How to Make a Letterhead in Word

Creating a letterhead in Microsoft Word lets you reuse a professional, branded header for all your correspondence without redrawing it each time. You can add your logo, company name, address, phone, email, and website, then save it as a template so every new letter starts with the same polished look. This guide covers the steps for Word 2016 and later versions, including how to insert images, position text, and save the file as a reusable template.

What You’ll Need

• Microsoft Word (2016, 2019, 2021, or Microsoft 365)
• A logo image file (PNG or JPG) – optional but recommended
• Your business or personal contact details (address, phone, email, website)
• Basic familiarity with Word’s ribbon and toolbar

Step-by-Step

1. Open a new document. Launch Word and choose Blank document. If you prefer, start from a template but a blank one gives you full control.
2. Set your margins. Go to the Layout tab, click Margins, and select Normal (1 inch) or Narrow (0.5 inch) depending on how much space you want for the header. For most letters, 1-inch margins are standard.
3. Insert your logo. Click Insert > Pictures > This Device (or Stock Images if you don’t have a file). Select your logo and click Insert. The image will appear in the body of the document.
4. Move the logo to the header. Double-click the very top of the page (just above the first line) to open the header area. Cut the logo from the body (Ctrl+X) and paste it into the header (Ctrl+V). You can also drag it if you prefer.
5. Position the logo. Click on the logo in the header. A small layout icon (a square with arrows) will appear. Click it and choose In Front of Text or Behind Text so you can move it freely. Drag it to the left, center, or right as you like. For a classic look, place it on the left.
6. Resize the logo. Click the logo, then drag a corner handle inward to shrink it. Hold Shift while dragging to keep proportions. Aim for a height of about 0.5 to 1 inch, depending on your design.
7. Add your company name and contact details. Click next to the logo in the header. Type your company name (or your own name) and press Enter. Then type your address, phone, email, and website, each on a new line. Use the Home tab to adjust font, size, and color. A common choice is a bold, larger font for the name (e.g., 16–20 pt) and a smaller, lighter font for the details (e.g., 10–11 pt).
8. Align the text. If you want the text to sit beside the logo, use the Tab key or set a right-aligned tab stop. Simpler: select the text and use the alignment buttons (left, center, right) on the Home tab. For a centered logo, center the text as well.
9. Add a horizontal line (optional). Place your cursor below the last line of header text. Go to Home > Borders (the icon looks like a square with a line at the bottom) and choose Bottom Border. This creates a clean separator between the header and the letter body.
10. Adjust header spacing. With the header open, go to the Header & Footer tab (appears when you’re in the header). In the Header from Top box, set a value like 0.3–0.5 inches so the header sits closer to the page edge. Also adjust the Footer from Bottom if you plan to add a footer.
11. Close the header. Click Close Header and Footer on the ribbon, or double-click anywhere in the main document.
12. Save as a template. Click File > Save As. Choose a location (e.g., your Documents folder). In the Save as type dropdown, select Word Template (*.dotx). Name it something like “My Letterhead” and click Save.
13. Test your template. Open the saved .dotx file. You’ll see your letterhead at the top. Type a test letter below it. The header will appear on every page automatically. If you want the header only on the first page, go to the Header & Footer tab and check Different First Page.
14. Use the template for future letters. When you need to write a letter, open the .dotx file, type your content, and save it as a regular .docx file (choose Word Document in the save type). This keeps your template untouched.

Common Mistakes

• Placing the logo in the body instead of the header. This causes the logo to move when you type, and it won’t repeat on subsequent pages.
• Forgetting to set the image to float. If the logo is inline (default), it will push text down and be hard to position. Always set it to In Front of Text or Behind Text.
• Using too many fonts. Stick to one or two fonts to keep the letterhead professional. Mixing many fonts looks messy.
• Making the header too tall. A huge header wastes space and pushes your letter content down. Keep it compact – under 2 inches is typical.
• Saving as a .docx instead of a .dotx. If you save as a document, you’ll overwrite your letterhead every time you use it. Always save the master as a template.

Tips

• Use a high-resolution logo. A blurry logo looks unprofessional. Use a PNG with transparent background if possible.
• Match your brand colors. Use the same colors as your logo for text or lines. To pick a custom color, click the font color dropdown > More Colors and enter your brand’s RGB values.
• Add a footer with page numbers. In the footer, insert Page Number from the Insert tab. This is useful for multi-page letters.
• Consider a second page header. If your letters are long, you might want a smaller header on subsequent pages. Use Different First Page for a full header on page 1 and a simple one on later pages.
• Keep it simple. A clean, minimal letterhead is more professional than one crammed with graphics. Leave white space.

Troubleshooting

• Logo won’t move. If you can’t drag the logo, it’s probably in line with text. Click the image, then click the layout icon and choose a text wrapping style like Square or In Front of Text.
• Header appears on every page but you only want it on the first. Double-click the header to open it, go to the Header & Footer tab, and check Different First Page. Then remove the header content from the second page header (the one labeled “Default Header”).
• Text and logo overlap. Increase the header height by adding a few blank lines after the logo, or reduce the logo size. Also ensure the text wrapping is set to Square or Top and Bottom so they don’t collide.
• Template doesn’t open as a new document. When you double-click a .dotx file, Word opens a new document based on it. If it opens the template itself, go to File > New and search for your template under Personal.
• Header line disappears when you close the header. This usually means the line is not a border but a graphic. Use the Bottom Border method described in step 9 to ensure it stays.

Frequently Asked Questions

Can I use a letterhead I made in Word for email?

Yes, but it’s not recommended. Email clients often strip formatting. Instead, create a simple email signature with your logo and contact info. If you must use the letterhead, save it as an image and insert it as a signature, but test it in your email client first.

How do I add a logo that has a background color?

If your logo has a solid background that clashes with white paper, you can remove it in Word. Click the image, go to Picture Format > Remove Background. Use the tools to mark areas to keep or remove. This works best with simple logos.

Can I make a letterhead without a logo?

Absolutely. You can use just text – your name, address, phone, email – styled nicely with a font and a horizontal line. Many professional letterheads are text-only.

Why does my header move when I type in the body?

That happens if the header content is not anchored. The header is separate from the body, but if you placed the logo in the body (not in the header), it will move. Ensure everything you want in the letterhead is inside the header area (double-click the top of the page to edit it).

How do I make the letterhead appear on every page?

By default, headers repeat on every page. If you want it on all pages, don’t check Different First Page. If you want it only on the first page, check that option and leave the second-page header blank.

Can I share my letterhead template with colleagues?

Yes, send them the .dotx file. They can open it and use it as a template. If you want to prevent editing, save it as a .dotx but note that Word doesn’t have a strong read-only feature. You can also save as a PDF for sharing, but then it’s not editable.

Template

If your letter involves legal, tax, or financial matters, consult a qualified professional to ensure compliance.

Related

• Creative Lettering Ideas: 10 Styles to Try
• Pictures of Lettering: Styles, Tools, and Uses
• Creating a Letterhead in Word: Step-by-Step