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Letterhead Printing Guide
Whether you print letterhead at home or order custom letterhead from a print shop, here's how to choose paper, set up your file and get a result that looks professional.
Should you print at home or use a printer?
| Print at home or in the office | Professional printing | |
|---|---|---|
| Best for | Small volumes, letters printed on demand, frequent changes | Large runs, premium paper, full-color edges, a polished first impression |
| Paper | Up to about 24–28 lb in most printers | Any weight, texture or color, including cotton and linen stock |
| Edge-to-edge color | No. Home printers leave a small white margin. | Yes, with bleed |
| Cost | Paper and ink only | Higher upfront, but cheaper per sheet in bigger quantities |
| Turnaround | Immediate | Usually a few days to two weeks |
Many organizations do both. They order a box of pre-printed letterhead for formal mail and keep a Word template for everyday letters and PDFs.
Choosing letterhead paper
- Weight. Standard copy paper is 20 lb bond (75 gsm). For letterhead, 24 lb (90 gsm) is a noticeable step up that still works in office printers. Premium letterhead is often 28–32 lb (105–120 gsm).
- Finish. Smooth (uncoated) paper is the most versatile and the easiest to write on. Linen and laid textures look traditional and are popular with law firms. Avoid glossy coated stock, because toner and ink can smudge and pens may not write on it.
- Color. Bright white is the safe choice. Natural, ivory or cream stock suits classic and personal designs.
- Cotton content. 25% cotton paper has a premium feel and a watermark, and is a favorite for legal and executive correspondence.
- Printer compatibility. If you'll run pre-printed letterhead through a laser printer, tell the print shop. They'll use laser-safe paper and inks that won't smear from the printer's heat.
Ink and print options
- Digital printing is the most common for short to medium runs and prints full color at no extra cost.
- Offset printing becomes more economical in large quantities and can match exact Pantone (PMS) brand colors.
- One or two spot colors are a classic, cost-effective choice for offset letterhead.
- Specialty finishes, such as raised ink (thermography), foil stamping, letterpress and embossing, add a premium, tactile feel. They're used mostly for executive, legal and personal stationery.
How to set up a print-ready letterhead file
- Use the correct size: US Letter (8.5 × 11 in) or A4 (210 × 297 mm). See letterhead format for margins and header height.
- Add bleed if any color touches the edge of the page. Extend it 0.125 in (3 mm) past the trim line on that side.
- Keep text inside the safe area, at least 0.25 in (6 mm) from the trim.
- Use high-resolution images. Logos should be vector (SVG, EPS, PDF) or at least 300 dpi at print size.
- Export a press-quality PDF with fonts embedded. Convert colors to CMYK, or specify Pantone colors if your printer asks.
- Request a proof, and check names, phone numbers and email addresses one more time before you approve it.
No design file yet? Make one in our free letterhead maker and choose Print or save as PDF. Remember that home-printer PDFs don't include bleed. If your design has color touching the edges, tell your print shop, and they can add bleed or slightly shrink the design.
Ordering custom letterhead
- Order second sheets. For multi-page letters, order matching blank sheets on the same paper, or sheets with just your logo.
- Order envelopes at the same time. Matching #10 envelopes (US) or DL envelopes (A4 letters) printed on the same run ensure the colors match.
- Don't over-order. If your address, phone number or staff list could change within a year, order a smaller quantity and keep a digital template for everything else.
- Online or local? Online printers are convenient and competitively priced. A local print shop lets you see and feel paper samples, and is often faster for rush jobs.
How to print letterhead at home
- Open your letterhead template in Word or Google Docs, or open the PDF.
- Load 24 lb (90 gsm) paper and choose the matching paper type in your printer settings for sharper results.
- Turn on Background graphics or Print backgrounds if you're printing from a browser, so color bands and fills appear.
- Print one test sheet and check the margins and colors before you print a stack.
- To print letters on pre-printed paper later, turn off the header in your letter template so the letterhead isn't printed twice.
More tips are in how to make a letterhead. For design ideas before you print, browse letterhead examples.