How to Add a Letterhead in Word: Step-by-Step

Adding a letterhead to your Word document gives it a professional, branded look for business correspondence, proposals, or official letters. This guide shows you how to create a reusable letterhead using headers and footers, so it appears on every page automatically. You’ll need Microsoft Word (2016 or later) and your logo or company name ready.

What You’ll Need

• Microsoft Word installed on your computer
• Your logo image file (PNG or JPG) if you have one
• Company name, address, phone, email, and website details
• A font and color scheme that matches your brand (optional)

Step-by-Step

1. Open a new or existing document in Word where you want the letterhead.
2. Go to the Insert tab on the ribbon at the top.
3. Click Header (in the Header & Footer group) and choose Blank from the dropdown. This opens the header area at the top of the page.
4. Insert your logo: Click Pictures (in the Header & Footer Tools tab that appears) and select your logo file. Resize it by dragging the corner handles to about 1-1.5 inches tall.
5. Position the logo: Click on the logo, then use the alignment options in the Home tab (or drag it) to place it left, center, or right. For a classic look, put it on the left.
6. Add your company name and contact details: Click next to the logo and type your company name, address, phone, email, and website. Format the text using the Home tab—choose a font size (e.g., 10-12 pt) and color that matches your brand.
7. Add a horizontal line (optional): Place your cursor below the text, go to Home tab, click the Borders button (the square with a line at the bottom) and choose Bottom Border. This creates a clean separator.
8. Close the header: Double-click anywhere in the main document area (or click Close Header and Footer on the Header & Footer Tools tab). Your letterhead now appears on every page.
9. Save as a template (recommended): Go to File > Save As, choose Word Template (*.dotx) from the file type dropdown, and save it. This lets you reuse the letterhead for future documents.
10. Test it: Type a few lines in the document and scroll through pages to confirm the letterhead appears consistently.

Common Mistakes

• Putting the letterhead in the body instead of the header—this makes it appear only on the first page and can shift when you edit.
• Using a huge logo that takes up too much space, pushing your content down.
• Forgetting to close the header—you might accidentally type in the header area, and your text will repeat on every page.
• Not saving as a template, so you have to recreate it each time.
• Overlapping text and logo if you don’t use proper spacing or alignment.

Tips

• Use a high-resolution logo (at least 300 DPI) to avoid pixelation when printed.
• Keep the letterhead compact—ideally under 2 inches tall—so it leaves room for your content.
• Use a footer for page numbers, but keep the letterhead in the header to avoid clutter.
• If you want a different letterhead on the first page (e.g., for a cover letter), check the Different First Page box in the Header & Footer Tools tab.
• For a more polished look, use a single accent color for the line and text, and match it to your logo.

Troubleshooting

• Letterhead not showing on all pages: Make sure you inserted it in the header (not the body). Double-click the top of any page to open the header and verify it’s there.
• Logo appears cut off: Resize the logo to be smaller, or increase the header height by dragging the bottom edge of the header area (the dotted line) downward.
• Text and logo overlap: Click on the logo, then go to the Format tab (Picture Tools) and choose Wrap Text > Square or In Front of Text to adjust positioning. Alternatively, add a few spaces or tabs after the logo before typing text.
• Letterhead disappears when editing: If you accidentally deleted it, press Ctrl+Z (Undo) immediately. If it’s gone, reopen the header and re-add it.
• Header too large: Reduce the font size of the contact details or remove the line. You can also adjust the header size by going to Layout > Margins > Custom Margins and changing the ‘Header’ value.

Frequently Asked Questions

1. How do I add a letterhead to an existing Word document?
Open the document, double-click the top margin to open the header, then insert your logo and text as described above. It will apply to all pages.

2. Can I have a different letterhead on the first page?
Yes. In the Header & Footer Tools tab, check the Different First Page box. Then edit the first-page header separately.

3. How do I remove a letterhead?
Open the header, select all content (Ctrl+A), and press Delete. Then close the header.

4. Will the letterhead appear in PDF exports?
Yes, if the header is part of the document, it will appear in the PDF when you export or print.

5. Can I use a letterhead in Google Docs?
This guide is for Microsoft Word, but the same concept applies in Google Docs: go to Insert > Header & Page Number > Header, and add your logo and text there.

6. How do I save my letterhead as a template?
After creating it, go to File > Save As, choose ‘Word Template (*.dotx)’, and save it. Then you can open it as a new document each time.

Letterhead Template

If your situation involves legal, tax, or financial matters, please consult a qualified professional for advice.

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