Reply on behalf of someone: email templates
When you have delegate access to a manager's mailbox in Outlook, you can send as yourself, on behalf of them, or as them. "On behalf of" is usually right: the sender sees both names, so the first line should explain who you are and what you're handling. This template does that, keeps the manager reachable, and signs off with your role, so there's no doubt about who wrote it.
;ol-behalf;ol-behalf in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
The most common delegate reply: finding a slot in the manager's calendar.
When the answer is no and you've been asked to say so kindly.
When to use it
- You manage an executive's inbox or calendar with delegate access.
- You're covering a colleague's mailbox while they're away.
- You need to schedule, decline or acknowledge something for someone else.
What to avoid
- Don't use Send As to write in the manager's voice unless they've asked you to. "On behalf of" is more honest.
- Don't commit the manager to anything new without checking first.
- Avoid copying the manager on every delegate reply. Summarise for them instead.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Name
{fill:Name} - The sender's first name.
- Manager name
{fill:Manager name} - The full name of the person you're replying for. Retext asks for it once per reply, even though it appears several times. If you only work for one person, replace it with their name in your copy.
- What you're handling
{fill:What you're handling} - "arrange a time for the two of you", "look after the paperwork".
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- First option
{fill:First option} - A day and time, with time zone if needed.
- Second option
{fill:Second option} - Another day and time.
Tips
- •In Outlook, show the From field and choose the manager's address before typing ;ol-behalf. With Send on Behalf permission, recipients see "Your name on behalf of Manager".
- •If you serve more than one person, make a copy of the snippet per manager with their name filled in, so you only type the parts that change.
- •Per-app snippets can keep a short Teams version on the same trigger for internal requests.
Works in Outlook and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
How do I write an email on behalf of someone?
Say in the first line that you're writing on their behalf and what you're handling, keep them reachable, and sign with your own name and role.
What's the difference between Send As and Send on Behalf in Outlook?
Send As makes the email look like it came from the other person. Send on Behalf shows your name and theirs. The mailbox owner can give you Send on Behalf by making you a delegate; Send As is usually set by an admin.
Do I need special access to reply for someone in Outlook?
Yes. The mailbox owner or an admin has to give you delegate access, or Send on Behalf or Send As permission on their mailbox.
Related templates
Shared mailbox reply
;ol-sharedOutlook
Hi [Name], Thanks for contacting [Team name]. This is [Your name], and I've picked up your message. Please keep replying…
Meeting request
;em-meet-askEmail & out of office
Hi [Name], Could we find [Length] to talk about [Purpose]? By the end I'd like us to [Outcome]. Would [Option one] or [O…
Executive email signature
;sig-execEmail signatures
[Full name] [Job title], [Company] Scheduling: [Assistant name], [Assistant email]
Type ;ol-behalf, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
Free to start. No account required on the Mac.