Design and print your business stationery

The stationery you use says a lot about your business. It's an important part of building and projecting your image. High-quality stationery that displays attention to detail reflects well on your business. Cheap-looking stationery with no real design values detracts from your image and you may even lose customers.

Make sure that the business image you present is consistent. The different items of stationery you use should match each other, and your stationery should also match your signage, website and other marketing material. Your image should communicate your unique brand. See branding for your business.

Develop your business image

You should think about the following factors when designing your stationery - each will make an impression on your customers and other contacts:

• specific typeface and font
• your logo and letterhead design
• a particular colour or palette of colours
• the text to be included - such as your address, phone number and any business slogan
• paper stock - heavier paper can create a higher quality image, but it's more expensive

The right business name is crucial to conveying the right impression to customers and potential customers. Read more about choosing the right name for your business.

Design in-house or outsource

Small businesses that need low volumes of simple, text-only stationery may be able to design and print in-house to help you save on costs.

However, if you need a logo, and if image and design are important to your business, then it's worthwhile using a professional designer. They can create a brand identity and apply it across the stationery you use. The designer can also advise you on print options and sourcing an appropriate printer.

Read more about how to choose and work with a designer.

Business stationery covers every aspect of your printed communications - with customers, suppliers and even between different people in your business.

The types of stationery most businesses are likely to require include:

• letterhead paper - A4 paper with your logo and contact details for writing to customers and suppliers
• compliments slip - usually cut-down versions of your letterhead paper, often attached to documents or cheques you're sending out
• invoices and receipts - usually created either as a template for computer printing or as duplicate or triplicate books to be filled in by hand
• business cards - a handy credit-card-sized format for your logo and contact details
• envelopes or envelope stickers

Think carefully about the quantities you're likely to use before any of your business details change - such as your address or telephone number. Printing larger volumes is cheaper - but it's a false economy if you end up having to throw away much of the print run when your details change.

You should include the following on your business stationery:

• business name
• business address
• contact number
• fax number (if you have one)
• email address
• website address

Legal requirements for different types of businesses

If you're a sole trader operating under your own name, you should include your name and address on all business stationery. However, if you choose something other than your own name for the business, you must include your own name and the business address on all business letters, orders and receipts.

Partnerships must state on letters, orders, invoices and receipts:

• the names of all partners (or alternatively indicate where a list of partners may be inspected)
• the address of the principal office

Limited companies must show on letters and order forms (paper and electronic versions):

• the name of the company
• the place of registration
• the company registration number
• the address of the registered office
• the address of its place of business (if different)

If the company is being wound up, this fact must also be stated. There is no need to list the names of the company directors, but if you choose to include them, you must list the names of all directors.

Invoices from limited companies must show at least the company name. A limited company that is exempt from using the word 'limited' in its name must state the fact that it is a limited company.

Additional information to have printed on invoices

If you are registered for VAT, your invoices must state your VAT registration number.

Include your banking details on invoices to aid quicker payment through BACS or online banking. List the account name, account number and sort code.

You could also print your payment terms and any other relevant terms and conditions.

Consider the costs of printing your business stationery and decide whether to use a printer or do it in-house.

Costs of printing business stationery

The costs of printing stationery can vary depending on a range of factors. These include:

• how much do you need
• the number of colours involved
• the quality of the paper or card being used
• whether it's your first print run or reprints of work the printer has done before

Remember that choosing the lowest price you're offered won't necessarily be the most cost-effective option in the long run. If the printing quality is poor you may find yourself having to reprint your stationery. You should also check the cost for later reprints and for business cards for new employees. 

It's wise to compare samples and quotes from at least three different printers to ensure a good price.

Some printers offer starter packs containing amounts of the main stationery types that a small business is likely to need - letterheads, compliments slips and business cards.

Choose a printer for your stationery

Choosing a printer is no different to choosing any other supplier. You should:

• Specify clearly what you need. What stationery and printing quality do you require? Do you need help with the design?
• Identify potential printers. Ask friends and colleagues for recommendations or try local directories.
• Draw up a shortlist and look at examples of their work. Check the quality of the work and that their prices are competitive.
• Choose one you're happy to work with. Can they commit to the volumes and delivery times you require?

Read more about choosing the right suppliers.

In-house printing

Depending on your stationery requirements, using a colour computer printer may be a cost-effective option. A simple colour inkjet printer can produce high-quality stationery when good-quality paper is used. You can print from pre-designed template documents that include your logo or letterhead. Remember to factor in the cost of consumables, though - the price of ink cartridges can make high-volume printing with these machines expensive.