A letterhead is most often overlooked as an essential element in a company’s business document. But more than just a visual appendage to a formal corporate file, it actually holds value in terms of appeal, information, and correspondence that is important to a company. In this article, we will be discussing the complexities involved in creating a letterhead for your company, particularly those letterheads in Word format.
The use of letterhead templates is not only limited to the company’s documents for communication. This kind of branding tool is also printed on the different forms of marketing paraphernalia like flyers, brochures, and tags.
Elements of a Good Letterhead
The various designs and texts that one sees in a letterhead usually give them the first impression of the company. This is the reason why your letterhead must contain all the necessary elements that are vital for them to know at a glance. These elements are the following:
1. Logo: Your company logo contributes to the overall visual appeal of your letterhead. In most cases, the central visual theme, like the colors and design, pivots around the logo. It is important that in a letterhead, your logo will always be apparent.
2. Company Name: Probably the biggest print you can see in your letterhead, the company name provides identification to the document that will let a receiver know which company the document is from at a glance. It is usually located at the top center, but recent conventions also have the company name placed at the left or right of the header.
3. Contact Details: These are the details that one can use to keep in touch with the company such as your business address, phone number, fax number, email address, company website, and social media handles. One of the main functions of letterhead is to provide an immediate mode of correspondence to the company, which is why providing your complete contact details is important.
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Steps to Make a Great Letterhead in Word
1. Plan the layout of your letterhead: Nothing beats the convenience of pen and paper when it comes to creating a rough sketch of how you want your company letterhead to look like. Assign a spot to each of the elements of letterhead and arrange them accordingly. This rough sketch will help you visualize what you want and will serve as your guide in actually laying it out on a word-processing program.
2. Start by creating a blank Word document: Open your Microsoft Word program and create a new blank file. From the toolbar ribbon, click on the Insert tab and search for Header. There you will have the various option on your header style. Choose one that closely resembles your letterhead sketch.
3. Insert your logo: There are various ways that you can place your company logo in your letterhead. You can click the File tab, then Picture, and browse the file for your picture there. An easier way to do this, however, is to drag and drop the image from its folder location and into your Word window. It will not be instantly placed at the spot where you want it, so you might have to drag it to its exact spot.
4. Insert the texts: Type in your company name in the big bold text, and your contact details in smaller and less conspicuous font style. The company name should be at a spot where it can easily be read. Place the contact details at a less obvious spot, but make sure that it can still be read and recognized.
5. Save your file as a template: Review the information you typed in and make sure that all of the elements are at the spot where you want them to be. Adjust your margins as necessary. When you are ready, click on the File tab and choose to save your document at a location where it is easily accessible. Now, every time you create a file for your company, you will be opening this document so you will instantly be using the professional letterhead you just made.
Tips for a Great Letterhead
- Place your contact details at the footer: If you ever find yourself lacking some space at the header, then consider placing your contact details at the footer of your document. To add texts at your footer, click on the Insert button and find the Footer option where you can find various styles. Choose the style that you think fits well for your letterhead design. This will make your company logo and name more apparent and will achieve a cleaner look in your documents.
- Simplicity is the key: Letterheads don’t need a lot of design. A line that separates your letterhead from the main body of your document will do. However, if you feel like adding a little flare, then you may want to explore your design options by adding vector designs here and there. Just remember to overdo it and make sure that it will still make the document look professional.
- Make use of a creative pattern as a background: One way to make your letterhead stand out without overdoing it is to add a background to your header. Choose a wonderful pattern that you think speaks much about your company branding. Going with a background makes up for a modern letterhead that has style while still being conservative.
- Consider placing your letterhead at the edge of your document: You can explore your design options further by breaking off from the conventional placement of your letterhead. A rising trend in letterheads today places the letterheads at the edge of the document and runs for the whole length of it. It may take up a huge deal of space for your document, but it is an effective way to make your document look more formal.
Types of Letterheads
- Standard Letterhead: This type of letterhead are most often used in documents that have an administrative and service-oriented function like company letters, memorandums, and invoices. Their design and form are focuses on giving the corporate appeal.
- Specialized Letterhead: It has the function as the standard letterhead except that it is only appended on documents that are circulated within a department of the company and not in the whole company itself. Aside from the usual elements that you will see on a standard letterhead, specialized letterhead also contains the logo and name of the particular department.
- Custom Letterhead: This is a type of letterhead that is printed on documents that come from the office of an individual. These letterheads are used for interoffice communications or business presentations of that particular individual. The elements that can be found are similar to that of a standard letterhead, along with the name of the individual and their contact details. Personal letterheads that are used outside the corporate setting also fall under this type.
- Executive Letterhead: This type of letterhead is made for individuals who hold higher positions in the corporate hierarchy like directors and chief executive officers. Its design and format follow that of a custom letterhead, but the details of the individual are more highlighted since they are regarded as persons with importance in the company.
Letterhead Template in Word Sizes
Letterhead formats and templates are made in Word programs with document sizes of US letter (8.5 inches by 11 inches), US legal (8.5 inches by 14 inches), and A4 (8.27 inches by 11.69 inches).
What is the standard font size of the texts in my letterhead?
While the company name does not have a standard size, meaning it could be as large as it can be, the remaining texts of your letterhead must be somewhere between 9–12 points. This is to ensure that the texts will not be too large that it draws too much attention and too small that it is no longer legible.
Are letterheads necessary in every business document that the company releases?
Once a good business letterhead has been designed for the company, it must be featured in every stationery that a company has, from papers used in business correspondence to envelopes. They are necessary to be imprinted there to enforce a corporate image to the company and will improve the first impression of the company to the customer.
The use of letterheads is not only limited to printed documents, but they are also appended to e-mails and other correspondence made using the digital form of communication. This is the reason why letterheads have become indispensable even under the test of time. Put in enough effort for your letterhead, and it will earn you the best impression that you will get from your customers and business partners alike.