How to Make a Letterhead in Google Docs

Quick preview: This guide shows three practical ways to create a professional letterhead in Google Docs — (A) use the built-in template gallery, (B) build a header + footer from scratch for full control, and (C) advanced options using Google Drawing or Apps Script. Each method includes print-safe tips, sharing, and common troubleshooting fixes so your letterhead works flawlessly on screen and on paper.

Why a proper letterhead matters

A consistent letterhead does more than look professional — it communicates brand trust, helps recipients verify official documents, and ensures that contacts and legal data are always present. For printed mail and PDFs, a well-designed letterhead prevents layout shifts, clipping, and low-resolution logos at print time.

Decide early whether your letterhead is primarily for digital use (email/PDF) or print. Digital letterheads can use subtle colors and rich graphics; print letterheads must consider margins, DPI, and safe zones. The methods below include both perspectives and practical checks you can run before hitting “Print” or “Send.”

Quick method — use a Google Docs template (fastest)

Where to find templates in Google Docs

Open docs.google.com and click Template gallery. Under "Letters" you'll find several ready-made letter and stationery templates you can customize. This is the fastest route when you want a professional layout without designing from scratch. Google’s gallery and many template sites maintain updated letterhead templates you can open directly into Docs.

How to customize and save a template copy

• Open the chosen template → click File → Make a copy to preserve the original.
• Edit the header and footer by double-clicking inside them. Replace placeholder text with company name, contact info, and logo.
• Adjust fonts and brand colors via the toolbar. Use consistent styles: one font for headings, one for body text.
• When finished, keep the copy in a “Templates” folder in Drive; duplicate it for new letters. To share: set Drive permissions to "Viewer" for your staff and ask them to open and use File → Make a copy.

Build-from-scratch — recommended step-by-step (best control)

Plan your layout

Sketch (or list) what the letterhead must include: logo, organization name, tagline, address, phone, email, website, and optionally a registration number or legal statement. Choose alignment: centered, left, or a two-column layout (logo left, contact right). Keep the header’s vertical height modest so it doesn’t crowd the letter text.

Create a header: insert, format, and align elements

1. Open a new Google Doc (Blank document).
2. Click Insert → Headers & footers → Header (or double-click the top margin). This opens the header editing mode.
3. Type your organization name and contact info, or insert a table (recommended for alignment — see next section).
4. Format fonts, size, and letter spacing using toolbar controls. Keep header text slightly smaller than your main header on printed stationery.

Use tables inside the header for pixel-perfect alignment

Insert a 1×2 (or 2×2) table into the header to lock positions: put the logo in the left cell and text in the right. Remove table borders (Table → Table properties → Border width → 0 pt) so it’s invisible but keeps layout stable across devices and when exporting to PDF or Word.

Add a logo (image) and set wrap/size for print quality

• Insert logo: Insert → Image → Upload from computer/Drive/URL.
• Click the image and use the corner handles to scale proportionally. For print, aim for 300 DPI — export your logo PNG at a size that gives 300 DPI for the printed width (e.g., a 2" wide logo should be ~600px wide at 300 DPI).
• In the image toolbar choose Wrap text or Break text to control spacing. When the logo is inside a table cell, it will remain anchored and not float unexpectedly.

Add a footer: contact details, disclaimers, and social links

Open the footer (Insert → Footer) and place secondary contact details, registration numbers, or a confidentiality disclaimer. Footers are ideal for long-term legal text — keep them small and unobtrusive.

Add colored bars or shapes with Google Drawing or images

For decorative elements (curved headers, colored bands), create the shape in Google Drawing or any design tool and insert the image into the header. Alternatively, use Insert → Drawing → + New and add shapes, text, and colors; then save and insert. Drawings come in as images that behave predictably at print time. Video tutorials demonstrate this method step-by-step.

Make the letterhead print-safe (margins & bleed)

• File → Page setup: set margins to typical values (1" = 2.54 cm) or smaller if your printer supports edge-to-edge printing — but be conservative; most printers cannot print to the absolute edge.
• Keep important elements at least 0.25–0.4 inches inside the page edge (safe zone) to avoid clipping.
• Before final printing, export to PDF (File → Download → PDF Document) and print a test page to confirm alignment and color output.

Save, duplicate, and share as a template

Once the letterhead document is final, place it in a Drive Templates folder and instruct staff to open and select File → Make a copy before typing their letter. For organization-wide templates, Workspace admins can add custom templates to the Gallery (if you use Google Workspace).

