Introduction

When people receive a business card, open a letter or flip through a catalogue, they notice more than the design. They feel the weight of the paper, the texture of the surface and the shine of a foil logo. These tactile qualities shape impressions just as much as colours and layouts. A thin, flimsy business card can make a business seem less established, while a well-chosen paper and finish can make even a simple design feel premium.

Yet paper and finish choices can be confusing. Printers talk about GSM, coated and uncoated stocks, art paper, bond, board, lamination, spot UV and foil. This guide explains these terms in plain language and recommends practical choices for the main types of business stationery: letterheads, business cards, envelopes, bill books, diaries, notebooks, calendars, catalogues and company profiles.

Understanding GSM

GSM stands for grams per square metre. It measures the weight of paper, which generally relates to its thickness and stiffness. The higher the GSM, the heavier and usually thicker the paper.

As a general guide:

• 70 to 90 gsm: everyday office paper and lightweight printing.
• 80 to 120 gsm: letterheads, compliment slips and forms.
• 100 to 170 gsm: catalogue and brochure inner pages, flyers and posters.
• 170 to 250 gsm: heavier brochure pages, covers for thin booklets and postcards.
• 250 to 400 gsm: business cards, covers, folders and table calendar stands.
• Above 400 gsm: extra-thick business cards and premium packaging, sometimes made by laminating several sheets together.

GSM is not the whole story. Two papers with the same GSM can feel different depending on their density, surface and finish. That is why seeing and touching samples is always helpful.

Coated and uncoated papers

Coated papers

Coated papers have a surface coating that makes them smoother and less absorbent. Ink sits on the surface, so colours look brighter and images sharper. Common types include:

• Gloss art paper: shiny, vibrant, ideal for photo-rich catalogues and flyers.
• Matt art paper: smooth with low shine, elegant and easier to read under lights.
• Silk or satin paper: between gloss and matt, with a soft sheen.

Coated papers are popular for catalogues, company profiles, calendars and brochures. They are less suitable for writing with some pens and may not work well in office printers.

Uncoated papers

Uncoated papers have no coating, so they are more absorbent and have a natural feel. They are easy to write on and work well in office printers. Common types include:

• Bond paper: used for letterheads and forms.
• Offset paper: used for books, diaries and notebooks.
• Textured papers: laid, linen and felt finishes for premium stationery.
• Recycled papers: made partly or fully from recycled fibre.

Colours on uncoated papers appear softer and slightly darker than on coated papers, so brand colour references should be chosen for each paper type.

Specialty papers

Specialty papers add character and premium feel:

• Textured papers: linen, laid, felt or hammered textures.
• Coloured papers: tinted throughout.
• Metallic and pearlescent papers: a subtle shimmer.
• Cotton papers: soft, luxurious and thick.
• Kraft papers: natural brown, suitable for eco-friendly or rustic brands.

Specialty papers cost more and may have longer lead times, so they are often reserved for business cards, letterheads for senior management, invitations and premium covers.

Paper recommendations by item

Letterheads

• Uncoated bond or offset paper, typically 80 to 120 gsm.
• Textured papers for premium letterheads.
• Check compatibility with office laser printers if letterheads will be overprinted.

Business cards

• Coated art board, 300 to 400 gsm, for vibrant colours.
• Uncoated board for a natural, writable surface.
• Textured, coloured or extra-thick boards for premium cards.

Envelopes

• Standard envelope papers, usually white or cream, with options for textured or coloured papers to match letterheads.

Bill books

• Carbonless (NCR) papers in different colours for each copy, with card covers.

Diaries and notebooks

• Uncoated offset or bookwove papers for writing, often in cream or white.
• Heavier papers reduce ink showing through.
• Covers in PU leather, fabric, printed board or laminated board.

Wall and table calendars

• Coated art papers for vibrant images, often matt for less glare.
• Rigid board for table calendar stands.

Catalogues and company profiles

• Coated art papers for inner pages, typically 130 to 170 gsm.
• Heavier covers, 250 to 350 gsm, often laminated.
• Uncoated or textured papers for brands seeking a natural, premium look.

Understanding print finishes

Finishes are applied after printing to protect the print, add visual effects or create a tactile experience.

Lamination

A thin plastic film is applied to the printed surface.

• Gloss lamination: shiny, vibrant and protective.
• Matt lamination: soft, elegant and reduces glare.
• Soft-touch (velvet) lamination: a smooth, velvety feel, popular for premium cards and covers.

