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.

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.

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.

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.