By Megon VenterTue. 11 Jun. 20243min Read

Designing a Professional Letterhead: Examples and Best Practices

A letterhead template is crucial for any professional or organization looking to establish credibility and brand consistency in their correspondence.
Designing a Professional Letterhead: Examples and Best Practices

A letterhead is the heading at the top of a sheet of letter paper. It typically includes a company or individual's name, address, a logo or corporate design, and sometimes a background pattern.

Letterheads are often used in official business communications to convey professionalism and to establish the sender's identity. They can be printed on physical paper or used as a template for digital correspondence.

Megon Venter
Blog Author - B2B SaaS Content Writer
Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

Download Letterhead Template

Get organized with your official correspondence by using the Letterhead template from PDF Reader Pro. This handy tool enables you to create professional-looking letterheads, featuring your company's logo, name, and contact information. Ideal for both business and personal use, PDF Reader Pro makes it easy to maintain a consistent and polished image in your communications. Ready to enhance your professional presence?


Typical Components of a Letterhead
1.    Logo: Most companies include their logo prominently at the top of their letterhead to reinforce brand identity.

2.    Company/Organization Name: This is often displayed close to the logo, perhaps in a specific font or color that aligns with the company's branding.

3.    Address: A business's physical or mailing address is usually present, making it easy for someone receiving the letter to reply or visit.

4.    Contact Information: This might include a main phone number, fax number, email address, or even a website URL.

5.    Legal Disclaimers or Business Identifiers: Depending on the country or region, businesses may need to include specific information, like a registration number, VAT number, or other regulatory details.

6.    Design and Color Scheme: Many letterheads will have a specific color scheme, border, or watermark that aligns with the company's branding.

7.    Additional Elements: Depending on the business or the purpose, a letterhead might also contain other elements, such as a tagline, a list of branch offices, or social media handles.

A letterhead is typically used for written correspondence, but its design might be replicated across a company's other stationery items, like envelopes, business cards, or invoices. Professional letterhead design often requires a balance: it should stand out enough to make the brand memorable, but it should also be subtle enough not to distract from the message of the letter itself.

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"Practically, a letterhead helps readers immediately recognize your company and read the message that you want them to read. It’s best to include one in some form than none at all."
Jamie Juviler
Marketing Manager
Source: LinkedIn

Executive Summary

[Company Logo]:

  • What to Fill: Insert your company's official logo.
  • How to Fill: Use a high-resolution image to ensure clarity in both digital and printed formats.

Company Name:

  • What to Fill: The legal name of your company.
  • How to Fill: Ensure the name is spelled correctly and is consistent with your branding across all platforms.


  • What to Fill: The primary physical location of your business.
  • How to Fill: Include the full address with street, city, state, and zip code.


  • What to Fill: The main contact number for your business.
  • How to Fill: Use a number where your business can easily be reached by external parties.


  • What to Fill: A professional email address.
  • How to Fill: Typically formatted as [email protected], ensuring it is a domain associated with your business.


  • What to Fill: The URL of your company's website.
  • How to Fill: Include the full website address, e.g.,, to assist with easy access.

Body of the Letter:

  • What to Fill: The main content or message of the letter.
  • How to Fill: Write in a clear, professional tone. Structure your paragraphs for easy readability.


  • What to Fill: Your signature.
  • How to Fill: If sending a digital copy, you can use a scanned image of your signature. For printed letters, sign after printing.

Example of a Completed Letterhead

  • [Company Logo]: Inserted logo of XYZ Corporation
  • Company Name: XYZ Corporation
  • Address: 123 Business Rd, Business City, BC, 12345
  • Phone: (123) 456-7890
  • Email: [email protected]
  • Website:
  • Footer: Copyright © 2024 XYZ Corporation. All rights reserved.
  • To: Jane Doe, Managing Director
  • Recipient's Address: 789 Market Street, Suite 100, Commerce City, CC, 98765
  • Date: June 13, 2024
  • Subject: Proposal for Partnership
  • Signature: [John Smith's Signature]

"In the world of business, a good letterhead doesn’t just represent your company; it enhances it."
Laura Beck
Business Strategist
Source: LinkedIn

Digital vs. Printed Letterheads

When considering letterhead design, it's important to recognize the distinctions between digital and printed formats, each serving unique purposes and requiring specific design considerations.

