- Rachel Bistricer
- Sep 25, 2025
- 5 min read
Updated: 2 days ago
A letterhead is official company stationery that displays your brand identity through carefully placed logos, contact information and graphic design elements. You can create it from scratch or use a document editor to make tweaks—it transforms ordinary business correspondence into professional communications that reinforce your brand with every document you send.
Professional letterheads aren't just decorative headers—they're strategic branding tools that build trust, establish credibility and create memorable impressions. Whether you're sending invoices, proposals or formal letters, a well-designed letterhead ensures your business looks polished and established from the first glance.
TL;DR: What is a letterhead
A letterhead serves as your company's visual signature on official documents. It combines essential business information with brand elements to create consistent, professional communications.
Essential letterhead components
Component | Description |
Logo | Represents the brand visually and ensures recognition. |
Company name | Clearly displays the official name of the organization. |
Contact information | Includes phone number, email and physical address for easy communication. |
Tagline or slogan | Optional, but adds a memorable touch to the brand identity. |
Design elements | Incorporates colors, fonts and layout that align with the brand's identity. |
Date and reference | Space for date, reference numbers or other document-specific details. |
What is a letterhead
A letterhead represents your company's official branded stationery that appears at the top of business documents. This essential branding element combines visual design with practical information to create a cohesive corporate identity.
Every effective letterhead contains several core components that work seamlessly. Your company logo serves as the primary visual anchor, instantly connecting the document to your brand. The company name appears prominently, often styled with specific fonts that match your brand guidelines.
Design elements beyond text and logos help distinguish your letterhead from competitors. Color schemes that align with your brand palette create visual consistency across all marketing strategy materials. Typography choices reinforce your brand personality—whether that's modern and sleek, traditional and trustworthy or creative and approachable.
How to get started with a letterhead in 6 steps
01. Define your brand elements
Start by gathering all your existing brand materials, including logos, color codes, fonts and any brand guidelines you currently use. This foundation ensures your letterhead aligns perfectly with your established brand identity.
Learn more: How to design a logo
02. Choose your layout approach
Decide whether you want a header-only design, a full-page background design or elements that frame the entire document. Taking a look at ready-made document templates can spark inspiration and help you pick a format that fits your needs. Consider how much space your typical correspondence requires, and choose a layout that won't interfere with your message.
03. Select essential information
Determine which contact details must appear on every document. Include your company name, primary address, main phone number, email and website at minimum. Add certifications, social media handles or other relevant details based on your industry requirements.
04. Design with scalability in mind
Create your letterhead design in vector format so it looks crisp at any size, from business cards to large format printing. Ensure logos and text remain readable when printed in black and white or at smaller sizes.
05. Test across different formats
Print test versions on your intended paper stock and review how the design appears in digital formats like PDF and email. Using a PDF editor can help you check alignment and make quick tweaks before sending your documents out. Make adjustments to ensure consistent quality across all usage scenarios.
06. Establish usage guidelines
Create simple instructions for team members about proper letterhead usage, including file formats, printing specifications and any restrictions on modifications. This prevents inconsistent applications that could weaken your brand.
Benefits of a letterhead
Boost brand recognition
Brand recognition becomes significantly stronger when you use consistent letterhead design across all business communications. Recipients immediately associate your documents with your company, building familiarity and trust over time.
Show off your professionalism
Professional credibility increases dramatically when your correspondence arrives on branded letterhead rather than plain paper. This attention to detail signals that you're an established business that cares about presentation and quality in all aspects of operations.
Create a cohesive brand experience
Consistent branding across documents creates a cohesive brand experience for your clients and partners. Consistent branding across materials can increase revenue by 10-20%. When your letterhead matches your business cards, website and other marketing materials, you demonstrate attention to detail and brand consistency that professional audiences appreciate.
Learn more: What is a Word document
Common challenges of a letterhead
Design inconsistencies
Design inconsistencies plague many businesses when different departments create their own versions of company letterhead. Without clear brand guidelines, logos might appear in various sizes, colors might not match exactly and fonts could vary between documents.
Read more about color theory to understand why this consistency is important for your letterhead.
Outdated information
Outdated information creates embarrassing situations when old phone numbers, addresses or website URLs appear on official correspondence. Recipients might struggle to reach you or worse, assume your business has closed or moved without notice.
Print quality issues
Print quality issues can undermine the professional appearance you're trying to achieve. Poor paper choices, low-resolution logos or inadequate printing equipment can make your letterhead look cheap and unprofessional.
Digital compatibility problems
Digital compatibility problems arise when letterhead designs don't translate well to electronic formats. Complex layouts that look great on paper might become cluttered or unreadable when converted to PDF or displayed on mobile devices.
Brand guideline violations
Brand guideline violations occur when team members modify letterhead designs without authorization. Even small changes like adjusting logo size or switching fonts can dilute brand consistency and create confusion in the marketplace.
Cost management challenges
Cost management becomes challenging when businesses order too much letterhead with specific details that change frequently or too little letterhead leading to inconsistent designs across different print runs.
What is a letterhead FAQ
Why is letterhead important for my business?
Letterhead establishes credibility and professionalism in business communications. It reinforces your brand identity with every document you send, helps recipients remember your company and demonstrates attention to detail that builds trust with clients and partners.
What information should I include on my letterhead?
Essential elements include your company logo, business name, complete address, phone number, email address and website URL. Depending on your industry, you might also include certifications, licenses, social media handles or tax identification numbers.
How can I design an effective letterhead?
Focus on clean, professional layouts that don't overwhelm your written content. Use consistent brand colors and fonts, ensure all information is clearly readable and leave adequate white space. Test your design both in print and digital formats to ensure versatility across different usage scenarios.
