Since email inboxes and social media are jam-packed with distractions, physical mail is a refreshing way to stand out and get noticed offline. And let’s be honest, there’s something exciting about finding anything in your mailbox that isn’t a bill! So, how can nonprofits make the most of this?
It all starts with a show-stopping piece of paper that greets people the moment they open your envelope: a letterhead. A letterhead is a versatile, professional piece of stationery that features your brand’s name, logo, and contact details. It isn’t limited to mail; it can be used to deliver messages in all sorts of other impactful ways. In our Brand Basics series, we’re unpacking the power of letterheads for nonprofits and exploring all the ways this seemingly simple sheet can carry your message to donors, stakeholders, and volunteers.
Since email inboxes and social media are jam-packed with distractions, physical mail is a refreshing way to stand out and get noticed offline. And let’s be honest, there’s something exciting about finding anything in your mailbox that isn’t a bill! So, how can nonprofits make the most of this?
It all starts with a show-stopping piece of paper that greets people the moment they open your envelope: a letterhead. A letterhead is a versatile, professional piece of stationery that features your brand’s name, logo, and contact details. It isn’t limited to mail; it can be used to deliver messages in all sorts of other impactful ways. In our Brand Basics series, we’re unpacking the power of letterheads for nonprofits and exploring all the ways this seemingly simple sheet can carry your message to donors, stakeholders, and volunteers.
Think of letterheads as the classy tie or scarf that finishes off an outfit. It adds that extra touch, showing off your nonprofit’s brand while delivering key messages with a dash of flair. Letterhead has an important job: whether it’s sharing big news, asking for donations, or promoting a new project, it’s up for the task. These simple 8½ by 11” sheets aren’t just paper; it’s a reflection of your organization’s identity. The mission of a good letterhead is to boost your nonprofit’s reputation while passing along vital information to community members, donors, stakeholders, or volunteers.
There are countless occasions for nonprofits to make the most of a letterhead. From essentials like fundraising appeals, donation requests, and partner communications, to more formal tasks, such as grant applications, volunteer documentation, and tax acknowledgment letters, a letterhead helps ensure everything stays official and organized.
But don’t let the formality fool you. Letterheads aren’t just for serious business! They’re perfect for more casual moments too, like thank-you letters to donors and volunteers or orientation letters for new team members. With the right design, your letterhead can showcase your brand’s mission and values. It’s about striking the perfect balance between looking polished and feeling personal so you can make a lasting impression in any situation.
Nonprofits have so many ways to make letterheads work for them! Letterheads can elevate your branding, marketing, and promotions, helping you stand out in a sea of messages. When used right, letterheads can take your communications to the next level. So, what’s the payoff? Here are three key benefits of a standout letterhead:
While a letterhead may seem like a simple piece of paper, there’s a lot of thought behind it to ensure it makes the statement you want and stays in sync with other marketing materials such as brochures or business cards. From a design perspective, there’s plenty of room for creativity to turn your letterhead into a shining star for your nonprofit. But before you get too carried away, there are a few essentials that every letterhead should include:
While it’s tempting to add to it, less is often more when it comes to letterheads. Remember, they’re a tool to get your message across– not a cluttered canvas. Overloading the page with text and design can overwhelm your audience and, instead of sparking interest in your cause, could end with your letterhead being put straight into recycling bin. So, what are some trusty ideas to create the ideal letterhead? Below are 6 simple tips with nonprofit letterhead examples and templates to transform your print communication.
Letterheads don’t have to be limited to black and white! Adding a pop of color can help make a statement. When selecting your colors, make sure they align with your nonprofit’s brand and personality. For instance, if your logo features red and black, neon orange or yellow might not be the best choice. Sticking to a color scheme that reflects your nonprofit’s branding will ensure that your letterhead feels cohesive and instantly recognizable.
Don’t feel like your letterhead has to be confined to a plain white sheet of paper. Think outside the box. Why not incorporate your brand colors into the design, or overlay your letterhead text on top of a subtly transparent image? For example, imagine a letterhead where ¾ of the page is a beautiful teal that matches your nonprofit’s branding. This gives a bold yet professional look that makes it stand out amongst other papers.
Of course, always remember to keep accessibility in mind! Make sure the text remains easy to read by choosing high-contrast fonts. In this case, black font pops nicely against the teal, while the bottom quarter of the page stays white to draw attention to important details, like your website and contact info. By playing with color and design elements, your letterhead can become a dynamic reflection of your nonprofit’s mission, all while maintaining readability and a professional appearance.
The font you choose for your letterhead speaks volumes about your nonprofit. If your nonprofit already has a specific font as part of its branding, be sure to use it on your letterhead. Consistency is key! Keeping the same font across all materials whether online or in print ensures that your nonprofit’s message is clear and recognizable wherever people interact with it.
That said, your letterhead doesn’t have to be all business. While it’s important to use your brand font for essential details like your nonprofit’s name, logo, and contact information in the header or footer, don’t be afraid to have a little fun with the font choices inside the letter itself. For instance, if you're including information about an exciting upcoming gala or a fundraising event, using a different, more eye-catching (but still readable) font can help draw attention and make the event pop. It’s all about striking the right balance: keeping things consistent while also giving your message a touch of personality.