Feature Digital Letterheads Printed Letterheads
Use Case Email correspondence, digital documents Official documents, formal letters
Flexibility Must be versatile across digital platforms Fixed format suitable for mail and handouts
File Format PDF, JPEG (optimized for screens) N/A (physical format)
Resolution Optimized for screens (about 72 dpi) High resolution for sharp print quality
Interactive Elements Clickable links (websites, emails) N/A
Material Quality N/A High-quality, durable paper stock
Printing Techniques N/A Options like letterpress, foil stamping
Environmental Impact Eco-friendly (reduces paper use) Higher due to paper and printing resources
Cost Efficiency More cost-effective (less resource-intensive) Higher cost due to materials and techniques
Design Complexity
Simplified to reduce file size
Can include more complex, tactile elements

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Best Practices for Letterhead Design

A. Keep it Simple and Professional

When designing a letterhead, simplicity is key. A minimalist approach ensures that the design does not overshadow the content of your documents. Use a clean layout with a professional font, typically in a neutral color palette. Ensure that any graphic elements like logos are of high resolution and strategically placed to enhance, not dominate, the page.

B. Consistency with Brand Identity

Your letterhead should be a direct reflection of your brand's identity. Use the same colors, fonts, and logos that are associated with your other branded materials. This uniformity helps in reinforcing your brand's image across all forms of communication. It’s crucial that your letterhead aligns seamlessly with your business cards, marketing materials, and digital presence to maintain a coherent brand experience.

C. Review and Feedback: The Importance of Getting Second Opinions

Before finalizing your letterhead design, seek feedback from different stakeholders. This can include colleagues from various departments, marketing professionals, or even external partners. Gathering diverse opinions can provide insights into usability and design effectiveness that you might not have considered. Additionally, testing the design across different mediums (print, digital) ensures that it maintains its integrity and professionalism in all formats. This step is crucial for avoiding costly reprints or redesigns and ensures that your letterhead meets the needs and expectations of all users.

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    Related Templates for Letterhead

    Creating a professional letterhead is a crucial step in establishing a brand’s communication.

    Invoice PDF Template

    If you're new to creating invoices, starting with a pre-designed template can be incredibly helpful. Our Generic Invoice Template is designed to make the process of billing clients straightforward and helps ensure prompt payment for services or goods provided. This template is adaptable, allowing you to tailor it to fit your particular business requirements and brand identity.

    If a straightforward invoicing solution is all you require, our streamlined invoice template serves as the ideal choice. This versatile template is designed to accommodate a wide array of goods and services, making it suitable for various business contexts.

    Press Release PDF Template

    A press release, also known as a news release or media release, is an official statement delivered to members of the news media for the purpose of providing information, announcing an event, or making an important statement.


    3. Research Proposal PDF Template

    A research proposal is a systematic and concise document that outlines the plan for a research project. It serves as both a blueprint for the research process and a means to convey the viability and importance of the proposed study.


    4. Meeting Agenda

    A meeting agenda is a list of items that participants hope to accomplish at a meeting. The agenda should be distributed in advance of a meeting, minimally 24 hours in advance so that participants have the opportunity to prepare for the meeting. Preferably, if possible, the agenda should be available several days before the meeting.


    Clearly defining a meeting agenda enables effective communication, promotes organization, and increases productivity. Use the meeting agenda before, during, and after your meetings.

    Learn how to create interactive PDF forms for business use, enhancing data collection and customer engagement.

    After you have entered your information in all the required sections, just click the download button to save your customized letterhead as a PDF file. If you need to make any more edits to your letterhead, you can download the latest version of PDF Reader Pro (available for a free trial) from the link below: 

    Get Started with PDF Reader Pro Today!

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