To format a company letterhead in Word, use the header section for the logo and contact details, the body for your letter, and the footer for legal lines or page numbers. This keeps the letterhead consistent across pages and makes it easy to reuse as a template.
Why Use Word for Letterhead
Microsoft Word is the most widely used word processor in business, so creating a letterhead there ensures compatibility with clients, partners, and vendors. You can save it as a .dotx template so every new document starts with your branding already in place. Unlike PDF or design software, Word lets you edit text directly on the letterhead—useful for changing a phone number or adding a tagline without re-exporting.
Setting Up the Page and Margins
Before placing any elements, set your page size (usually Letter or A4) and margins. Standard business letter margins are 1 inch on all sides, but for a letterhead you may want a smaller top margin (0.5–0.75 inch) to give the logo more visual presence. Go to Layout > Margins > Custom Margins and adjust. Also check the header/footer distance under Layout > Margins > Header/Footer—set it to match your top margin so the letterhead sits flush.
Inserting the Logo and Contact Details
Place your logo in the header area so it repeats on every page. Double-click the top of the page to open the header, then insert your logo image (PNG with transparent background works best). Align it left or center, and resize it to about 1–1.5 inches tall. Below the logo, type your company name, address, phone, email, and website. Use a clean sans-serif font like Arial or Calibri at 9–11 points. For a professional look, separate the contact line with a thin horizontal rule: go to Home > Borders and choose “Bottom Border.”
Using Tables for Precise Placement
Tables give you pixel-level control over where elements sit. Insert a 1-row, 2-column table in the header. Put the logo in the left cell and contact info in the right cell (or vice versa). Remove the table borders by selecting the table and choosing No Border. This is especially useful if you want the logo left-aligned and the contact block right-aligned on the same line. You can also use a 3-column table for a more complex layout with a tagline in the middle.
Adding a Footer with Legal Lines
Most letterheads include a footer with the company registration number, VAT ID, or a confidentiality notice. Double-click the bottom of the page to open the footer. Type the legal line in small text (8–9 points), centered or left-aligned. You can also add a page number here: go to Insert > Page Number and choose a style. Keep the footer minimal—too much text distracts from the letter content.
Creating a Reusable Template
Once your letterhead looks right, save it as a Word template so you don’t have to rebuild it each time. Go to File > Save As and choose Word Template (*.dotx) from the file type dropdown. Name it something like “CompanyLetterhead.dotx” and save it in your custom Office Templates folder. When you want to write a letter, go to File > New > Personal and select your template—it will open a fresh document with your letterhead ready.
Common Mistakes and How to Avoid Them
- Logo distortion: Always hold Shift while resizing an image to keep proportions.
- Text overlapping: If the header is too tall, it pushes the body down. Keep the header height under 2 inches.
- Forgetting the footer: Legal lines are often required by law for registered companies—don’t omit them.
- Using too many fonts: Stick to one or two fonts max; a letterhead should look cohesive.
- Saving as a document instead of a template: If you save as .docx, you’ll overwrite the original every time. Use .dotx.
Template
Your Company Name
123 Business Road, Suite 100
City, State ZIP
Phone: (555) 123-4567 | Email: info@yourcompany.com
Date: _________________________
Recipient Name
Recipient Title
Company Name
Address Line 1
Address Line 2
Dear _________________________,
Body of the letter starts here. Replace this text with your actual message.
Sincerely,
_________________________
Your Name
Your Title
Confidentiality notice: This letter is intended only for the recipient. If you received it in error, please notify the sender.
Sample (fictional): “Acme Widgets, 456 Industrial Ave, Springfield, IL 62701, (555) 987-6543” with a date of “October 3, 2024” and recipient “Jane Smith, Purchasing Manager, Global Parts Co.”
Frequently Asked Questions
How do I make letterhead appear on every page in Word?
Put the letterhead elements in the header and footer sections. Anything placed there repeats automatically on all pages. If you only want it on the first page, check “Different First Page” in the header/footer options.
Can I use a PDF as a letterhead in Word?
Yes, but you’ll need to convert it to an image first (screenshot or export as PNG). Then insert it as a picture in the header. However, a native Word design is easier to edit and keeps the file size smaller.
What size should a company logo be on a letterhead?
Typically 1 to 1.5 inches tall, and no wider than 3 inches. It should be recognizable but not dominate the page. A good rule: the logo should take up less than 20% of the header area.
How do I align the logo and contact info on the same line?
Use a borderless table with two columns. Put the logo in the left cell and contact info in the right cell, then set the table to “AutoFit to Window.” This keeps them aligned regardless of screen size.
Is it better to create a letterhead in Word or Canva?
Word is better for a template you’ll reuse for text documents because it’s fully editable. Canva is better for highly visual designs, but you’ll export as an image and lose editability. For standard business letters, Word is the practical choice.
Final Tips for a Professional Letterhead
Keep your letterhead clean and uncluttered. Use your brand colors sparingly—a colored line or a small accent is enough. Always test-print a copy to check ink coverage and alignment. And remember, if your company has legal requirements for registered address or company number, include them in the footer. If you’re unsure about what’s required, ask a qualified professional.