To create a letterhead in Word, open a new document, insert your logo and text into the header area, and save it as a template. This lets you reuse the design for every letter without redoing the layout.
Why Use a Letterhead?
A letterhead is more than decoration—it’s a professional signal. It tells the recipient who sent the letter, how to reach them, and that the content is official. Whether you run a small business, write freelance proposals, or handle correspondence for a club, a consistent letterhead builds trust and saves time.
Word’s header feature is ideal because it repeats on every page automatically. You only design it once, and it appears at the top of each new page. This is far more efficient than adding text manually to every document.
How to Set Up the Header
- Open a blank Word document.
- Double-click the top margin area, or go to Insert > Header > Edit Header.
- Insert your logo: Insert > Pictures, then choose a file. Resize it to about 1–1.5 inches tall.
- Type your company name, address, phone, email, and website. Use tabs or a table to align them neatly.
- Add a horizontal line below the header: Home > Borders > Bottom Border.
- Close the header by double-clicking the main document area.
For a two-line header, use a table with invisible borders. Insert a 1×2 table, place the logo in the left cell and text in the right, then remove the borders. This keeps alignment stable.
Choosing the Right Layout
Think about how your letterhead will be used. A centered logo with text underneath looks formal. A left-aligned logo with text to the right is common for business. For a modern look, place the logo at the top left and contact details at the top right, with a thin rule underneath.
Keep it simple: too many fonts or colors distract. Use two fonts max—one for the name, one for contact info. Black, white, and one accent color is a safe palette. Ensure the design works in grayscale if someone prints it on a black-and-white printer.
Common Problems and Fixes
- Header not appearing on page 1? Check “Different First Page” under Header & Footer Tools. If it’s enabled, the first page header is separate.
- Logo looks pixelated? Use a high-resolution image (300 DPI or more) and place it at actual size, not enlarged.
- Text overlaps the header? Adjust the header height by dragging the bottom edge of the header area, or increase the top margin of the body.
- Line won’t stay under text? Select the paragraph in the header, then apply a bottom border via Home > Borders.
Saving as a Template
Once your letterhead looks right, save it as a Word template (.dotx). Go to File > Save As, choose “Word Template” from the file type dropdown, and name it something like “CompanyLetterhead.” Word will store it in your custom templates folder. To use it, go to File > New > Personal and select your template. A new document opens with your letterhead already in place.
If you prefer a simpler method, save the file as a normal .docx and just copy it each time you write a letter. That works, but you risk accidentally editing the original. Templates are safer.
Template Example
| Logo | Company Name |
|---|---|
| Address: _________________________ | Phone: _________________________ |
| City, State ZIP: __________________ | Email: _________________________ |
| Website: _________________________ |
Sample (fictional): Acme Consulting, 123 Business Rd., Springfield, IL 62701, (555) 123-4567, info@acme.example.com
Costs and Alternatives
Creating a letterhead in Word costs nothing if you already have Office. You can also use free online tools like Google Docs, which has a similar header feature. For more design control, use Canva or Adobe Express—both offer free tiers with letterhead templates. If you need a professional print run, a graphic designer can create a custom letterhead, but that’s usually overkill for most small businesses.
Printing on pre-printed letterhead is another option, but it’s less flexible. A digital letterhead lets you edit details easily and email documents without reprinting.
Frequently Asked Questions
How do I add a logo to the header?
Double-click the header, go to Insert > Pictures, select your logo file, and resize it. Use the corner handles to keep proportions. If the logo has a white background, consider using a PNG with transparency.
Can I use a letterhead in Word for email?
Yes, but it’s not recommended. Email clients strip headers and formatting. Instead, attach the letter as a PDF or copy the content into the email body without the header.
Why is my header not showing on the second page?
By default, headers repeat on all pages. If it doesn’t, check “Link to Previous” in the Header & Footer Tools. You may have accidentally broken the link between sections.
How do I make the letterhead appear on every page?
It already does if you placed it in the header. If you want it only on the first page, enable “Different First Page.” For all pages, leave that option unchecked.
Can I create a letterhead without a logo?
Absolutely. Use text only—your name, address, and contact info in a clean font. Add a horizontal line or a colored shape for visual interest.
What file format should I save the logo in?
Use PNG for web and print, or SVG for vector quality in newer Word versions. Avoid JPG because it compresses and loses sharpness. If your logo has text, a vector file is best.