A letterhead is the quiet workwear of a business. Nobody compliments it, but everyone notices when it is missing or looks cheap.
It goes out on every quotation, every official letter, every formal communication. A client reading your proposal is holding your letterhead while they decide whether to trust you. That first impression is doing work whether you think about it or not.
Letterhead is also the most practical piece of stationery you own, because unlike a brochure or a card, it has to be usable. You type on it, print on it, sign it, scan it, and fax it. The design has to look professional and stay out of the way of the actual letter.
This guide covers the paper and design choices that matter, why a letterhead has to stay print-friendly, how it fits into a matching stationery set, and how to order a run.
What Is a Letterhead?
A letterhead is a sheet of paper, usually A4, pre-printed with a company's logo, name, address, and contact details, used for official letters and business communication. The branding sits in the header and footer while the centre stays clear for the letter itself. It is a core part of corporate identity, going out on quotations, proposals, official correspondence, and legal documents, and it is usually printed on uncoated bond paper so it works in office printers.
The point of a letterhead is consistency.
Every letter that leaves your business carries the same professional, branded header. It tells the recipient this is an official communication from a real, established company. A letter on plain paper says the opposite, no matter how good the words are.
Paper and GSM for Letterheads
Letterheads are printed on uncoated bond paper. The standard weight is 90 to 100 GSM, which feels substantial without being stiff and runs cleanly through office printers. Lighter 70 to 80 GSM suits high-volume internal documents, while 120 GSM and above gives a premium, durable feel for important official letters. Uncoated stock is essential, because a letterhead has to accept pen ink and laser toner, which coated paper resists.
70 to 80 GSM bond. Lightweight and economical. Good for high-volume internal use and everyday office letters where cost matters more than feel.
90 to 100 GSM bond. The standard. Substantial enough to feel professional, light enough for everyday printing and posting. This is what most businesses order.
120 GSM and above. A premium, weightier feel for official letters, legal documents, and correspondence you want to carry authority. Noticeably more substantial in the hand.
One thing that is not negotiable: the paper must be uncoated. A letterhead is a working document. It has to take a pen signature and run through a laser printer or copier. Coated, glossy stock repels ink and toner, which makes it useless for its actual job.
What to Put on a Letterhead
A letterhead should carry your logo, company name, address, phone number, email, website, and GSTIN if you are registered, arranged so the centre of the page stays clear for the letter. The logo usually sits in the top header, left-aligned or centred, with contact details in the header or footer. Keep the design to the margins and corners, and keep the background light so typed and printed text stays readable.
The elements:
Logo. Usually top header, left-aligned for a modern look or centred for a formal, traditional one. Large enough to recognise, not so large it crowds the page.
Company name and tagline. Near the logo, in your brand font. The tagline is optional and should be short if used.
Contact details. Address, phone, email, website. These can sit in the header beside the logo or run along the footer. The footer is a clean, common choice that keeps the top tidy.
GSTIN and registration details. If you are GST-registered, including your GSTIN is good practice, especially on quotations and invoices. Often placed in the footer.
Clear writing area. The whole middle of the page stays empty. This is where the letter goes. Resist the urge to fill it with watermarks or graphics that fight with the text.
Keep It Print-Friendly
A letterhead has to survive being typed on, printed, photocopied, scanned, and faxed, so the design has to stay light and clean. Keep the writing area white or very pale, push branding to the header, footer, and edges, and avoid dark or busy backgrounds that swallow the text. A letterhead that looks striking but makes the printed letter hard to read has failed at its one job.
This is the rule that separates a working letterhead from a pretty but useless one.
Dark backgrounds and heavy graphics look impressive in a design mockup. Then someone types a letter, prints it, and photocopies it for their files, and the text disappears into the background or the copy comes out muddy. A letterhead is reproduced constantly, often in black and white, often at low quality. Design for that reality.
Light background, dark text, branding around the edges. Get that right and the letterhead does its job every time, in every format.
Matching Stationery Sets
A letterhead works best as part of a matching set with business cards and envelopes. Using the same paper, colours, and fonts across all three makes your business look coordinated and considered. Many printers offer stationery sets, and keeping the same uncoated stock across letterhead and envelopes keeps the look and feel consistent from the letter to the package it arrives in.
A coordinated set sends a quiet signal of professionalism.
When your letterhead, business card, and envelope all share the same design language, a client sees a business that pays attention to detail. When they look like three different companies designed them, it suggests the opposite. For more on the card side of the set, see our visiting card printing guide.
How to Prepare Letterhead Files for Printing
Supply a press-ready PDF in CMYK colour mode at 300 DPI, sized to A4 (210 x 297 mm) with 3 mm bleed if any colour runs to the edge. Keep the central writing area clear and your text and logo within a safe margin from the edges. Embed all fonts or convert them to outlines. Most printers also accept Illustrator AI, CorelDRAW CDR, and Photoshop PSD files for letterhead artwork.
Your checklist:
Size. A4 (210 x 297 mm), the standard letterhead size.
File format. Press-ready PDF. AI, CDR, and PSD are also widely accepted.
Colour mode. CMYK, not RGB. Convert before exporting so colours print accurately.
Resolution. 300 DPI minimum on any logo or image.
Bleed and margins. 3 mm bleed if colour reaches the edge. Keep all branding inside a safe margin and leave the centre clear.
Background. Light. Always design for the letter that will be printed on top.
For the choice between digital and offset on different run sizes, see our digital printing guide.
What to Do Next
If you need letterheads printed, here is how to get started:
- Decide your paper weight, quantity, and whether you want a matching envelope or business card set
- Prepare your design as a press-ready A4 PDF in CMYK at 300 DPI with a clear writing area (or ask the printer to design it)
- Send your files and specs for a quote
At Paper & Beyond, we print letterheads on quality uncoated bond, from everyday 90 GSM to premium 120 GSM, with matching business cards and envelopes if you want the full set. Runs from 250 sheets, delivered across India. We handle design too if you need it.
Send us your files or tell us what you need. We will get back to you within 24 hours.
Frequently Asked Questions about Letterhead Printing
What size is a standard letterhead?
A4 (210 x 297 mm) is the standard in India and most of the world. It matches office printers, copiers, and standard envelopes, so your letterhead runs through your own laser printer for everyday letters.
What paper is used for letterheads?
Uncoated bond paper, usually 90 to 100 GSM, which balances a substantial feel with everyday usability. Lighter 70 to 80 GSM suits internal use; 120 GSM and above feels premium. Uncoated matters because the paper has to take pen and toner.
What should a letterhead include?
Logo, company name, address, phone, email, website, and GSTIN if applicable. The logo sits in the top header, contact details in the header or footer, and the centre stays clear for the letter.
Why should a letterhead have a light background?
Because letterheads get typed on, copied, scanned, and faxed. A dark background makes text hard to read and produces poor copies. Keep the writing area light so letters stay legible in any format.
Should I print letterheads digitally or offset?
For small quantities up to around 250, digital is fast and economical. For larger runs, offset lowers the per-unit cost and keeps colour consistent. Most businesses ordering 500 or more use offset.
Can I match my letterhead to my business cards and envelopes?
Yes, and you should. A matching set in the same paper, colours, and fonts looks coordinated and professional. Many printers offer these as a set on the same uncoated stock.