Company letterhead printing is the process of producing pre-printed stationery that displays your business name, logo, and contact details at the top of a page, and it is most cost-effective when ordered in bulk from a commercial printer. This article explains the key decisions—paper, printing method, design, and cost—so you can order letterhead that looks professional and serves your business for years.
What Is Company Letterhead?
Letterhead is the heading at the top of a sheet of paper used for official business correspondence. It typically includes the company name, logo, address, phone number, email, and sometimes a website or tagline. The purpose is twofold: it identifies the sender and it conveys a level of professionalism and legitimacy. While digital documents have reduced the volume of printed letters, letterhead is still essential for contracts, invoices, legal notices, and formal proposals. Many clients and partners expect to see a polished, branded header on any physical document they receive.
How Letterhead Printing Works
Commercial printing of letterhead involves a few standard steps. You start with a design file—usually a PDF—that includes your logo and contact information. The printer then uses one of several methods to transfer that design onto paper. The two most common are:
- Offset printing: Ink is transferred from a plate to a rubber blanket, then onto paper. It delivers sharp, consistent results and is economical for large quantities (typically 1,000+ sheets).
- Digital printing: The design is printed directly from a digital file, similar to a high-end office printer. It is faster and cheaper for short runs (100–500 sheets) and allows for easy customization of each sheet.
After printing, the sheets are cut to standard sizes (usually 8.5″ x 11″ in North America or A4 elsewhere) and packaged. Some printers also offer additional finishing like embossing, foil stamping, or a spot UV coating for a premium feel.
How to Choose the Right Paper
Paper choice is the most important physical decision in letterhead printing. The weight, texture, and brightness affect both the look and the feel of your stationery. Here are the key factors:
- Weight: Measured in pounds (lb) for bond paper or grams per square meter (gsm). Standard office paper is 20 lb (75 gsm). For letterhead, 24 lb (90 gsm) or 28 lb (105 gsm) feels more substantial and less flimsy.
- Brightness: A higher brightness (96–100) makes colors pop and text appear crisper. Lower brightness (92–95) has a warmer, more classic look.
- Finish: Smooth (or wove) is the most common and works well for laser and inkjet printers. Linen or laid finishes add a subtle texture that can look elegant but may not be suitable for all printers.
- Cotton content: Cotton paper (25% or 100%) is more durable and has a luxurious feel. It is often used by law firms, financial advisors, and high-end businesses.
If you plan to print on the letterhead with a laser or inkjet printer, choose a paper that is explicitly compatible with that technology to avoid smudging or jamming.
Design Considerations
A well-designed letterhead should be clean, readable, and consistent with your brand. The header typically occupies the top 1–2 inches of the page, but you have options:
- Centered header: Classic and formal; logo and text are centered at the top.
- Left-aligned header: Modern and easy to scan; often includes a horizontal rule under the header.
- Side header: Places the logo and contact info in a left or right column, leaving more room for the body of the letter.
Keep the design simple. Too many colors or fonts can look cluttered and may increase printing costs. Use your brand’s official colors and fonts, and ensure the logo is high-resolution (at least 300 DPI) to avoid pixelation. Remember that letterhead is often printed in black and white when faxed or photocopied, so your design should remain legible without color.
Common Problems and How to Avoid Them
Several issues can arise with letterhead printing, but most are preventable:
- Misaligned logo or text: Always request a proof before the full run. Check that the header is centered and that no text is cut off.
- Ink smudging: This can happen with digital printing on coated paper. Ask for a paper that is rated for the printing method you choose.
- Color mismatch: The colors on your screen may not match the printed output. Use Pantone (PMS) colors if you need exact brand consistency, and ask for a physical proof.
- Paper curling: This occurs when the paper is too thin or the ink coverage is heavy. Heavier paper (24 lb or more) usually solves the problem.
- Compatibility with office printers: Some textured or coated papers do not work well in laser printers. Test a sample before ordering a large quantity.
To avoid these issues, order a small sample run (25–50 sheets) first, or ask the printer for a physical proof before committing to the full order.
Costs and Quantity Considerations
The cost of letterhead printing varies widely based on paper quality, printing method, quantity, and finishing. As a rough guide:
- Digital printing: For 100 sheets of 24 lb paper, expect to pay $30–$60. For 500 sheets, $60–$120.
- Offset printing: For 1,000 sheets, $100–$250; for 5,000 sheets, $300–$700. The per-sheet cost drops significantly with volume.
- Premium options: Cotton paper, foil stamping, or embossing can add $50–$200 or more to the total, depending on the complexity.
Ordering in bulk is usually cheaper per sheet, but only if you will actually use the stationery. Business information changes—phone numbers, addresses, or logos—so printing too many sheets can lead to waste. A common recommendation is to order a 6–12 month supply.
Digital Alternatives to Printed Letterhead
With the rise of digital communication, many businesses use electronic letterhead for PDFs and emails. You can create a digital version of your letterhead in a word processor or design software and save it as a template. This allows you to generate professional-looking letters without printing. However, for physical mail—especially legal documents or formal invitations—printed letterhead remains the expected format. Another alternative is to use a letterhead service that offers both print and digital versions, ensuring consistency across all channels.
Template
Your Company Name
123 Business Road, Suite 100
City, State 12345
Phone: (555) 123-4567 | Email: info@yourcompany.com
| Date | _________________________ |
|---|---|
| Recipient | _________________________ |
| Company | _________________________ |
| Address | _________________________ |
Dear [Recipient Name],
_______________________________________________
_______________________________________________
_______________________________________________
Sincerely,
_________________________
Your Name
Your Title
Sample (fictional): “Acme Consulting, 456 Oak Ave, Springfield, IL 62704, (555) 987-6543, info@acme.com” in the header, and a body that reads “Dear Ms. Johnson, We are pleased to confirm our meeting on March 15th at 10 AM. Please bring the signed contract. Sincerely, Jane Smith, Senior Partner.”
Frequently Asked Questions
What is the standard size for letterhead?
The standard size in North America is 8.5 x 11 inches (Letter). In most other countries, A4 (210 x 297 mm) is the norm. Always confirm with your printer which size they use, especially if you are ordering from an international company.
Can I print letterhead on my own laser printer?
Yes, you can print letterhead on a laser or inkjet printer, but it is only practical for small quantities. If you need more than a few dozen sheets, commercial printing is more cost-effective and gives a more polished result. Also, ensure your printer can handle the paper weight and finish.
How many sheets should I order?
Order enough for 6–12 months of use. Estimate how many letters you send per month and multiply by 12. If you are unsure, start with 500 sheets—that is enough for a small business to last several months. Ordering more than 1,000 sheets is only wise if you send a high volume of mail.
What is the difference between letterhead and a business card?
Letterhead is a full sheet of paper with your branding at the top, used for letters and documents. A business card is a small card with your contact information, used for networking. They share the same brand elements but serve different purposes; both should be consistent in design.
Can I use a digital letterhead for official documents?
Yes, digital letterhead is widely accepted for PDF documents and emails. For physical mail, you can print the digital letterhead on your own printer, but it may not look as crisp as professionally printed letterhead. For legal documents, check with the recipient or a lawyer if a physical signature is required.
How do I ensure my letterhead looks professional?
Use high-quality paper (24 lb or heavier), keep the design clean and uncluttered, and ensure your logo is sharp. Request a proof before the full print run, and test that the paper works in your office printer. If you are not confident in your design skills, hire a professional designer or use a template from a reputable source.