The header and footer of your letterhead are the real stars of the show! They’re the first place people will look to figure out who’s reaching out and how they can get in touch. A letterhead can be as brilliant as you want it to be, but if it’s cluttered, hard to read, or just plain outdated, it might end up falling flat, and that’s the last thing you want for your messaging.
One simple trick to make your header and footer shine is through smart alignment. Take a look at the example above: the company name and title are aligned to the left in the header, while the contact info in the footer is neatly aligned to the right. This layout keeps the design clean, helping your key information stand out without feeling overwhelming. Of course, you can always tweak the alignment to match your style. Just be sure the letterhead is as easy to read as it is appealing to look at.
When designing your letterhead, don’t overlook the margins. They’re prime real estate for adding some personality! Consider using the side margins to make a subtle statement. Take the example of a school in Arizona using a cactus image on its admission letterhead. This simple addition reflects the school's location and unique environment, creating a memorable connection for recipients. This can work for nonprofits in all different locations or industries. Nonprofits that work in coastal areas might add an image of a wave or a wave pattern, while a performing arts group could include images from their latest theatrical production.
If a photo doesn’t fit your style, a single color along the side margin that aligns with your brand can also be effective. This color accent can create a cohesive look that ties all your materials together. Think of it as an easy, eye-catching way to reinforce your brand identity without distracting from the main content. You can even get creative with subtle patterns, gradients, or brand-related icons like stars or heart shapes that represent your mission, providing a polished look that’s still warm and welcoming. Whether you opt for images, color blocks, or patterns, these thoughtful design choices can elevate your letterhead from a functional document to a memorable representation of your nonprofit’s unique personality and values.
While letterheads are typically sleek and minimalist, that doesn’t mean they have to be boring. Simple design elements like borders, icons, and even images can take your letterhead from "meh" to memorable. Take the example above, this school letterhead includes small images like students and books at the top right to subtly communicate its mission and activities, without overwhelming the design.
You can replace the images within this template to fit a whole host of nonprofits. For an animal shelter, images of adoptable pets or wild animals being rehabilitated can add warmth and personality. Or for an environmental nonprofit, consider featuring photos of lush trees, colorful flowers, or the beautiful landscapes you’re working to protect.
Another fun, yet simple idea is to add transparent shapes to your letterhead. You don’t have to cover the whole page; just a shape here and there can make your letterhead stand out. For example, nonprofits with a global mission might use an image of a map, while a cancer awareness organization could feature a ribbon of the type of cancer they’re fighting against. These little touches not only make the letterhead more visually interesting but also give it a unique flair that’s still true to your nonprofit’s mission.
Creating a general letterhead template for your nonprofit is a great start, but why stop there? Customizing letterheads for each department can make your organization’s communication even more effective and personal. Think of it as a way to ensure everyone has exactly what they need to get in touch with the right people.
For example, design a version just for donors. Keep the main look consistent but swap out the contact details for those of your Donor Relations Manager or Development Officer. This small tweak lets donors know exactly who to reach out to if they want to support your cause further. Or create a special letterhead for volunteers that features your Volunteer Coordinator’s contact info and even includes a link to sign up for future volunteer opportunities. It’s a simple way to make them feel appreciated and stay engaged with your organization!
Consider doing the same for your finance, marketing, and administration teams. Custom letterheads for each department not only make your communications more organized but show that your nonprofit is attentive to the unique needs of every person it reaches. It’s a thoughtful touch that can strengthen connections across the board!
Once your letterhead design is ready to go, it’s time to choose the perfect paper to bring it to life. You want something that feels just right; nothing too glossy or slick because you might want to add a personal touch with handwritten notes or signatures. Linen-textured paper is a fan favorite, and for good reason! It strikes a perfect balance between being lightweight for easy mailing and sturdy enough to show that your message, and nonprofit, are important.
The texture also brings something extra to the experience. When someone receives a letter on linen-textured paper, it leaves an impression that’s hard to forget. Why? Because it engages more than one sense. People tend to remember what they receive when they have to use multiple senses, and that tactile quality makes your message stand out, creating a connection that feels thoughtful and genuine. Plus, it subtly reinforces your nonprofit’s values all through something as simple as the paper you choose. It’s a small detail that makes a big difference.
Your letterhead is more than just a piece of paper, it’s a reflection of your nonprofit's identity and values. Well-designed letterheads can establish your credibility and make a lasting impression on supporters, donors, and partners. A letterhead can become an essential part of your nonprofit’s branding strategy and set the tone for how you engage with the world.
So, how do you begin? Templates are a fantastic starting point. With letterheads, less is often more, so using a template will help guide you through the layout process, ensuring your design is clean, clear, and effective. Here at MissionPrint, we have nearly 100 different letterhead templates so you can focus on what really matters: getting your message out there. Once you sign up and have the perfect letterhead crafted and printed, simply tuck it into a folder or envelope and send it out to those who can help your nonprofit grow and make a difference!