At Kaizen Print we help many of our clients with letterhead printing and design. One of the questions that often crops up is what information to include in your design. While it is great to opt for unusual or creative designs for your letterheads, it is important to bear in mind that there are also some legal requirements about what you should include. Failing to adhere to the legal requirements can lead to wasted time and money in re-designs and reprinting. You’ll therefore want to make sure you include the following 5 elements in any letterhead design;

1. The name of your business

This does not just mean the name that you use for marketing purposes or when talking to customers. The name you present on your letterheads should be your full registered company name.

2. Where in the country your business is registered

You will need to include where your business was registered. 

3. The registered company office

If the registered address is different to the address of your place of business then you will be required to include both addresses. 

4. The registered company number

Your registered company number is a unique number issued by Companies House. This number will include 8 numbers or 2 letters followed by 6 letters and should be included in all letterheads. 

5. Regulatory or professional body information

Depending on your industry you may be required to provide regulatory or professional body information. Regulators and professional associations ensure that a set of standards are adhered to. Some examples of regulators include the likes of charity commissions, food standards, health and care and so on. 

Why providing this info is a good thing

Provide peace of mind

The purpose of a letterhead is both as a piece of branding and to provide reassurance to the recipient that the communication is authentic. In compliance with GDPR, all customer and postal data is considered sensitive. There are therefore certain legal obligations every business should fulfill in order to ensure peace of mind for the customer. 

If you are a member of a regulatory or professional body in particular, it is a good idea to provide this information in your general marketing. Abiding by regulatory standards means that your business offers a certain level of quality and care. By adding these credentials to your marketing collateral you are telling your customers that they can trust the service you deliver. 

Handling sensitive information

Often letterheads are used for formal purposes such as bank statements or invoices. It is for this kind of sensitive information in particular that there are certain legal requirements governing the proper usage of letterheads. Your letterhead reassures customers that they are being communicated to by a genuine company. They also reassure your customers that it is you who has contacted them and not a fraudulent account. It is therefore also in your best interest to adhere to the regulatory requirements as your customers can investigate your credentials should they wish to do so. 

What else should you include in your letterheads?

As well as including all of the legal requirements, it is a good idea to ensure that you include the following information in your letterhead;

  • Your business telephone number
  • An appropriate email address
  • Your website’s URL
  • Your company logo

By ensuring you have these three key details your customers have all of the information that they require at their fingertips. If they have any questions about the contents of your letter to them, then they can ring or email you directly. And if they want to investigate anything further they can visit your website for more information. It is also advisable to provide the most relevant email and telephone number possible. If you have multiple departments in your business for example, direct your customers to the department that is most relevant to the content of your letter. 

At Kaizen Print we work with clients to help them create smart, attractive and professional looking letterheads. To find out how we can help visit our letterheads page, or get in touch via our contact page or by calling 019 036119