Free Letterhead Articles & Management Advice

No matter how small your organization is, you always have to create the impression suited for you. Some programs offer options for letterheads, but you don’t want to end up having the same letterhead as the person beside you. If you think you are not techy savvy enough, that’s not really a problem. What matters is that you get to make the letterhead that you think is both formal and upbeat to represent you.

What composes an effective letterhead? These are some basic elements that should not be absent in your template.

The contact details. The template should be a mini-business card for your organization. Do not miss out on any of the following: phone number, mobile number (if there is an official one for the organization), fax number, office address, email address, and the URL of your website. All the elements are key to make your organization accessible to any form of communication possible. This will make the communicative exchange easier for those you would address letters to.

An attractive logo. Nowadays, people do not pay attention to logos with complicated designs that overpower what the logo represents. The logo should be part of your organization’s profile, and most of the time a graphic designer provides for it. Putting the logo in the letterhead is as simple as inserting a jpeg file into the format. Try to adopt a creative perspective. Ask yourself, where would the logo be suited best? Usually, logos are placed in the middle of the template to make it recognizable.

The organization’s motto. If your organization has an existing motto, a tagline or phrase, this would be more effective for drafting your letterhead. Why? Because it would be representative of the nature of your organization, your goals and objectives, without running the danger of being verbose. Of course you could always elaborate on the details of your organization’s background, but it gives an extra “oomph” to your letterhead to have some ideological basis of the perspective where you are coming from. Place the motto near the logo, to avoid confusion as to what the words mean in relation to your organization.

A distinguishable divider. The text of all the details earlier mentioned should not intervene with the actual text that will be placed on the letterhead. You may use a different smaller font, or a different color for the details. Just make sure that those who would view the template would know how far the details go. Oftentimes, people use a thin line as divider, while others place all the aforementioned details in a box. Once more, be creative in deciding what divider to use.

If you complete these details, these should be enough. You may add some creative touches according to the colors or creative identity styles of your organization, but always remember that less is more. The easier to read the details are, the better. It is most important to convey the message than to be excessive in creating your letterhead. At the end of it all, what matters is that you create something that makes a lasting impression – something that would identity your organization and make it stand out.

Some people may think that letterheads have become a waste of ink. Why have it in modern days when you can just send emails, right? Well, in times like these when the internet has increased your business competition to include the rest of the world, using letterheads is more important than ever. And, letterheads don’t just mean the print version. You should also use an email letterhead.

Consider these reasons for using letterheads:
1.    The necessary brand builder: Think of the letterhead as the ever present brand builder. Every time you send an email, fax or letter, your letterhead reinforces your brand name onto the recipient’s mind. A business’s survival and profitability somehow depend on generating recall. You can generate recall if your name and business information are constantly presented to potential clients. This builds up your brand’s identity, and can generate more customers. Think of the letterhead as a calling card you continually hand out to people.

2.    The customer magnet: As said in item one, the letterhead serves as a constant reminder to your prospective clients. Your correspondence, be it marketing related or not, will continually reinforce your brand and your business in the minds of people. This way, the next time they think of a product that you happen to have, they are most likely to think of your brand also. At the same time, having a letterhead present can save your prospect from needing to search through piles and piles of calling cards. The more accessible your information is, the more likely you will get the customer.

3.    The professional look: It is common knowledge that looks will always have bearing on how people choose their mates and their products. The letterhead is another aspect of “look” that you need to pay attention to. The letterhead is a way wherein you can package your company and product. It lends professionalism to your business, for one thing. Likewise, it markets your business, as well. And like any marketing paraphernalia, your letterhead should be able to get your message across effectively.

4.    Confidence builder: With so many scam companies these days, some prospective customers have become weary buyers. The letterhead, believe it or not, can change that. Since it gives a business the image of professionalism, a letterhead can help build client confidence. In building up confidence, customers are then more likely to buy your brands.

5.     Marketing sense: It is just plain good sense to maximize all contacts that your business has with clients and prospective customers. Even when it is just a plain “thank you” note or email, your letterhead can help you achieve full marketing presence. It is the constant reminder that “Hey, we’re just here in case you need more of this and that.”

Of course, ultimately, it is your products that sell. Nothing beats good quality and value for money. However, you cannot take for granted the benefit derived from good packaging. Companies have whole departments or expensive consultants just mulling over good packaging. The everyday letterhead is a part of that.

