Introduction

Office stationery is one of the oldest forms of business branding, and it remains one of the most personal. A business card is handed from one person to another. A letterhead carries a quotation, a contract or a thank-you letter directly to a client’s desk. An envelope is the first thing a customer sees before opening an important document. Each item is a small but constant reminder of how professional, organised and trustworthy a business is.

Even in an age of email and messaging apps, these items matter. Letterheads are still used for official letters, quotations, certificates and legal documents, often as printed sheets or as digital templates for PDFs. Business cards remain the quickest way to share contact details at meetings, trade fairs and networking events, especially in South Asia and the Gulf, where exchanging cards is part of business etiquette.

This guide explains how to design and print letterheads, business cards and matching office stationery. It covers the design versions available, what information to include, paper and finish choices, printing methods and how Dsigngo Group delivers complete stationery sets.

The core office stationery set

A typical office identity set includes:

• Letterheads: usually A4, for letters, quotations and official documents.
• Business cards: for every employee who meets customers or partners.
• Envelopes: in common sizes such as DL (for A4 folded in three), C5 (for A4 folded once or A5) and C4 (for unfolded A4).
• Compliment slips: smaller sheets, often one-third of A4, for short notes sent with documents or products.
• Presentation folders: for proposals, brochures and documents.
• Digital templates: Word and PDF versions of the letterhead, and email signatures.

Designing these items together ensures they look like one family.

Design versions: choosing a style

At Dsigngo Group, every stationery project starts with design versions: two or three different design directions for the client to compare. Common styles include:

Classic

Centred or left-aligned logo, conservative layout, serif or traditional typography and restrained colours. It suits law firms, accountants, established family businesses, schools and institutions.

Modern

Clean, asymmetric layouts, sans-serif typography, bold use of brand colours and generous white space. It suits technology companies, consultancies, design studios and young brands.

Minimal

Very little decoration, with a small logo, simple typography and lots of white space. It suits premium brands, architects and professional services that want an understated look.

Premium

Special papers, foil stamping, embossing, spot UV, thick cards and coloured edges. It suits luxury brands, hotels, jewellers, real estate and senior executives.

Bilingual or trilingual

Versions with Sinhala, Tamil and English, or Arabic and English, for businesses serving multilingual audiences. Typically, one side of a business card is in English and the other in another language, or the letterhead footer includes details in two languages.

Seeing several versions side by side helps clients choose confidently. The chosen version is then refined and applied consistently across all items.

What to include on a letterhead

A professional letterhead usually includes:

• Company logo and name.
• Registered address and, if different, the business address.
• Telephone numbers and email address.
• Website.
• Company registration number, where required or useful.
• Tax identification or VAT number, if relevant to the documents sent on the letterhead.
• Directors’ names, in some cases.
• Branch addresses, for multi-location businesses.

Company law in many countries requires companies to show certain details on business letters and documents. In Sri Lanka, companies registered under the Companies Act, No. 7 of 2007, should check with their company secretary which details must appear, such as the registered name and registration number.

Layout tips

• Keep the top area clean, with the logo and name.
• Place contact details in the header or footer, not both, unless space allows.
• Leave generous margins for the letter text and for printing on office printers.
• Design a continuation sheet for multi-page letters, with only the logo or a simple header.
• Test the design with real letter text to ensure it does not compete with the content.

Printed versus digital letterheads

Many businesses now use both:

• Printed letterheads: for official letters, certificates and documents that need a premium feel, especially with special papers or colours that office printers cannot reproduce.
• Digital templates: Word and PDF templates for documents sent by email or printed in the office.

Both versions should match exactly. We supply printed letterheads and editable digital templates set up with the correct fonts, margins and styles.

What to include on a business card

Business cards have very limited space, so prioritise:

• Name and job title.
• Company logo and name.
• Mobile and office phone numbers.
• Email address.
• Website.
• Address, if relevant.
• Social media or messaging details, if used for business.
• A QR code linking to a digital contact card, website or portfolio, if appropriate.

Design tips

• Use a minimum text size of around 7 to 8 points for readability.
• Keep important information away from the edges, inside a safe area.
• Use the back of the card for a logo, tagline, brand pattern, QR code or second language.
• Make sure names and titles are spelled exactly as people want them.
• For international business, include the country code in phone numbers.

Card formats

• Standard size: commonly 90 × 55 mm or 85 × 55 mm.
• Square cards: for a distinctive look.
• Rounded corners: a modern, friendly feel.
• Folded cards: more space for information, such as appointment cards or service lists.

