How to create a letterhead template in Word (With benefits)

By Indeed Editorial Team

Published 15 June 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

A letterhead is a business document that typically contains a business or organisation's name, logo, address, phone number and email at the top for correspondence. Creating a letterhead often takes strong creativity and software skills and can help a business gain visibility. You can learn how to create a professional letterhead using Microsoft Word. In this article, we describe how to create a letterhead template in Word and how to design a footer, offer tips for designing this template and discuss the importance of using one for business.

How to create a letterhead template in Word

You can learn how to create a letterhead template in Word by reviewing the following steps:

1. Draw your letterhead template on paper

Drawing your letterhead template on paper before adding it to Word can help you create the perfect design. A paper sketch is an opportunity to add any important details to see if they fit on the page. For company letterheads, it's good practice to have a space for the logo, address, company name and any other relevant information. Taglines and pre-made logos can be acceptable. You may want to employ the services of a graphics designer to help you, especially if you want to ensure it looks professional.

2. Open a new Word document and save it as a template

There are many tools for designing a letterhead template in Word when you open the program. To begin, it's helpful to create a new document, name it and then save it as a template. Naming your document at this early stage can help you identify it within your many folders when you need it.

3. Insert your header

From the 'Insert' menu, click 'Header'. Selecting the header automatically makes Word display different header styles, so you can choose the one suitable for you. The blank header is one most people prefer. By selecting a style, you can see the design options. A header button is usually on the left of the menu and placeholder text typically appears at the top of the document. You can click 'Edit Header' to input your text.

4. Add your letterhead text

If you're designing a letterhead template for a company, this is your opportunity to add some important information about the company to the header. This information can include the company name, address, phone number, website and email address. Here are some tips for creating a letterhead:

  • Adding a website address to a personal letterhead is optional.

  • Press the 'Enter' key on your keyboard to make the elements of your letterhead pile up and maintain an appropriate spacing.

  • It often helps to make the font size of the company name two points bigger than the address and a distinct colour. You may also want your email address and phone number to be two points smaller than your address but with the same font.

5. Add your logo to the header

While on the 'Design' tab, you can add your logo to the header. Select 'Pictures' from the 'Insert' menu. You can also search for a logo online. Once you find a logo, download it as a JPG, BMP or PNG file and insert it by clicking the 'Insert' button. You can search for and add a graphic from your computer using the 'Insert file' option and clicking 'Insert'.

6. Review, resize and reposition the logo

When reviewing the logo image, right-click to choose the best image size and its position. Once you're satisfied, click 'OK' to accept the image. Click on the image and select 'Home' to align the image with the 'Centre Text' button in the 'Paragraph' section. To resize the logo, use the 10% resizing option or click and drag the corner to make it smaller with the diagonal resize cursor. It's standard for the size of the logo to match the relative font size of your contact information in the header.

7. Add other visual elements

You can add a solid line from the left margin to the right across the bottom of the header to help separate the company information from the rest of the page. Adding some colour also helps to differentiate company information from the future content. Another important visual element you can consider is adding a footer.

8. Review for the last time and save

The 'Esc' key allows you to close the header and footer sections. You can view your work in full-screen mode or print a copy to review it. Once you're done, you can save your letterhead to a hard drive. Create a new document, open the letterhead file and click 'Save As' which is directly under the Office Windows logo button.

How to design a footer for your letterhead template

Here are the different steps for designing a footer for a letterhead template:

  1. Select 'Footer' from the 'Insert' menu to display the different footer styles that are available. Once you choose the style you prefer, a placeholder footer typically appears immediately.

  2. Consider adding relevant information to your footer, such as the business address. Highlight the text and right-click to change the font.

  3. If you want to align your text to the centre, click on the 'Home' menu and the 'Centre Text' button. Click the 'Footer' button at the top to exit the footer design mode.

How to insert a tagline in the footer

You can balance the header design by adding to the footer. Some items you may want to include are taglines, logos or phone numbers. Follow these steps to insert a tagline in your footer:

  1. In the 'Insert' menu, click on the drop-down box, which is under the footer option.

  2. Click on the 'Centre Text' option in the 'Paragraph' section of the 'Home' tab to align the cursor.

  3. Type the tagline and adjust the font and text size. Most taglines are usually in italics or in small capital letters.

Tips for designing a letterhead template

The different tips for designing a letterhead template include:

Keep it simple

What typically makes a letterhead efficient is its simplicity. When a letterhead layout and design are simple, it can easily deliver a message to the readers. A minimalist format can also leave you with enough space to compose your letter.

Use the right information

Add specific details about the company to a letterhead template. It's important to decide if the letterhead is professional or personal. This decision can help you determine what to include in the template. Include a direct phone number to a secretary or the registered contacts of an accredited business if the letterhead is professional.

Use the right software

Depending on your tech literacy, there's different software available to help you create the best design. You can use Microsoft Word for a simple template or look at photo or vector editing software. It's helpful when using some of these programs to produce the letterhead at 300dpi to ensure quality. You can also visit a print shop if you want help with printing commercial letterhead.

Represent the brand

It's often important to represent the company's brand while creating a letterhead. You can do this by using the logo and information. It's also helpful to match the colours, fonts and images to the company's brand identity.

Consider fewer colours, alignment and positioning

Colours can help you get readers to pay attention to important details on a letterhead. They also help to highlight a section or express ideas, emotions and branding. This often works better when you use fewer colours in your design. It helps to let the size of your letterhead determine the alignment and positioning of images and text. For example, in an A4 portrait letterhead, you can place a logo half its icon width from the edge. The proper alignment of images and the font size help connect the design.

Benefits of letterheads for businesses

Letterheads for businesses are beneficial for the following reasons:

Easy access to contact details

A letterhead helps provide the important details about a company. It contains the business name, address, email and phone number of a business. Business shareholders or clients can easily access this information to contact the brand when necessary.

Acts as a marketing tool

A detailed letterhead can act as a marketing tool. When you send letters to prospective customers, it allows them to learn more about the business and connect with the brand because letterheads can support brand and logo recalling. Each time you send a letter, you're often indirectly marketing the brand.

Displays professionalism

High-quality letterhead typically presents a business as professional. This can attract clients to brands because it often acts as proof that the business pays attention to detail. It can also lead clients to trust the capabilities of a brand faster and that you can meet their product or service needs. Investing in quality paper and a professional design can also show the business has enough resources to operate.

Differentiates the brand

Your letterhead template can show the unique qualities of the company. Attractive letterhead with precise alignment, positioning, font size and colours help the brand differentiate itself from others. This often occurs when you print letterhead on high-quality paper, and it's more stylish and colourful than other companies.

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.

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