legally valid, the person signing must have explicit authorization from the person they are representing. This authorization should ideally be documented, perhaps in a power of attorney, a company policy, or a written directive. The person signing ('John Smith' in our example) is essentially acting as an agent, and their actions bind the principal ('Ms. Jane Doe').

Best practices include:

• Ensuring clear and unambiguous delegation of signing authority.
• Clearly stating the name of the person on whose behalf the signature is made.
• The person signing should also sign their own name clearly.
• Understanding the legal ramifications of signing under 'PP,' as it implies the authority to act on behalf of the named individual.

In summary, 'PP' is a formal and traditional method to denote that a signature has been made by an authorized representative, ensuring clarity and maintaining accountability in business and legal transactions.