Advanced options & automation

Using Google Drawing for custom shapes and curved headers

Google Drawing inside Docs is great for adding non-rectangular elements — curved banners, soft gradients, and grouped items. Create the drawing at the size you need, then insert it into the header. Because it’s a single object, alignment is easier and behavior is more consistent across exports.

Insert image “behind text” (watermarks or full-page backgrounds)

Docs now supports image positioning options like “Behind text” for some image types. Use this with care for watermarks: keep transparency high and avoid placing critical text over dense graphic areas. For full-page backgrounds, make sure your exported PDF preserves the image and that print margins do not clip key content. Many tutorials show how to insert and position images for background effects.

Use Google Apps Script to auto-insert or update a letterhead

If you need to auto-populate multiple letters with the same header or programmatically insert a header into many documents, Google Apps Script can do this. There are community tutorials that show scripts to insert images and style headers in bulk — useful for large organizations that need centralized updates. (If you want, I can include a simple Apps Script snippet in a follow-up.)

Locking/controlling edits (best practices)

Google Docs doesn't let you "lock" header content in a single document for editors, but use these approaches:

• Keep the master letterhead file in a protected Drive folder with Viewer access for staff; instruct them to use File → Make a copy.
• Use clear instructions in the body of the template (a short gray note: “Type your letter below — do not edit header/footer”).
• In Google Workspace, set sharing and edit permissions at the folder or file level to reduce accidental edits. Community threads show admins using templates + permissions to prevent changes.

Accessibility, branding & legal tips

Typography and color contrast for accessibility

Choose fonts that are legible at small sizes (e.g., 10–12pt for body). Ensure text contrast meets accessibility minimums — dark text on light backgrounds is safest. Avoid using all-caps for long strings of text (it reduces readability).

File formats: exporting to PDF, Word, printing best practices

Always export your final letter to PDF when sending externally. PDF preserves layout and fonts. If you must export to Word (.docx), check alignment and images — complex Drawings may shift, so test on a copy first. Several how-to guides warn about format changes when moving between Google Docs and Word.

Legal items to include

For company letterheads include registration numbers, registered office address (if required), and any mandatory disclaimers. Check local law for required disclosures on official stationery.

Troubleshooting & common mistakes

Letterhead doesn’t print properly

• Check Page Setup margins and test print a PDF. If the top is cut off, increase the top margin or reduce header height.
• Ensure the logo image is high resolution (300 DPI recommended for print).

Elements shifting when copied or opened in Word

Complex drawings or floating images may move when exported to Word. Flatten these elements into a single image (export from a design tool as PNG/PDF and insert that) if you need a consistent cross-format result.

Staff removing header elements — how to protect

Use a template copy workflow: store one master in Drive with Viewer-only access; staff must make a copy. Optionally place a short instruction line in the body so users know not to edit the header/footer. For organization-wide enforcement, use Workspace template galleries.

Frequently Asked Questions

Q: Can I save a letterhead as a template in Google Docs?

A: Yes. Create the letterhead document, place it in a shared Templates folder, and tell users to open and use File → Make a copy. Google Workspace admins can add templates to an organization's Template Gallery for easy access.

Q: How do I insert a logo so it stays aligned?

A: Insert the logo into the header and place it inside a table cell or anchored drawing. Use corner handles to resize proportionally; set image wrap to “In line” or use the table approach so it remains fixed. High-resolution PNGs with transparent backgrounds work best.

Q: Can I have a full-page background as a letterhead?

A: Yes, but with caution. Insert a background image and set it behind text (or use a PDF background). Ensure the image is high resolution and keep critical text away from the edges due to printer margins. Test-print before mass production.

Q: How to stop others from accidentally editing the header?

A: The practical method is process-based: keep a read-only master and require users to make copies. For Workspace customers, use admin template features and folder permissions to restrict editing of the master file.

Q: What’s the best image format and DPI for printing a letterhead?

A: Use PNG for logos with transparency or high-quality JPEG for photographic elements. For print, target 300 DPI at the printed size (e.g., if the logo prints at 2" wide, image should be ~600px wide).

Conclusion

Creating a dependable letterhead in Google Docs is straightforward whether you pick a ready-made template or build one from scratch. Use the header/footer area for repeatable elements, insert logos with tables for stable alignment, and always test-export to PDF before printing. For organizations, centralize a master template in Drive and require copies so your brand remains consistent. If you want, I can now: (A) produce a downloadable Google Docs sample letterhead for your brand, (B) write a simple Apps Script to auto-insert headers across many docs, or (C) produce a printable PDF master. Tell me which and I’ll build it (no waiting).