Business letters: Signature block

On this page

• Where to place the signature block
• How to format the signature block
• When to use a courtesy title in the signature block
• How to sign a letter on behalf of someone else
  • Method 1: Sign your own name
  • Method 2: Sign the sender’s name
• How to set up two signature blocks
• Additional information

Where to place the signature block

The signature block is a standard letter part containing the sender’s handwritten or electronic signature, followed by the sender’s typed name, position title and division or department.

Place the typed name at the left margin, on the fourth or fifth line below the complimentary close, so as to leave enough space (three or four blank lines) for the handwritten or electronic signature. (See the article Business letters: Model letter in recommended format.)

Note: The guidelines above are for a letter in full block style. In modified block style, the signature block begins at the centre of the page instead of at the left margin. For more information on different letter styles, see the article Business letters: Letter styles.

How to format the signature block

The first typed line of the signature block should give the sender’s name and title. Put a comma between the name and title:

If the sender’s name or title is long or if the name is followed by an academic degree, put the position title on the second line:

On the line below the position title, place the name of the sender’s division or department, if applicable:

The position title and division can be placed together on the second line (with a comma between), if both are short enough:

When to use a courtesy title in the signature block

A courtesy title (Mr., Mrs., Miss, Ms.) is not usually included in the typed name or in the handwritten or electronic signature.

However, if the sender’s name does not clearly indicate the sender’s gender or gender identity, the appropriate courtesy title can be added before either the typed name or the signature. (Note that the courtesy title is enclosed in parentheses if placed before the signature.)

How to sign a letter on behalf of someone else

It sometimes happens that the sender of the letter is unavailable to sign it. In that case, with the sender’s permission, someone else may sign, indicating that the signature is on behalf of the sender.

The examples below show two common methods of indicating that you’ve signed on behalf of the sender.

Method 1: Sign your own name

If you sign your own name, put the word For before the sender’s typed signature:

Method 2: Sign the sender’s name

If you sign the sender’s name, put your handwritten initials below the end of the handwritten signature:

How to set up two signature blocks

If the letter needs to be signed by two people, use only one complimentary close and place the signature blocks beneath it, either one beside the other or one below the other, as shown below.

One beside the other

Regardless of the letter style, place the complimentary close and the first signature block at the left margin, and begin the second signature block at the centre of the page.

One below the other

Align the second signature block with the first at the left margin Place the second signature block on the fourth line below the first one to leave enough space for the second signature.

Note: The guideline above for two signature blocks placed one below the other applies to a letter in full block style. In modified block style, the two signature blocks begin at the centre of the page instead of at the left margin. For more information on different letter styles, see the article Business letters: Letter styles.

Additional information

• Correspondence and addresses – Guidelines and resources
• Business letters: Model letter in recommended format
• Business letters: Letter styles
• Courtesy titles
• Mr., Mrs., Miss, Ms.