Lamination protects against scuffs, moisture and fingerprints, and helps covers last longer. However, it makes recycling harder and prevents writing with some pens.

Varnish and coating

• Aqueous coating: a water-based coating that protects and slightly enhances colours.
• UV varnish: a hard, glossy coating cured by ultraviolet light.
• Spot UV: glossy varnish applied only to selected areas, such as a logo, creating contrast with a matt background.

Foil stamping

Metallic or coloured foil is pressed onto the paper using heat. Gold, silver, rose gold, copper and coloured foils add a luxurious touch. Foil works best on logos, names and small elements.

Embossing and debossing

Embossing raises a design above the paper surface, while debossing presses it into the surface. Both create a tactile effect, often combined with foil for logos on covers and business cards.

Die-cutting

Die-cutting cuts paper into custom shapes, such as rounded corners, windows or unusual card shapes.

Edge painting

Colour applied to the edges of thick business cards creates a striking effect when the card is viewed from the side.

Perforation and numbering

Used for bill books, tickets and forms, allowing pages to be torn out and tracked.

Finish recommendations by item

These are typical choices, and each brand and budget may suggest a different combination.

How paper affects colour

Brand colours can look different depending on the paper:

• Coated papers keep ink on the surface, so colours look bright and saturated.
• Uncoated papers absorb more ink, so colours look softer and slightly darker.
• Coloured and kraft papers change the appearance of printed colours, especially lighter ones.
• Textured papers can make fine details and small text look less sharp.

For this reason, brand guidelines often specify different colour references for coated and uncoated papers. When ordering stationery on several papers, such as uncoated letterheads and coated business cards, expect slight differences, and approve proofs on the actual papers for colour-critical items.

Paper sizes

Most business stationery uses international ISO 216 paper sizes:

• A3: 297 × 420 mm, for posters and large calendars.
• A4: 210 × 297 mm, for letterheads, catalogues and profiles.
• A5: 148 × 210 mm, for diaries, notebooks, bill books and small catalogues.
• A6: 105 × 148 mm, for postcards and small notebooks.
• DL: 99 × 210 mm, for compliment slips, leaflets and envelopes.

Choosing standard sizes usually reduces paper waste and cost, because printers can fit more items on each sheet. Custom sizes are possible but may cost more.

Paper grain and folding

Paper has a grain direction, the direction in which most fibres lie. Folding along the grain gives a clean fold, while folding against the grain can cause cracking, especially on heavier papers and printed areas. For folded items such as brochures, folders and greeting cards, printers plan the grain direction and may crease heavier papers before folding. This is one reason why heavy papers sometimes need scoring for a professional finish.

Choosing finishes wisely

Finishes add cost and production time, so use them with purpose:

• Highlight one element: a foil or spot UV logo is often more elegant than covering everything in effects.
• Match the brand: premium brands suit soft-touch and foil, while eco-friendly brands may prefer uncoated papers with minimal finishes.
• Consider function: items that are handled often, such as diary covers and catalogue covers, benefit from lamination.
• Think about writing: letterheads, notebooks and forms need surfaces that pens can write on.
• Check sustainability: heavy plastic lamination and metallic effects can make recycling harder.

Sustainability

More businesses want stationery that reflects their environmental values. Options include:

• Recycled papers and boards.
• Papers from responsibly managed forests, certified by schemes such as FSC.
• Uncoated papers without plastic lamination.
• Vegetable-based or low-emission inks.
• Ordering realistic quantities to avoid waste.

Environmental claims printed on stationery, such as “recycled” or “FSC certified”, should be accurate and supported by the supplier’s documentation.

Storing paper stationery

Even the best paper can be damaged by poor storage. Sri Lanka’s humidity is a particular challenge: paper absorbs moisture, which can cause curling, cockling and problems in office printers. To keep stationery in good condition:

• Store boxes flat, off the floor and away from walls that may be damp.
• Keep stationery in a cool, dry room, away from direct sunlight and air conditioning vents that cause condensation.
• Keep packs sealed until needed.
• Rotate stock, using older stock first.
• Store carbonless bill books away from heat and light, which can affect copy quality.
• Keep diaries and calendars in their packaging until distribution.

Good storage protects your investment and ensures that the last letterhead in the box looks as good as the first. It also prevents paper jams in office printers, which are often caused by damp paper rather than the printer itself, saving staff time and frustration.