Before planning the concept of your letterhead, you might want to look at sample letterheads of other companies or preset templates you can find on the internet, so you can have a clearer idea of how a letterhead should look like. Nonetheless, you must not, in any case, copy directly from their concept. Keep in mind that your company should have its own identity apart from others. In conceptualizing the letterhead, try to think about how your product or services differ from the rest. Once you know the personality of the company by heart, it is time for you to apply your distinct concepts on the different elements that make up the letterhead so that it will exude almost exactly the image you want to project for your company.

The first thing you have to consider is your company logo which should be the perfect representation of your product and services. You can simply play along the connotative meaning of your logo in designing the letterhead. If you still don’t have a company logo yet, you might want to ask a professional graphic artist to create one for you. The logo is a company investment because you can still reuse it for other publications and marketing purposes.

In creating a logo, the company’s personality has to be on top of your mind. Do you like to arrive formal and sophisticated? Or are you targeting the more youthful and edgy market? It depends on what you want the company to be like in the eyes of your target market. You have to choose an artwork that says a lot about this personality. It could be pictures, shapes or any design that reflects the company’s image and that would be catchy enough for your target market and business associates. You also have to put some consideration when it comes to the typeface of the company name on the logo. It is something the customers remember. Think how the “M” typeface of McDonald’s works. Same goes when it comes to the company’s official color. It is something that can make the company recognizable to customers.

As for the letterhead itself, the typeface you should use has to be limited to two. Never overuse the typeface because the design will seem too contrived. It is also a major sin to use all capital letters with the letterhead because they are more difficult to read. If you already use a certain typeface with other publications and marketing materials, you might consider using the same for the letterhead to promote consistency. Just make sure that the typeface you are using is easy to read. Not too big, but not too small as well. Of course, the company name should always be the larger type size and all the other secondary information must be printed between 9pt to 12 pt type size. The more important the information is, the larger it should arrive on paper. Also make sure that the typestyle exudes the personality of the company. If your company means serious business, you don’t want to use wacky typeface for your letterhead. Whether you opt for the standard serif and sans serif is all up to you. Just let the company’s identity show itself with your choices of design and you are good to go.

You can choose between two methods of creating your letterhead – custom design or template. Custom designs are of course, more preferred since it allows you to create an entirely different letterhead from a unique concept based on the personality you want to project for your company. With templates, you can only play along the preset formatting of the design company or software you will employ whereas with custom designing your imagination is on your own. You have the privilege of personalizing every aspect of the letterhead, from the logo design to color scheme to paper type. It is a given, however, that custom designs are far more expensive compared to template presets.

The price may be the deciding factor on whether to use custom design or template with your letterhead. Nonetheless, you can still get the effect you want for your company letterhead with an ounce of creativity and by choosing the perfect design company or software for your needs. Some software allow less customization compared to other high-quality companies so you may want to scout for those kind by taking in consideration a few factors that may affect the general appearance of your letterhead.

The first thing you have to consider is the logo design. In some applications, you are only allowed to use their own graphic arts for your logo which is quite useless since the very purpose of having a logo is to identify yourself among others. Choose an application that allows you to upload an image from your file so that you can use the same logo from your business card, brochures and other publications. If you don’t have one yet, you might consider using their stock art but it is most advisable to have someone else design a logo for you so that you can use it for the letterhead. Remember that the logo has to be distinguishably yours.

This also goes for the ink color you are going to use. Choose a company that can provide ample number of options when it comes to color. Template applications, however, may only allow you a certain number of choices for the letterhead. The average ones only allow one or two color scheme while others let you choose four colors for your letterhead. But it is not a very difficult consideration because for letterheads, you must only stick with a few color variations which are again based on your company profile. But if you insist on using more colors than what is necessary, you have to pay extra charges for the ink expenses and you might be waiting more time before the letterhead gets delivered.

The same thing goes with typestyle. Other companies only allow you to choose one typestyle as your main typeface probably for the company name and all other secondary information are printed on a standard typeface. The options may also range from eight to a hundred, again depending on the services you will hire. Other bigger companies allow you to choose at least two typefaces for your text. But again, when it comes to typestyle, you have to limit it to two typefaces or the letterhead will end up looking overdone.

