The standard letterhead paper size in the United States and Canada is 8.5 × 11 inches (216 × 279 mm), which is simply the common “Letter” size. In nearly every other country, the standard is A4, measuring 210 × 297 mm (8.27 × 11.69 inches).
Why Letterhead Size Matters
Letterhead is printed on a standard sheet of paper before the main content is added, so it must match the paper you run through your printer. If you design a letterhead for Letter size but print on A4 (or vice versa), the margins will be off, the logo may sit too close to the edge, and the sheet will look misaligned. Businesses that send documents internationally often keep two versions of their letterhead—one for each standard—to avoid this problem.
US Letter Size: The 8.5 × 11 Inch Standard
In the United States, the default for almost all business and personal correspondence is 8.5 × 11 inches. This size became standard in the 1920s when paper manufacturers settled on it as a cost-efficient dimension. It is the default paper size in Microsoft Word, Google Docs, and most office printers sold in North America. Letterhead margins typically range from 0.5 to 1 inch on the top and sides, with the bottom margin often slightly larger (0.75 to 1 inch) to balance the visual weight.
A4: The International Standard
A4 is part of the ISO 216 standard, which is used in almost every country except the US, Canada, and a few others. A4 is taller and narrower than US Letter: 210 × 297 mm versus 216 × 279 mm. The difference is subtle—A4 is about 0.7 inches taller and 0.2 inches narrower—but it changes the layout. Because A4 is longer, you have more vertical space for text, which can affect where page breaks fall. If you design a letterhead in inches, convert the measurements to millimeters precisely: 210 mm × 297 mm, not 8.27 × 11.69 inches rounded.
How to Choose the Right Size for Your Letterhead
Your choice is almost always dictated by your location and your printer’s default settings. Here are the factors to consider:
- Your country: If you are in the US or Canada, use Letter. If you are elsewhere, use A4.
- Your printer: Most modern printers handle both, but you must select the correct paper size in the print dialog. If you design at Letter size but print on A4, the content will be clipped or shifted.
- Your software: Set the page size in your word processor or design tool to match the paper you will use. In Word, go to Layout > Size and choose Letter or A4.
- Your audience: If you send letters to clients abroad, consider creating a second version in their standard size. A PDF letterhead can be converted, but the layout may break.
Common Letterhead Problems and Solutions
One frequent issue is that a letterhead designed for Letter gets printed on A4, causing the logo to appear too far from the left edge or the footer to be cut off. Another is that the printer’s default “fit to page” option scales the letterhead down slightly, making it look off-center. To avoid these problems:
- Always set the paper size in your document before placing images or text.
- Check the print preview before printing.
- If you use a PDF template, verify the page size in the PDF properties (File > Properties).
- For a professional look, keep the letterhead within the top 2 inches of the page, leaving the rest for the body text.
Letterhead vs. Plain Paper: What’s the Difference?
Letterhead is simply plain paper that has a pre-printed header (and sometimes a footer) with the company name, logo, address, and contact details. The paper itself is usually the same size and weight as plain office paper—typically 20 lb or 24 lb bond. The difference is purely the printing on it. Some businesses use heavier paper (like 32 lb) for a more premium feel, but that is a choice of weight, not size. The size remains Letter or A4.
Costs and Environmental Considerations
Letterhead paper costs about the same as plain paper of the same weight, but the pre-printing adds expense. If you order pre-printed letterhead, the cost per sheet is higher because of the setup and printing fees. Many businesses now skip pre-printed letterhead and instead create a digital template in Word or Google Docs, which prints on plain paper. This saves money and reduces waste, because you only print the letterhead when you actually send a letter. For the environment, choosing recycled paper or using a digital template reduces paper consumption.
Template
Your Company Name
123 Business Street, City, ST 12345
Phone: (555) 123-4567 | Email: info@company.com
_________________________________________________________
Date: ____________________
Recipient Name: ____________________
Recipient Address: ____________________
____________________
Dear ____________________,
Body of letter starts here. Leave a blank line between paragraphs.
Sincerely,
____________________
Your Name
Your Title
Sample (fictional):
Acme Widgets Inc.
456 Industrial Ave, Springfield, IL 62701
Phone: (555) 987-6543 | Email: sales@acmewidgets.com
_________________________________________________________
Date: October 5, 2023
Recipient Name: Jane Doe
Recipient Address: 789 Oak Street, Springfield, IL 62702
____________________
Dear Ms. Doe,
Thank you for your inquiry about our widgets. We are pleased to send you a catalog.
Sincerely,
John Smith
Sales Manager
Frequently Asked Questions
What is the exact size of US Letter paper?
US Letter paper is exactly 8.5 inches by 11 inches, which converts to 215.9 mm by 279.4 mm. Most printers and software use the rounded metric value of 216 × 279 mm for compatibility.
Is letterhead the same as regular paper?
Yes, letterhead is printed on regular paper of the same size. The only difference is that it has a pre-printed header with your company information. The paper weight and finish are usually the same as standard office paper.
Can I use A4 paper for a US letterhead?
Technically, you can, but the layout will not align. A4 is slightly narrower and taller, so the margins will be off. If you must use A4, adjust the design to fit the A4 dimensions, or create a separate A4 version.
What is the standard margin for letterhead?
Most letterheads have a top margin of 0.5 to 1 inch, side margins of 0.75 to 1 inch, and a bottom margin of 0.75 to 1 inch. The exact margins depend on your design, but these are safe defaults.
Do I need to buy pre-printed letterhead?
No. You can create a digital letterhead template in Word or Google Docs and print it on plain paper as needed. This is cheaper and more flexible, especially if you send only occasional letters.
What paper weight is best for letterhead?
Standard office paper is 20 lb bond (75 gsm), which works fine for most letters. For a more professional feel, 24 lb (90 gsm) is a good choice. Heavier weights (like 32 lb) are used for formal documents but are not necessary for everyday correspondence.