What Are Letter Heading Samples? (With Importance and Types)

By Indeed Editorial Team

Published June 17, 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.

Letterhead appears at the top of letters and contains your name, contact information, and your position within an organization. Using professional-quality letterhead can help you appear unique to customers and prospective employers, and designing one is straightforward using a word processing document. Reviewing various letterhead samples can help you create yours. In this article, we discuss why it's important to review letter heading samples, review types of letterhead, see what to include in a formal heading, and explore tips for creating a letter heading.

Why is it important to review letter heading samples?

It's important to review letter heading samples if you're writing business letters. A letterhead is critical for effective communication since it immediately identifies the sender and gives easily accessible contact information. Businesses, organizations, and individuals employ letterheads in every field. Often, businesses use professionally designed letterhead for all formal correspondence.

Related: How to Write a Letter: Format and Example

Types of letterhead

Here are various types of letterhead you might consider:

Standard letterhead

A standard letterhead refers to a company's basic information employees use for administrative or service-related reasons. They often sent the letter to a broad audience, and it may take the form of a default letter, a notification, or an invoice. The standard letterhead often has solely the business's name and address, and also a logo or a watermark of the company's logo.

Specialized letterhead

The specialized letterhead is similar to the normal letterhead, except that a particular department often issues it within the business, such as accounting, legal, or marketing. The audience may consider the subject matter of the messaging. For instance, in a retailing firm, the audience may consist of a group of suppliers representing the manufacturing division or a group of auditors representing the accounting division.

The specialized letterhead, like the normal letterhead, contains the company's name, address, and logo or watermark, but it may also include the company's specialty department or region, and any additional images or logos unique to the department.

Custom letterhead

Custom letterhead is frequently more subject-specific than other forms, and a single individual usually creates it. People often use these letterheads for interoffice correspondence, such as memos and presentations. Companies also use it for external communications and are rarely in form papers. Using the retail business as an example, a project manager may have their own custom letterhead for communicating with external independent contractors.

Executive letterhead

Executive letterheads are similar to custom letterheads, as they limit their intended audience and are subject to a single individual and topic. This letterhead is senior personnel and above and is useful for a variety of reasons, from termination letters to offer letters. Additionally, the executive letterhead may appear in a template letter from a single executive. For instance, an executive may have a variety of different form letters delivered to them regularly.

While generic, recipients are more likely to respond appropriately when communicating in a particular higher position, instead of getting a template letter sent to several recipients on standard letterhead.

Related: How to Write an Experience Letter (With Template and Example)

What to include in a formal heading

To assist you in writing your own formal heading, the following is a list of items to include:

Office address

The first item in your heading is the company address. This includes your name on the first line, then the office's street address, city, province or territory, and postal code. For example:

Alex Thompson
345 Bridgeport Rd.,
Milton, Ontario,
L9T 2Y2

Date

You may provide the current date after your address. Although it's typical to include it along the left margin, you may try aligning it to the right if you want more page space. While the traditional date format in Canada is YYYY-MM-DD, it's also acceptable to write the month's date followed by the month and year.

Recipient's address

You may write the recipient's address as you might your own. Include an additional line between the date and the recipient address and align it to the left, regardless of the date's alignment. Begin by writing the recipient's name, followed by their title, company name, and corporate address, if applicable. Guarantee that you accurately spell their name and address to ensure they receive the letter.

Tips for designing your letterhead using a template

Here are some methods you can use to make a letter heading in a word processing software:

Using a template

To make letterhead using an already existing template within the software, follow these three steps:

Choose a letterhead template

The first step in making a letterhead using a word processing software template is to do a template search inside the program. When you run the word processor, a selection of the most popular templates might appear. If you type "letterhead" into the template search field, the program may display all accessible templates. If you don't see what you like there, there are different websites you can visit for additional alternatives.

Related: 4 Types of Business Letter Formats (With Templates)

Customize it with your information

After selecting a template, save it as a new document. Following that, you may be able to modify the template with your own details. Usually, letterheads include the sender's complete name, phone number, and street or e-mail address. Additionally, you may put any professional titles or qualifications under your name. Once you included your information, you may alter the font size and colour scheme until you're happy with the design.

Save it to your computer's hard drive

After you've completed your letterhead, you may save it to your hard disk. Following the "File" menu, choose "Save as" to save your letterhead as a template. This enables you to retrieve and change your letterhead in the future. Assign a descriptive name to the file, such as "My personal letterhead template" or "Professional letterhead work."

Without a template

By following these tips, you may easily create your own letterhead without using a template:

Create a basic drawing of your concept on paper

If you can't find a suitable template or want to showcase your creative abilities, you may create a letterhead using an empty software document. Begin by sketching a rough sketch of your notion on paper. Include the necessary information and leave space for a logo or image.

Create a new document and save it as a template in the word processing software

Then, by choosing "Save as," create a new document and save it to a template folder. This makes it simple to locate, modify, and reuse your letterhead template in the future. Generate a specific name to your document so that you can quickly find it when you're using it again.

Create a header and begin typing your content

When the document is open, check for the header option. Once you've accessed your document's header, you may enter all of your contact information. This includes your name, address, e-mail, and phone number. Use the enter or return key on your keyboard to add new lines of information. After entering the required information, you may adjust the font size and colour.

Increase the number of design components

After you've entered all of your information, you may experiment with additional design elements for the header. Consider enclosing your letterhead in a box or adding a line underneath the information to distinguish it from the body of the message. In this part, you may include fundamental design components, such as geometric shapes or patterns. Consider that the letterhead's aim is to draw attention to your contact information, so avoid overloading it with too many sophisticated components or colours.

Consider including a footer

You may also include a footer in your design if you believe there's relevant information to add there. By putting content at the bottom of the page, footers provide a visually attractive way to balance the style of your message. A footer often uses the same colour scheme and design components like the header and it contains the name, logo, and motto of a business or person.

Use a photo or illustration to frame your letter

Rather than using a traditional header or footer, you may frame your letters with a picture. This is an excellent method to enhance your business interactions with individuality. Typically, you can use a transparent background image. So, your picture can seamlessly integrate with the rest of your design.

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