Once you have a background on how to conceptualize your company letterhead, the next step for you is the actual process of designing and layouting your content. If you know how to use any multimedia processing application and knows a little drawing, you can do the design and layout by yourself. But since you are most probably busy being the bigger boss of the company, you might want to delegate the task to a professional graphic artist. If you want to be more hands on, maybe you can sketch out a draft on how you want the letterhead to look like but then again that depends on you. To help you decide, we can give you a few techniques on how to execute those imaginative concepts almost exactly the way you had it on mind.

One good tip is to play along with the text. Graphic artists use text on a path or text wrapping to conserve space creatively. To do this, simply place your major text, such as the company name along the contours of your logo or any image you have on the letterhead. This projects a wacky and playful aura for the company, perfect for children stuff and services.

If you want an extra impact on your letterhead, you might want to use a block of your official color wherein you can place the company name done in white. This is what you call the reverse type. It is plain and simple and also economical when it comes to ink color use as this type of technique only requires at most, two colors.

Other graphic artists use the bleeds to add depth on the paper of your letterhead. Bleeds are when the printed copy intentionally ran off the edge of the sheet to create an effect that is pleasing to the eyes of the receiver of your business correspondence. It can serve as a good ambiance as the receiver reads a good message from your company.

Also providing a good ambiance while the receiver of the letter reads the content is a phantom screen or watermark. What you do is to select a text or probably the company logo, enlarge it and screen it very lightly as if it blends with the paper in a ghost-like fashion. Some psychologists think that watermarks or phantom screens can touch the reader’s subconscious mind. So instead of placing a logo as a watermark, you might want to print your company’s slogan or mission and vision. Who knows, the customers might unconsciously acquire the meaning installed on the watermark and subtly be encouraged to decide in favor of your product and services.

You can also try using metallic ink for the printing of the letterhead to achieve that sterling letterhead look. These inks are usually made of gold, silver and bronze, so if your company’s official color is at least one of those, this is a good option for you. But of course, this type of ink may cause you a whole lot more compared to using the regular ink. And you also need a lengthier production type for this. The important thing is you put a lot of thought on how you want your letterhead to look like so that it won’t be a waste of your time, effort and money.

You might think it is an easier decision to choose the type of paper you are going to use for your letterhead. Well think again because your paper choice is actually an integral part of the overall image your company projects. Remember that the paper quality is the background of the letterhead itself. You have to start and end with it. If you want to add color on your letterhead, using colored paper is an easier and less expensive way of doing it. But if your focus is on the color scheme of the printed design, then you might consider simply using a plain white paper for it.

It all depends on how the paper type will complement with the ink colors. If you want to emphasize your blue logo, you would not want to use colored paper of the same shade. The ink colors and the design itself have to look good on your chosen paper.

That is why you have to consult the paper company regarding the different grades, color, and quality of the paper to see what options you have. If you want, you can also ask them if they can provide matching paper for your envelope and business card to build up consistency and recognition for your company. Some suppliers have a wide array of paper type but most others only have the basics.

All paper companies probably have the 20lb/24lb white woven bond paper which has a smooth finish, and without any texture at all. This is best use if your letterhead design is enough to create the impression you want to achieve. For a crisper appearance and better contrast, you might also want to consider the more expensive 20lb/24lb white 25% cotton rag bond.

You can also use laid bond papers either in plain white or color. Its soft and subtle texture that adds depth to the paper conveys a professional and serious image perfect for companies that mean business.

Linen paper, also available in white and color projects the air of elegance and sophistication with fine linen texture embossed on it. This type of paper is great for companies that offer products and services catering to the society class.

Recycled fiber provides a smoother finish that has visible fibers on it which already serve as its unique and edgy design. It is the perfect look for your letterhead if you are dealing with the more playful and laidback crowd.

These are just a few of the more common types of paper available in almost all paper companies in the market. There are tons of other specialty papers offered by some of the leading suppliers you might want to check them out by yourself so that you can decide whether it is the right thing for your letterhead. It is advisable to bring along your graphic artist as you conduct your meeting with the suppliers to help you decide on what paper fits the letterhead design and layout. Of course, the budget is always a consideration and that is one of the reasons why the paper type requires equal attention with the letterhead design itself.

The letterhead is an important part of a business’ overall packaging. Like print advertisements, posters and product packaging, the letterhead is a constant representative of the business. It is a business card that is handed out daily and repeatedly. It helps build brand recall and reinforces brand identity.