Paper supply in Sri Lanka

Much of the paper and board used for printing in Sri Lanka is imported, so availability and prices can change with exchange rates and global supply. Industry sources have estimated that a large share of printing raw materials is imported. Specialty papers may need to be ordered in advance. Planning ahead, especially for large diary, calendar and catalogue orders, helps secure the right papers at the best prices.

Matching paper to the brand personality

Paper and finishes should express the brand’s personality, not just look expensive:

• Corporate and financial brands: smooth white or ivory papers, matt finishes and subtle foil or spot UV suggest stability and trust.
• Creative and design businesses: textured, coloured or unusual papers, die-cut shapes and bold edge colours show originality.
• Luxury and hospitality brands: thick cotton or textured boards, soft-touch lamination, foil and embossing create a premium feel.
• Eco-conscious brands: recycled, kraft or uncoated papers with minimal finishes reflect environmental values.
• Technology brands: clean white papers, crisp printing and modern finishes such as spot UV work well.
• Traditional and heritage brands: cream papers, classic textures and gold foil can suggest history and craftsmanship.

When paper and finish choices match the brand, recipients sense the brand’s character before they even read the words.

Budget-friendly ways to add quality

Premium effects do not always require premium budgets:

• Upgrade the paper weight of business cards slightly rather than adding several finishes.
• Use foil or spot UV on one small element, such as the logo.
• Choose matt lamination on covers but leave inner pages unlaminated.
• Use the same paper for several items to benefit from larger paper orders.
• Print letterheads in larger quantities by offset, and business cards in smaller batches digitally.
• Plan orders early to avoid rush charges.

Ask for samples

The best way to choose paper and finishes is to see and touch them. Ask your printer for:

• Paper sample books.
• Printed samples of similar items.
• Finish samples, such as foil, spot UV and soft-touch.
• A printed proof on the actual paper for important jobs.

A quick decision checklist

Before choosing paper and finishes for any stationery item, answer these questions:

1. Will people write on it, print on it in the office or fold it?
2. How often will it be handled, and for how long must it last?
3. Does it need to look premium, practical or eco-friendly?
4. Which brand colours must reproduce accurately?
5. Will it be posted, and does weight affect postage?
6. What is the budget per item?
7. Is there enough time for specialty papers or finishes?

The answers usually point clearly to the right combination. If they do not, a short conversation with your print partner, with samples on the table, will help you decide quickly and avoid costly second attempts.

Common mistakes

• Choosing paper by GSM alone without feeling samples.
• Using coated paper for letterheads that will be written on or printed in the office.
• Adding too many finishes to one design.
• Forgetting that colours look different on coated and uncoated papers.
• Choosing very heavy papers for items that must be folded or mailed cheaply.
• Ordering specialty papers too late.

Illustrative example

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

A boutique hotel in Galle wants its stationery to reflect its heritage style. Dsigngo Group recommends textured cream paper for letterheads, 400 gsm cotton-feel board for business cards with a gold foil logo, and matching envelopes. Guest folders use the same board with soft-touch lamination and debossed logos. The stationery feels consistent, premium and in keeping with the hotel’s character.

How Dsigngo Group can help

Dsigngo Group advises on paper and finishes for every stationery item, provides samples and prints with quality control. Our services include letterheads, business cards, envelopes, bill books, diaries, notebooks, calendars, catalogues and company profiles, with finishes such as lamination, spot UV, foil and embossing.

Frequently asked questions

What GSM is best for business cards?

Around 300 to 400 gsm is common. Thicker cards feel more premium.

What GSM should letterheads be?

Typically 80 to 120 gsm, on uncoated paper.

Is matt or gloss better for catalogues?

Matt looks elegant and reduces glare; gloss makes images more vibrant. Both work well depending on the brand.

Can foil be used on any paper?

Most papers can take foil, but results vary on heavily textured papers. Test samples are recommended.

Are laminated items recyclable?

Plastic lamination makes recycling more difficult. Uncoated or varnished finishes are easier to recycle.

Conclusion

Paper and finishes transform how stationery looks and feels. Understanding GSM, coated and uncoated papers, specialty stocks and finishes such as lamination, spot UV, foil and embossing helps businesses choose stationery that reflects their brand, suits its purpose and fits the budget.

Want help choosing papers and finishes? Talk to Dsigngo Group and ask for samples.

Request Paper Samples

Sources

• Business Today, “Printing: is the ink running out?” (imported printing raw materials in Sri Lanka).
• FSC, Forest Stewardship Council certification (general reference).