Letters are typically sent to inform others about certain matters, be it for employment application, for requests, complaints, and so on. Up to this day and age, letters are still an effective method of communication. They offer both convenience and efficiency especially when it is a long-distance correspondence.
In this sense, it is also important for letters to provide information regarding the sender of the letter. In most business and formal letters, letterheads are used to inform the reader about the sender. A letterhead samples is conveniently placed on the topmost part of the letter and contains the name, sometimes even the address and contact information of the sender along with their official logo.
A letterhead is provided in a letter to inform the reader about the pertinent information about the sender. If you are going to make a letterhead for your business, you should know and understand the essential elements it should have. Hence, here is a list of the elements of a letterhead:
1. Company or personal name: Since a letterhead’s primary purpose is to make the sender’s identity known to the receiver, it is essential to include the personal or company name of the receiver. The company name should be the official registered name of the business, same goes for the personal name. It is important to write out the name fully to avoid miscommunication and confusion.
2. Logo: Just like the company name, the official logo of the business makes it easier for the reader to identify who the sender of the letter is. The logo is a symbol of the company’s identity; there are times when a letterhead only consists of the logo, but is still identifiable to the reader because of its popularity or familiarity.
3. Address: The address on the letterhead should be the actual mailing or permanent address of the company or person. Since you are starting or replying to a correspondence, that can mean a reply will be sent and including the mailing address or permanent address ensures it is sent to the right address.
4. Contact information: Providing the correct contact information on the letterhead is essential just like how it is with a return or inside address. It ensures that the recipient can easily get in touch with you through phone, email, or fax. Thus, provide the correct email address, phone number/s and fax numbers in your letterhead.
Using a standard letterhead within your company or organization is a good way of establishing and emphasizing your brand. It helps your recipient easily identify you brand through your logo and name on the letterhead. When a letterhead is used for personal purposes, e.g. in cover letters or application letters, it ensures that your recipient immediately knows who the letter is from. In this case, it is a must to prioritize making a letterhead. Here is an easy guide on how you can make a letterhead:
1. Open new document: The first step to this process is launching your Microsoft Word. Once it is open, it will give you a bunch of options on what document you will use. Choose a new blank document.
2. Insert logo: After opening a new blank document, immediately proceed to inserting your logo or personal image. You can do this by clicking the Insert option found on the tabs displayed on the upper part of the document. After clicking the Insert option it will give you a drop down of options on what to insert, choose Image/Picture. After, it will give you a new window where you can locate and select the file on your computer. Alternatively, you choose a letterhead style in the Header option, but basically the same procedure applies.
3. Format the image/logo: After you select the image or logo of your choice, it will immediately be inserted on the blank document/page. In order to easily move your image around the page, right-click on the image itself and click the Wrap Text option and select Square. After that, you can move your logo to the place where you want it to be and resize it according to your preference.
4. Add the texts: Once you have positioned your logo to the place, proceed to adding the necessary texts. You can do this by adding a Text Box. To do this, click the Insert tab and select Text Box. The text box will immediately appear on the page, adjust it to your preferred size and drag it to where you want to put your texts. Then proceeding to adding your texts such as company or personal name, contact information, and address.
5. Proofread text and edit accordingly: Once you’re through adding your texts, make sure there are no mistakes. Proofread the contents in your text box and edit them accordingly. You can even change the font style, font size, and color to suit your preference and overall style. You can also adjust the aspects mentioned above to suit the brand of your company or organization.
6. Enhance overall appearance of the letterhead: After doing all that, make sure your letterhead follows the format you prefer. Arrange the position of your logo and texts as you see fit. You can even add lines to serve as border between your letterhead and the letter content. You can add other design elements that you think will enhance the look of your letterhead.
7. Saving the letterhead: If you are done designing and layouting the appearance of your letterhead, proceed to saving the file so you can use it again and again. Go to the File tab and select Save As. Change the file name of your letterhead and make sure you save it on the right location and change the format to Word Template (.dotx).
Now that you have and idea on how you can easily make a letterhead, you need to decide on what best suits your purpose and usage for the letterhead. This means you have to take into account the essential letterhead elements and how you can effectively manifest it into your own. To help you with that, here are some tips you should remember when making a letterhead:
Letterheads can have any design a persona or a company may prefer. However, when used in business communication, companies usually adhere to standard designs. Here are the standard types of letterhead used in business communication:
1. Standard letterhead: As the name would suggest, this letterhead is the common type of letterhead you see professionals use. This letterhead is typically used for administrative or service-oriented purposes. It contains information such as the name and address of the company, as well as a logo or a watermark of the logo, if applicable.
2. Specialized letterhead: A specialized letterhead is basically like a standard letterhead but comes form a specific department of the company. The recipient for this letterhead is more concerned with the specific office or department it is from. It contains all the information found in a standard letterhead, but also includes the name of the specific department or office as well as images or logos associated with it.
3. Custom letterhead: When sending interoffice communications, there is a need to identify the specific source of the information. A custom letterhead can also be used for external communications, but can’t be used on form documents. As the name implies, this letterhead is custom made for one specific person to help readers know who the letter is specifically from.
4. Executive letterhead: This letterhead is reserved for people holding high levels of authority within the company or organization. An executive letterhead is used when higher-ups want a more definite and immediate action to certain matters or issues. This letterhead is basically of the same format like the standard letterhead but it highlights the title of the sender.
Here are answers to some frequently asked questions about letterheads:
A letterhead is all about professionalism. Not only does it provide the appropriate information about you that your reader should know, its aesthetics will help your reader assume your company or organization is well-handled and organized.
A letterhead should have all the basic contact information about you. This means it should have your name or company name, contact information such as phone number/s and email address/es, and your mailing or permanent address. Aside from these, a logo or image that best represents you or your company should be included. You can even include some words on the letterhead itself such as a brief company motto or brief mission and/or vision statements.