Designing one should not be done hastily and without thought. While many may be tempted to just stick with one that carries the logo and the usual contact information, a letterhead’s design should have more than that. A good letterhead should be able to get your message across effectively.

Here are some factors to watch out for in creating an effective letterhead:
1.    Color: Not considering cost, black and white letterheads can be as effective as the colored ones. However, color can sometimes make you and your brand stand out more. It all depends on how effectively your chosen color blends into your logo’s design and product packaging. Hence, you might want to consider having your letterhead professionally designed. It cannot just be haphazardly put together.

In terms of cost, there is negligible difference between colored printing and black and white printing costs. The ultimate decider will really have to be the letterhead design. For some logos and brands, black and white printing may work better; while other can benefit from colored prints.

2.    Paper: For a printed letterhead, its effectiveness not only lies in the color and design. Paper texture and weight also matter. Selecting the right paper may be the difference between coming off as “unprofessional and cheap,”  and “masterful and classy.”

A paper’s texture has to be smooth. Business literatures are not scrapbook entries that need the texturized feel. Business letters come off better if they are printed out on smooth paper.

Likewise, paper weight determines the thinness of paper. It would not look good to have a well-designed letterhead printed out on onionskin paper. Thickness has to be just right. Besides, since a lot of correspondences are laid out as computer documents and printed using a laser or dot matrix printer, printer ink might bleed if the paper is too thin.

3.    Business Identity: Always have your logo in your letterhead. This builds brand recall and helps you increase your business’s popularity. You may argue that a letterhead is just a letterhead and not a print ad or a corner poster – yet this piece of paper is your everyday business card. It is given out to hundreds of people daily and you should not take its marketing power for granted. Hence, do not forget to put your all important logo in its design.

4.    Envelopes: When you have got a nice looking letterhead, do not forget to have matching envelopes designed and printed. This way, you get to reinforce your business identity inside and outside your print correspondences.

5.    Web Version: Since email is the fastest and most convenient way of corresponding these days, do not forget to have a web version of your letterhead designed. Having an email letterhead is as important as having the printed ones out. Emails are exchanged more commonly than actual letters so you should maximize this medium, as well.

Do not give in to the thinking that letterheads are just letterheads; and that you can just stick your logo and contact information in there, and you’re done. Designing a letterhead requires so much more than that.

Besides, you should not take that lowly piece of corporate paper for granted. Believe it or not, a letterhead can help you in marketing. It consistently reinforces your brand name and identity. It helps you build brand recall; thereby, creating more customers for you. The letterhead is your business card and your marketing flyer that is given out to hundreds of people daily.

The letterhead is an important element in the overall packaging of a business or product. It is an everyday representative of your business and the products you sell. Even when you can argue that the letterhead is only for correspondences that may not even be marketing or sales related, its overall look and design still carry much bearing on how your company will be perceived.

There are important factors that you should always have in a letterhead:
1.    Logo: A letterhead helps you build brand recall. This benefit would be wasted if your letterhead did not carry your logo. Logo and brand name may not always be synonymous in the consumer’s mind. Having your logo in the design assures that your business or product name goes with your business/ product insignia.

If you still do not have a logo, make sure to have one designed by a professional. Logos are important to any business entity and some investment should be made in getting one. Your logo should reflect your business’ image. It should also be distinguishable enough to establish your identity, as well as your business’ credibility. Likewise, your logo should have easy recall. Your logo cannot be too complex as it may not stick to your client’s mind.

2.    Contact Information: The letterhead, whether print or on email, is your everyday business card. Think of it as an easy access rolodex. It saves your clients the time and hassle of having to go through an entire block of business cards just to get to your information. They can just merely retrieve an earlier email or letter to know which number to call or address to go to.

For contact information, make sure to include your trunk line and fax number. Also, always include your general inquiry email addresses.

3.    Call to Action: Since letterheads also function as marketing flyers you give out on a daily basis, you need to have a call to action in your design. This goes beyond the business motto or tag line. A call to action encourages people to act/ buy. While letterheads are solely used for correspondences, there is nothing ethically wrong in optimizing this medium of communication. For a business, every move it makes is a move for or against its marketing – and good marketing is what creates customers. Therefore, everyday emails and letters should work for the business and help it market itself.