Business Letterhead Format Word: Setup Guide

The standard business letterhead format in Microsoft Word places your company name, logo, address, phone, email, and website at the top of the page, typically within the top 1 to 2 inches of the document. You can build this once as a reusable template using the header area, which automatically repeats on every page you add.

What a Standard Letterhead Includes

A professional letterhead is not just decoration; it is a legal and branding requirement for most business correspondence. The core elements are consistent across industries, though the order and style can vary. A typical layout contains:

• Company legal name – as registered, not a nickname or abbreviated version.
• Logo – a high-resolution image (300 DPI or higher) placed at the top-left or top-center.
• Physical street address – a P.O. Box alone is often insufficient for legal notices.
• Phone number and email – use a main line, not a personal mobile unless you are a sole proprietor.
• Website URL – include the full domain (www.yourcompany.com).
• Optional: Tax ID or registration number – required in some jurisdictions for invoices, but not always on general letters.

Do not include social media handles unless your business relies on them for customer service. Clutter reduces readability and makes the letterhead look amateurish.

How to Create a Letterhead in Word

Microsoft Word gives you two main paths: using the built-in header tool or building a table-based layout. The header method is the most reliable because it locks the content to the top margin and repeats automatically. Here is the step-by-step process for Word 2016 and later versions:

1. Open a blank document and go to the Insert tab.
2. Click Header and choose the Blank option (not one of the pre-designed templates unless you want their styling).
3. Insert your logo by clicking Pictures and selecting your file. Resize it to about 1 to 1.5 inches tall.
4. Type your company name next to or below the logo. Use a large font (16–20 pt) in a bold, professional typeface like Arial, Calibri, or Georgia.
5. Add a single horizontal line below the header content by going to Home > Borders > Bottom Border.
6. Type your address, phone, email, and website on one or two lines beneath the name, using a smaller font (9–11 pt).
7. Close the header by double-clicking in the main document area.
8. Save the file as a Word Template (.dotx) by choosing File > Save As and selecting “Word Template” from the file type dropdown.

If you need the letterhead only on the first page (common for formal letters with a separate second-page header), check the box for Different First Page in the Header & Footer Tools design tab.

Choosing the Right Layout and Fonts

The layout you choose should match your industry. A law firm or bank needs a conservative, centered or left-aligned block with serif fonts. A tech startup can use a modern sans-serif with a larger logo. The two most common layouts are:

• Top-centered – logo and name centered, contact info in a single line below. This is traditional and works well for formal correspondence.
• Top-left aligned – logo on the left, text block to its right. This is more modern and gives the body of the letter more space.

For fonts, limit yourself to two families maximum. Use one for the company name (often a display or bold font) and one for the body text. Never use Comic Sans, Papyrus, or other novelty fonts on a professional letterhead. The color palette should match your logo; if your logo is black and white, keep the letterhead monochrome.

Common Problems and How to Fix Them

Even experienced Word users run into issues with letterheads. The most frequent problems are:

• Logo shifts between pages – This happens when you insert the logo as a floating object instead of inline. Fix it by clicking the logo, selecting Wrap Text > In Line with Text.
• Header content pushes the body down too far – Reduce the top margin in Layout > Margins > Custom Margins. Set the top margin to 0.5–0.7 inches and the header distance to 0.3–0.5 inches.
• Contact information wraps awkwardly – Use a single-row table inside the header with invisible borders. Place the logo in one cell, text in another, and set the table width to 100%.
• Letterhead does not appear on page 2 – This is intentional if you enabled “Different First Page.” If you want it on all pages, uncheck that box.
• File prints with a gray background – Your logo may have a white background that prints as gray. Save the logo as a PNG with a transparent background.

Letterhead Template

Sample (fictional): “Maple Grove Landscaping, 88 Greenway Ave, Portland, OR 97201, (503) 555-0199, info@maplegrove.example” would replace the placeholder text above.

Letterhead vs. Business Cards vs. Email Signatures

People often confuse these three branding tools. A letterhead is for physical or PDF letters and formal documents. A business card is a compact contact tool for networking. An email signature is a digital block appended to emails. They should share the same logo and colors, but they are not interchangeable. Do not put your full street address on an email signature if you work from home; a letterhead, however, should always have a physical address for legal correspondence. Conversely, do not put your email signature’s tagline or social icons on a formal letterhead.

Costs and Free Alternatives

Creating a letterhead in Word is free if you already have the software. The only costs are your logo design (if you hire a professional) and possibly premium fonts. If you do not have Word, free alternatives include Google Docs (which has a similar header feature) and LibreOffice Writer. Online template marketplaces sell pre-designed letterhead templates for a few dollars, but you can achieve the same result with a blank document and 15 minutes of work. For a professional logo, freelance designers typically charge between $50 and $500 depending on complexity, but you can also use a simple text-based logo (your company name in a distinctive font) to avoid that cost entirely.

Frequently Asked Questions

How do I make a letterhead with a logo in Word?

Insert your logo into the header area using the Insert > Pictures command. Resize it to about 1.5 inches tall, then set its text wrapping to “In Line with Text” so it stays anchored. Place your company name and contact details next to or below it, then close the header.

What is the standard size of a business letterhead?

The letterhead itself is not a separate size; it is the top section of a standard US Letter (8.5 x 11 inches) or A4 (210 x 297 mm) page. The header content typically occupies the top 1 to 2 inches, leaving at least 1 inch of white space before the body text begins.

Should a letterhead be on every page of a multi-page letter?

Usually not. The first page carries the full letterhead. Subsequent pages should have a simple running header with the page number and recipient name or the company name only. In Word, enable “Different First Page” in the header settings to achieve this.

Can I use a letterhead template from Word’s built-in gallery?

Yes, but they often contain generic placeholder graphics that look dated. It is usually faster to build your own from a blank header, which gives you full control over fonts, colors, and logo placement. If you use a built-in one, replace all placeholder text and images before saving.

What is the best file format to save a letterhead template?

Save the editable version as a .dotx (Word Template) file. When you need to send a letter, create a new document from that template and export it as a PDF. Never send the .dotx file to a client, as they may accidentally edit it.

Do I need to include my email address on a letterhead?

Yes, in most modern business contexts. Email is now the primary method of reply for many recipients. If you omit it, you force the reader to call or mail a reply, which can slow down business. Include at least one direct email address, not a generic “info@” unless you check it daily.

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