Paper choices

Paper is one of the most important factors in how stationery looks and feels.

Letterheads

• Bond or uncoated paper, typically 80 to 120 gsm, which works well with pens and office printers.
• Premium textured papers, such as laid or linen finishes, for a distinguished feel.
• Coloured or tinted papers, for a distinctive look.

If letterheads will be overprinted in office laser printers, choose papers and inks that are compatible with laser heat, and test before ordering large quantities.

Business cards

• Art board or coated board, typically 300 to 400 gsm, for vibrant colours.
• Uncoated board, for a natural, writable surface.
• Textured and specialty boards, such as linen, felt or recycled papers.
• Extra-thick cards, made by laminating several layers, for a premium feel.

Envelopes

Envelopes are often printed on standard envelope paper, with options for window or plain fronts, and peel-and-seal or gummed flaps.

Finishes

Finishes add protection and a premium feel:

• Matt lamination: soft, elegant and resistant to fingerprints.
• Gloss lamination: shiny, making colours more vibrant.
• Soft-touch lamination: a velvety feel.
• Spot UV: a glossy coating applied to selected areas, such as the logo.
• Foil stamping: metallic gold, silver, rose gold or coloured foil.
• Embossing and debossing: raised or pressed designs.
• Die-cutting: custom shapes and rounded corners.
• Edge colouring: painted edges on thick cards.

Finishes should match the brand and budget. A well-designed card on good paper often looks better than an over-decorated one. If you are unsure, ask to see printed samples of each finish before deciding, as the feel of a card is hard to judge on screen.

Printing methods

Offset printing

Offset printing is ideal for larger quantities, such as letterheads in thousands and business cards for many employees. It offers accurate colours, including spot colours, and low cost per copy at volume.

Digital printing

Digital printing suits smaller quantities and personalised items, such as business cards for individual employees or short runs of letterheads. It is fast and economical for small runs.

Choosing between them

Many businesses use both: offset for bulk letterheads and envelopes, and digital for business cards ordered in small batches as staff join. Dsigngo Group advises on the best method for each item.

Envelopes, compliment slips and folders

The supporting items in a stationery set are often forgotten, yet they complete the professional impression.

Envelopes

Envelopes are the first thing a recipient sees. Design considerations include:

• Size and format: DL for folded A4 letters, C5 for A5 or folded A4 documents, and C4 for unfolded A4 documents such as certificates and reports.
• Window or plain: window envelopes save time by showing the address printed on the letter, but the letterhead layout must place the address in the right position.
• Branding: a logo and return address on the front or flap, sometimes with a brand colour or pattern inside.
• Closure: gummed, self-seal or peel-and-seal flaps.

Compliment slips

Compliment slips are useful for short notes sent with brochures, samples, invoices or gifts. They usually match the letterhead design, with the logo and contact details and space for a brief handwritten message.

Presentation folders

Presentation folders hold proposals, brochures, price lists and business cards. They are commonly printed on heavy board, with one or two pockets, a slot for a business card and finishes such as lamination, spot UV or foil. A well-designed folder can turn a set of separate documents into a polished proposal.

Notepads and memo pads

Branded notepads are practical for meetings, reception desks and gifts. They can share the letterhead design or carry a simpler version of the brand.

Digital stationery

Today, a stationery set also includes digital items:

• Email signatures: consistent signatures for all staff, with name, title, phone, logo and website. Signatures should be simple, readable on phones and not rely on large images that may be blocked.
• Word and PDF letterhead templates: set up with the correct fonts, margins, styles and footer details.
• Presentation templates: matching the stationery design.
• Digital business cards: contact details shared by QR code or link.

These items ensure that a client receives the same brand experience whether they receive a printed letter or an email.

Special considerations for Sri Lanka and the UAE

• Languages: businesses serving local customers in Sri Lanka may add Sinhala or Tamil to business cards and letterheads. In the UAE, Arabic and English are common, with Arabic text set right-to-left.
• Phone formats: include country codes, such as +94 for Sri Lanka and +971 for the UAE, for international contacts.
• Multiple locations: businesses with offices in both countries may show both addresses or create separate versions.
• Cultural etiquette: in many South Asian and Gulf business cultures, business cards are exchanged with care, so quality paper and clear printing make a good impression.

