To add a letterhead in Word, insert your design into the header area of the document so it repeats on every page. You can use a built-in template, create your own with shapes and text boxes, or import a pre-made image.
What a Letterhead Does
A letterhead is the printed or digital heading at the top of a letter that identifies the sender. It typically includes the company name, logo, address, phone number, email, and sometimes a website or tagline. In a Word document, the letterhead appears in the header, which is the margin area above the main text. Because the header repeats automatically, you only need to set it up once and it will appear on every page—unless you choose to make the first page different.
Many people confuse a letterhead with a full-page design. A true letterhead only occupies the top portion of the page, usually the first 1–2 inches. The rest of the page is left blank for the body of the letter. This distinction matters because a cluttered header can push your content down and make the letter look unprofessional.
Why Use the Header Instead of Typing at the Top
If you simply type your company name and address at the top of the page, it will only appear on that first page. When your letter runs to a second page, the second page will have no letterhead. By placing the letterhead in the header, it automatically repeats on every page. This is especially important for formal business letters, legal documents, or any multi-page correspondence where consistency matters.
Another advantage of the header method is that it keeps your letterhead separate from the body text. You can format the header independently—different font, color, or alignment—without affecting the main content. If you need to edit the letterhead later, you just double-click the header and make changes; the body text remains untouched.
Step-by-Step: Inserting a Pre-Made Letterhead Image
If you have a letterhead designed in another program (like Canva, Photoshop, or a PDF), you can insert it as an image into the header.
- Open a new Word document.
- Double-click the top margin area to open the header. The header will be outlined with a dashed line.
- On the Insert tab, click Pictures and choose This Device (or Stock Images if you want to use a built-in graphic).
- Select your letterhead image file and click Insert.
- Resize the image so it fits within the header area. You can drag the corner handles while holding Shift to keep proportions.
- If the image is too large, it will push the body text down. Adjust the header height by dragging the bottom edge of the header area upward or by changing the Header from Top measurement in the Header & Footer tools.
- Click Close Header and Footer (or double-click outside the header) to return to the document body.
If your letterhead image includes a logo and text, make sure it has a transparent background (PNG format) so it blends with the white page. If it has a white box around it, you may need to edit the image in a photo editor first.
Creating a Letterhead from Scratch in Word
You can build a simple letterhead entirely in Word using shapes, text boxes, and colors. This gives you full control and avoids the need for external software.
- Logo: Insert a small image or use Word’s Icons (Insert > Icons) to add a simple graphic.
- Company Name: Type the name in a large font, bold, and perhaps in a brand color.
- Contact Info: Use a smaller font for address, phone, email, and website. You can align it to the right or left.
- Divider Line: Insert a horizontal line (Home > Borders > Bottom Border) to separate the letterhead from the body.
To place elements precisely, use a text box (Insert > Text Box > Draw Text Box). Text boxes allow you to position the company name and contact details anywhere in the header without affecting the body. You can also use a table with invisible borders to align items side by side.
For a more polished look, add a subtle background color to the header area. Double-click the header, then use Header & Footer > Header > Blank to choose a pre-designed header with a colored band. You can then customize the text and colors.
Using Built-In Word Templates
Word includes several letterhead templates that you can customize. To access them:
- Click File > New.
- In the search box, type letterhead (or business letter).
- Browse the available templates. Many are free; some are premium.
- Select one and click Create.
These templates are fully editable. You can replace the placeholder text with your own information, change colors by modifying the theme (Design > Colors), and swap the logo with your own image. Note that some templates may require you to sign in to your Microsoft account to download.
If you use a template, remember to check the header area—some templates have the letterhead in the header, while others place it as a floating object on the page. If it’s not in the header, it won’t repeat on subsequent pages.
Making the First Page Different
Sometimes you want the first page to have a full letterhead, but subsequent pages to have a simple header (like just the page number or a short company name). To do this:
- Double-click the header to open it.
- In the Header & Footer tab, check the box Different First Page.
- Now you can design the first-page header separately. The header on page 2 and beyond will be blank (or you can add a simple one).
This is useful for formal letters where the second page should not have the full address block, just a small identifier and page number.
Common Problems and Fixes
- Letterhead pushes body text down too far: Reduce the header height. In the Header & Footer tab, lower the Header from Top value (e.g., from 0.5″ to 0.3″). Also, make sure the image is not too tall.
- Image moves when typing: If your letterhead image is in the body of the document, it will shift as you type. Move it to the header by cutting and pasting it there.
- Letterhead appears on every page, but you only want it on the first: Use the Different First Page option as described above.
- The header line is too thick or thin: Select the line, go to Format > Borders and Shading, and adjust the width and style.
- Logo is pixelated: Use a high-resolution image (at least 300 DPI) for print. For screen-only documents, 150 DPI is acceptable.
- Text in the header is not aligned with the body: Use text boxes or a table to align elements precisely. You can also set tab stops in the header ruler.
Template
Here is a simple letterhead template you can copy and paste into Word. Replace the underscores with your information.
| COMPANY NAME | |
| Address: _________________________________ City, State ZIP: ___________________________ |
Phone: _________________ Email: _________________ Website: _______________ |
Sample (fictional):
| Acme Consulting | |
| 123 Business Rd. Springfield, IL 62704 |
(555) 123-4567 info@acme.example www.acme.example |
To use this template, copy the table into your Word document’s header. Then adjust the font, colors, and add your logo.
Frequently Asked Questions
How do I add a letterhead to an existing document?
Double-click the top margin to open the header, then insert your letterhead image or text. The letterhead will appear on all pages of that document. If you want it only on the first page, check Different First Page in the Header & Footer tab.
Can I use a PDF as a letterhead in Word?
Yes, but not directly. You need to convert the PDF to an image (PNG or JPG) first. You can take a screenshot or use a PDF-to-image converter. Then insert that image into the header.
Why does my letterhead image move when I type?
If the image is in the body of the document, it will move as you add or delete text. Move it to the header by cutting and pasting it there. In the header, it stays fixed relative to the top of the page.
How do I make the letterhead appear on only the first page?
Open the header, then in the Header & Footer tab, check the box labeled Different First Page. Now you can design the first-page header separately. The other pages will use a different (or blank) header.
Can I add a letterhead to a Word document on a Mac?
Yes, the steps are the same. Double-click the top margin to open the header, then insert your image or text. The Header & Footer tab appears when you are in the header area.
How do I remove a letterhead from a Word document?
Double-click the header, select all the elements (Ctrl+A or Cmd+A), and press Delete. If the letterhead is in the body, select it and delete it. Then close the header.
Final Tips
Always save your letterhead as a Word template (.dotx) if you plan to use it repeatedly. Go to File > Save As and choose Word Template. Then you can start new documents from that template and the letterhead is already there.
If you need a letterhead for legal or official correspondence, make sure it includes your full legal name, address, and contact information. For a business, include the registered company name and registration number if required in your jurisdiction. For any specific legal or financial documents, consult a qualified professional to ensure compliance.