Start with a blank document and set your margins

Open Microsoft Word and create a new blank document. Go to the Layout tab at the top, then click Margins. Choose Normal (which gives you one-inch margins on all sides) unless your organization has specific margin requirements. This gives you consistent space around your letterhead.

If you need custom margins, click Margins again and select Custom Margins at the bottom. You can then type in exact measurements for top, bottom, left, and right. Most letterheads work well with a one-inch top margin, which leaves room for your header without crowding the page.

Key Takeaways

  • Your letterhead goes at the very top of the page in the header area, which keeps it separate from your letter text and makes it repeat automatically on every page.
  • A straightforward letterhead with your name or business name, address, phone, and email is more professional than graphics or colored backgrounds.
  • You can save your letterhead as a template so you start with it every time you write a letter, rather than recreating it each time.
  • Word's header function means your letterhead stays in place even if you add or delete text in the letter itself.

Add your information to the header

Click the Insert tab at the top of Word, then click Header on the left side. Select Blank to create an empty header. Your cursor will now appear at the very top of the page in a special header area. Type your name or business name first, then press Enter and add your address, phone number, and email on separate lines.

Keep the text straightforward and left-aligned. Use a standard font like Calibri, Arial, or Times New Roman in 11 or 12 point size. Your letterhead should be readable but not oversized — it frames your letter, not compete with it. If you want your business name slightly larger, you can select just that line and increase it to 14 point.

Format your letterhead text

Select all the text in your header by pressing Ctrl+A while your cursor is in the header area. Then use the formatting tools on the Home tab to adjust appearance. You can make your business name bold, change the font, or adjust the size. Keep colors neutral — black or dark gray text on a white background is standard and prints reliably.

If you want a line under your letterhead, click at the end of your last line of text (after your email address) and press Enter. Then go to the Home tab, click the arrow next to Borders, and select Bottom Border. This adds a straightforward line that separates your letterhead from your letter text without looking cluttered.

Add spacing between your letterhead and letter body

Click at the end of your letterhead text (after your email or the bottom border line) and press Enter two or three times. This creates white space between your letterhead and where you will type your actual letter. The exact number of line breaks depends on how much breathing room you prefer — two is standard, three if you want more separation.

When you are done formatting the header, click anywhere in the main document area below to exit the header. You will see your letterhead at the top of the page, and your cursor will be ready for you to type your letter. The letterhead will now appear on every page of any document you create using this template.

Save your letterhead as a template

Once your letterhead looks the way you want, save it as a template so you can reuse it without rebuilding it each time. Go to File and click Save As. In the dialog that opens, click the dropdown that says Save as type and select Word Template (.dotx). Give your file a clear name like "Business Letterhead" or "Personal Letterhead."

Word will automatically save it in your Templates folder. The next time you want to write a letter, go to File and click New. Search for your template by name, and it will open with your letterhead already in place. You can then type your letter content without touching the header.

Avoid common letterhead mistakes

Do not use images, logos, or colored backgrounds unless you have a specific reason and know they will print correctly on your printer. Stick to text and straightforward formatting. A cluttered letterhead with multiple fonts, colors, and graphics looks unprofessional and can cause printing problems.

Do not put your letterhead in the main document body instead of the header. If you type it directly into the page, it will not repeat on page two, and it will move around if you edit your letter. The header function keeps it fixed at the top. Also avoid very small fonts — your contact information should be readable at normal viewing distance, typically 11 point or larger.

Frequently Asked Questions

Can I add a logo to my letterhead?

Yes. Go to Insert and click Pictures, then select your logo file. Make it small — usually no more than one inch wide — and position it to the left of your text or above it. Keep file size in mind; very large image files can slow down your document. Right-click the image and choose Wrap Text set to Square so you can position it exactly where you want.

How do I edit my letterhead after I have saved it as a template?

Open the template file itself (not a document created from it) by going to File, Open, and navigating to your Templates folder. Make your changes, then save the file. The next time you create a new document from that template, your changes will appear. If you want to update an old letter you already wrote, you will need to edit its header separately.

Why does my letterhead look different when I print it?

Printer margins are often different from screen margins. Print a test copy and check the spacing. If your letterhead is too close to the edge, go to Layout and increase your top margin. Also check that your printer is set to print headers — some printers have a setting that skips the header area by default.

Can I have different letterheads for different pages in the same document?

Yes, but it requires breaking your document into sections. Go to Layout, click Breaks, and select Next Page. Then double-click the header on the new page and uncheck Link to Previous (in the Design tab that appears). You can now edit that page's header separately. This is useful if you are writing a letter that continues on a second page with a different header.