Colour consistency

Brand colours should look the same across letterheads, cards, envelopes and other materials. This requires:

• Correct colour references for each paper type.
• Proofs before printing.
• Consistent printing methods where possible.

Colours look different on coated and uncoated papers, so expect slight differences and choose references for each paper.

Ordering tips

• Order letterheads and envelopes in quantities that match your usage over several months, balancing price breaks with the risk of details changing.
• Order business cards for new employees as they join, using a standard template.
• Keep a master list of employee names, titles and contact details for card orders.
• Approve proofs carefully, checking spellings, phone numbers and emails.
• Store paper stationery flat, dry and away from sunlight.

The design and printing process

At Dsigngo Group, a stationery project usually follows these steps:

1. Brief: we collect your logo, brand guidelines, company details, staff list and the items you need.
2. Design versions: we present two or three design directions across the main items, so you can see how the letterhead, card and envelope work together.
3. Selection and refinement: you choose a direction, and we refine details such as layout, colours and typography.
4. Content check: you confirm every name, title, phone number, address and registration detail.
5. Paper and finish selection: we recommend papers and finishes, and can show samples.
6. Proofs: you approve digital proofs of every item, and a printed proof for colour-critical work if needed.
7. Printing and finishing: items are printed by offset or digital methods and finished as specified.
8. Quality check and delivery: items are checked, counted, packed and delivered.
9. Templates and reorders: we supply digital templates and keep approved files for future orders.

Managing business cards for a growing team

Ordering business cards for a large or growing team can become complicated. A simple system helps:

• Create a master template, so every card has the same layout.
• Use a standard request form for new cards, capturing exact spellings and titles.
• Approve titles centrally, so they remain consistent.
• Batch orders monthly, unless a card is urgent.
• Keep a record of who has received cards and when, so outdated cards can be replaced when titles or numbers change.
• Agree a standard quantity per person, such as one or two boxes, with more for sales staff who attend trade fairs.

Common mistakes

• Different logo versions on different items.
• Outdated phone numbers or addresses.
• Text too small to read on business cards.
• Letterhead designs that leave little space for writing.
• Using RGB colours or low-resolution logos in print files.
• Spelling errors in names and titles.
• Ordering large quantities just before an address change.

Illustrative example

The following example is illustrative and does not describe a real client.

A Colombo-based engineering consultancy uses letterheads printed in different shades of blue by different printers, business cards with three different layouts and a Word template that does not match either.

Dsigngo Group creates three design versions: classic, modern and minimal. The consultancy chooses the modern version. Letterheads are printed by offset on 100 gsm uncoated paper, with a matching continuation sheet. Business cards are printed digitally on 350 gsm board with matt lamination and spot UV on the logo, using a standard template for every employee. A Word template and email signature complete the set. The consultancy’s documents now look consistent, whether printed or sent by email.

How Dsigngo Group can help

Dsigngo Group designs and prints complete office stationery sets:

• Design versions for comparison.
• Letterheads and continuation sheets.
• Business cards with special finishes.
• Envelopes, compliment slips and presentation folders.
• Digital letterhead templates and email signatures.
• Bilingual and trilingual designs.
• Reorders from saved files.

You can see examples of our stationery work in our Portfolio, including the Aveata and Detroves business card designs.

Frequently asked questions

How many design versions will I receive?

Typically two or three versions for comparison.

What is the best paper for business cards?

Coated board of around 350 gsm is a popular choice, with matt lamination for durability. For a natural look, uncoated board works well.

Can I print letterheads on my office printer?

Yes, using a digital template. For special papers or colours, professionally printed letterheads look better.

How quickly can business cards be printed?

Digital business cards can often be printed quickly once proofs are approved. Special finishes take longer.

Can you redesign our existing stationery?

Yes. We can refresh existing stationery while keeping your logo and brand colours.

Conclusion

Letterheads, business cards and matching office stationery are everyday tools that shape how clients see a business. With thoughtful design versions, the right information, quality paper and finishes, and the correct printing method, they make every letter, meeting and introduction more professional.

Dsigngo Group designs and prints office stationery for businesses in Sri Lanka and the UAE.

Ready for stationery that represents your business? Talk to Dsigngo Group.

Request a Stationery Quote

Sources

• Companies Act, No. 7 of 2007 (Sri Lanka).
• ISO 216 and ISO 269 (paper and envelope sizes).
• Dsigngo Group Portfolio: Aveata Business Card Design and Detroves Business Card Design.