Custom letterhead stationery is professionally printed paper that carries your name, logo, and contact details at the top, used for formal correspondence and branding. This guide covers what it is, how to order it, what it costs, and how to avoid common mistakes.
What Is Custom Letterhead Stationery?
Letterhead is the pre-printed heading on a sheet of paper, typically placed at the top margin. It usually includes a logo, business name, address, phone number, email, and website. Custom letterhead means you control the design, paper stock, and printing method, rather than using a generic template from a store.
Businesses use letterhead for invoices, contracts, proposals, press releases, and formal letters to clients or government agencies. Non-profits and individuals also order letterhead for cover letters, reference requests, or personal correspondence that needs a polished look. The key difference from plain paper is the consistent branding that reinforces who you are on every page.
How Custom Letterhead Is Made
The process starts with a design file, usually a PDF or a vector format like AI or EPS. You can create it yourself with design software, hire a freelance designer, or use a template from a printing service. The file must include a bleed (extra margin) if the design extends to the edge of the paper, and it should be set to the correct trim size, commonly 8.5 x 11 inches in North America or A4 elsewhere.
Once the file is ready, you choose a printing method:
- Digital printing – fast and affordable for small runs (50–500 sheets). Uses toner or liquid ink.
- Offset printing – higher quality for large runs (1,000+ sheets). Uses plates and wet ink, giving sharper colors.
- Thermography – a resin powder that creates a raised, glossy effect. Cheaper than engraving but similar look.
- Engraving – the most premium method, where the design is etched into a metal plate and pressed into the paper. Expensive but tactile.
After printing, the sheets are cut to size, and some services offer scoring for folding or perforation if needed. Turnaround time ranges from 24 hours for rush digital orders to two weeks for engraved stationery.
How to Choose Paper Stock and Finish
Paper weight is measured in pounds (lb) or grams per square meter (gsm). Standard business letterhead is 24 lb (90 gsm) or 32 lb (120 gsm). Heavier paper feels more substantial and resists ink bleed, but it costs more and may not feed through a home printer if you need to print on it later.
Finish matters too:
- Wove – smooth, matte, and the most common for letterhead.
- Laid – has subtle parallel lines, giving a traditional, textured look.
- Linen – a crosshatch texture that feels like fabric.
- Felt – a soft, mottled texture from a felt roller during manufacturing.
- Gloss or satin – coated papers that make colors pop but can be harder to write on with a ballpoint pen.
If you plan to print letters on the same paper later, choose an uncoated stock that works with laser or inkjet printers. Coated papers can smudge or repel toner.
What Should Be on Your Letterhead?
A standard letterhead includes your legal business name, logo, street address, city, state, ZIP code, phone number, email, and website. You may also add a tagline, social media handles, or a tax ID if required by your industry. But avoid cluttering the header – too much information looks messy and reduces the space for your message.
For legal documents like contracts, include your registered agent address if different from your mailing address. For medical or financial letters, you might need a license number or compliance statement. When in doubt, check what your industry peers use or ask a professional. If your situation involves legal, tax, or financial requirements, consult a qualified professional.
Also consider adding a footer with a secondary line for your website or a confidentiality notice. Many businesses put their address in the footer and only the logo and name at the top, which can look more modern and leaves more room for the letter body.
Common Mistakes and How to Avoid Them
One frequent error is ordering letterhead without a bleed, which leaves a white edge when the design is cut. Another is using a low-resolution logo that looks pixelated in print – always use a vector or a 300 DPI image. Also, check that your contact details are current before sending the file to print; a typo in a phone number is costly to fix.
People often forget to order matching envelopes and business cards. While not strictly necessary, a coordinated set looks more professional. If you print letterhead at home, test a sheet first to ensure the printer doesn’t jam or smudge. For professional results, consider a print shop that offers a proof before the full run.
Costs and Ordering Quantities
Pricing varies widely. Digital printing on standard 24 lb paper for 500 sheets might cost $50–$150. Offset printing for 1,000 sheets could be $200–$400, with the per-sheet cost dropping as quantity increases. Thermography and engraving cost more – engraving can start at $500 for 500 sheets. Design services add $50–$500 depending on complexity.
Ordering quantity depends on usage. A solo freelancer might only need 250 sheets a year, while a law firm could use 5,000. Most printers offer tiered pricing, so compare per-sheet costs at 250, 500, 1,000, and 2,500. Also factor in shipping and whether you need matching envelopes – those are usually sold separately.
Alternatives to Traditional Letterhead
If you rarely send physical mail, consider a digital letterhead as a PDF template. You can create one in a word processor or design tool and type your letters directly, then email them or print on demand. This saves money and storage space. Many businesses use a hybrid approach: keep a small stock of printed letterhead for formal occasions and use digital for routine emails.
Another alternative is a letterhead stamp or a watermark that you apply to plain paper, but that looks less professional and is hard to align. For a one-time event, you might use a local print shop that offers same-day service, but quality may vary. If you need a cohesive brand, include letterhead in your overall identity package alongside business cards and envelopes.
Template
Use this blank template to design your own letterhead. Replace the underscores with your details.
| Field | Your Information |
|---|---|
| Logo | _________________________ |
| Company Name | _________________________ |
| Street Address | _________________________ |
| City, State, ZIP | _________________________ |
| Phone | _________________________ |
| _________________________ | |
| Website | _________________________ |
Sample (fictional): Acme Consulting, 123 Main St, Springfield, IL 62701, (555) 123-4567, info@acme.example, www.acme.example
Frequently Asked Questions
What is the standard size for letterhead?
In North America, the standard is 8.5 x 11 inches. In most other countries, it’s A4 (210 x 297 mm). Always confirm with your printer which size they use, as mixing them up can cause cutting issues.
Can I print letterhead at home?
Yes, if you have a good inkjet or laser printer and use the right paper. However, home printers often have alignment issues with logos, and the ink may not be as sharp or durable as professional printing. For a polished look, use a print shop.
How long does it take to get custom letterhead?
Digital printing can be as fast as 24–48 hours plus shipping. Offset printing takes 5–10 business days. Engraving can take 2–3 weeks. Always order well in advance of when you need it.
Do I need a logo to order letterhead?
No, you can use just text with your business name and contact details. But a logo adds professionalism and brand recognition. If you don’t have one, many printers offer simple text-only designs.
What is the difference between letterhead and a business card?
Letterhead is for formal letters and documents, providing a branded background for your message. A business card is a compact card with your contact info for networking. They usually share the same logo and colors for consistency.
Can I use letterhead for personal correspondence?
Absolutely. Individuals use letterhead for cover letters, reference requests, or even wedding thank-you notes. Just include your name, address, and contact info instead of a company logo.