Letterhead Printing: What It Is & How to Do It

Letterhead printing is the process of producing pre-printed stationery that typically includes a company’s name, logo, contact details, and sometimes a tagline, at the top of a page. It is a standard business practice used to create a professional, branded appearance for official correspondence, invoices, and other documents.

What Is Letterhead?

Letterhead is more than just a decorative header. It serves as a visual representation of your business, reinforcing brand identity and providing essential contact information. A typical letterhead includes:

• Company name and logo
• Physical address
• Phone number and email
• Website URL
• Sometimes a tagline or brief mission statement

The design can range from a simple, clean layout to a more elaborate one with colors, patterns, or graphics. The key is that it should be consistent with your overall brand image and be easily reproducible.

How Letterhead Printing Works

The process of printing letterhead has evolved significantly. Traditionally, letterhead was printed using offset printing, which involves transferring ink from a plate to a rubber blanket and then onto the paper. This method is still used for large quantities because it is cost-effective for high volumes and produces sharp, consistent results.

For smaller runs or in-house needs, digital printing is now the norm. Digital printers (laser or inkjet) apply toner or ink directly to the paper, making it ideal for short runs, personalized pieces, or when you need quick turnaround. Many businesses also use a hybrid approach: they design the letterhead digitally and then have it professionally printed, or they keep a digital template and print each letter as needed.

How to Choose the Right Letterhead

Selecting the right letterhead involves several considerations. Here are the key factors to evaluate:

• Paper quality: The weight and texture matter. A standard 20–24 lb bond paper is common for everyday use, while a heavier 32 lb or cotton-fiber paper conveys a more premium feel.
• Printing method: Decide between offset (best for large quantities) and digital (best for small runs or variable data).
• Design: Ensure the header is not too cluttered. It should include all necessary contact info but leave enough white space for the body of the letter.
• Color: Full-color printing is standard, but if you are on a budget, a one- or two-color design can still look professional.
• Compatibility: If you plan to print on it with your own printer, make sure the paper is compatible with your printer type (laser or inkjet).

Common Problems and How to Avoid Them

Several issues can arise with letterhead printing. The most frequent include:

• Mismatched colors: The printed colors may not exactly match your brand’s specified Pantone colors. To avoid this, use a professional print shop that can match colors accurately, or request a proof before the final run.
• Poor alignment: If you are printing your own letterhead, misalignment can occur if the paper is not fed correctly. Always do a test print on plain paper first.
• Smudging: This is especially common with inkjet printers if the ink hasn’t dried. Use quick-dry paper or let the prints sit for a while before stacking.
• Ink bleed: On low-quality paper, ink can bleed, making text look fuzzy. Use a paper that is thick enough and has a smooth finish.

Letterhead vs. Other Stationery

Letterhead is often confused with other types of business stationery, but they serve different purposes:

• Letterhead: Used for the first page of a letter. It contains the full header.
• Second-sheet paper: Plain paper that matches the letterhead in color and weight, used for subsequent pages of a multi-page letter. It has no header.
• Envelopes: These are printed separately but should match the letterhead in design and color.
• Business cards: While they carry similar branding, they are a different format and are not part of the letterhead itself.

Costs and Budgeting

The cost of letterhead printing varies widely based on quantity, paper quality, and printing method. For digital printing, you might pay anywhere from $20 to $100 for a small batch of 100 sheets, while offset printing becomes more economical at higher volumes (e.g., 1,000+ sheets). Additional costs can include design fees if you hire a graphic designer, and proofing charges. To budget effectively, consider how many letters you send per year and whether you need letterhead for all departments or just a few.

Digital Alternatives to Traditional Letterhead

In the digital age, many businesses are moving away from physical letterhead. Instead, they use:

• PDF templates: Create a letterhead design in a word processor or design software and save it as a PDF. You can then type your letter directly on the template and email it.
• Email signatures: For electronic correspondence, a professional email signature with your logo and contact info serves a similar purpose.
• Cloud-based document tools: Services like Google Docs allow you to create a template that you can share and edit, ensuring consistency across your team.

These digital options are often more cost-effective and environmentally friendly, but they lack the tactile, formal feel of a printed letterhead.

Letterhead Template

Below is a simple, generic letterhead template you can use as a starting point. Fill in the blanks with your own information.

Frequently Asked Questions

What is the standard size for letterhead?

The standard size in North America is 8.5 x 11 inches (US Letter). In most other countries, the standard is A4 (210 x 297 mm). Always check the standard for your region.

Can I print letterhead at home?

Yes, you can print letterhead at home using a good quality inkjet or laser printer. However, for best results, use high-quality paper and ensure your printer settings match the paper type. For large quantities, professional printing is more cost-effective and consistent.

What is the best paper weight for letterhead?

For everyday use, 24 lb (90 gsm) paper is a good balance between durability and cost. For a more premium feel, choose 32 lb (120 gsm) or paper with a cotton content. Heavier paper is less likely to show text from the other side.

How do I make my letterhead look professional?

Keep the design simple and uncluttered. Use your brand colors and logo, but avoid overcrowding the header. Leave plenty of white space, and make sure all contact information is accurate and up-to-date. A clean, consistent design is the key to a professional look.

Is it better to use digital or offset printing?

It depends on your needs. Digital printing is better for small quantities (under 500), quick turnaround, and when you need to personalize each piece. Offset printing is more cost-effective for large quantities and offers the best color accuracy and detail. For most businesses, digital printing is sufficient.

Can I include a legal disclaimer on my letterhead?

Yes, you can include a legal disclaimer, but it is not required. If you do, place it in a small font at the bottom of the page. However, for legal advice on what to include, you should consult a qualified professional.

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