What details must a company letterhead have under the Companies Act?

Section 12(3)(c) of the Companies Act, 2013 requires every company to print its name, registered office address, Corporate Identity Number (CIN), telephone number, fax if any, email and website if any on all business letters, billheads, letter papers, notices and other official publications. Not doing so attracts a penalty on the company and its officers. LLPs have a similar rule under the LLP Act requiring name, LLPIN and registered office.

Should GSTIN be printed on a letterhead?

It is not mandatory on a letterhead, only on tax invoices and the signboard at each place of business. Printing it is still useful because customers, banks and departments often ask for GSTIN on declarations and authorisation letters, and it saves a round of emails. VyaparKit lets you toggle GSTIN on or off, so you can hide it on letters to foreign clients where it is irrelevant.

Can I download a blank letterhead to print in bulk?

Yes. Download the letterhead without any body text as a PDF and send it to a printer for offset or digital printing on 100 gsm paper. The same design also works as the background for letters you write inside VyaparKit, so printed and digital letters match. Keep the header and footer identical across both and update the profile when your address changes.

What size should the logo be on a letterhead?

Upload the logo as a PNG or JPG of at least 600 pixels on the longer side so it prints crisply; a transparent PNG looks best on coloured bands. On the page, a logo roughly 20 to 25 mm tall in a header of about 30 mm leaves room for the address block without crowding. Avoid stretching a small logo, which is what makes a Word letterhead look amateur.

Can a proprietorship or freelancer use a letterhead?

Of course. There is no registration needed to print a letterhead. Use your trade name, or your own name with 'Proprietor' below the signature, along with address, phone, email and GSTIN if you have one. Banks and clients treat a letter on a clear, consistent letterhead as more credible, and it is required when you give declarations for tenders or a bank account.

Can I write a letter directly on the letterhead?

Yes. Letterhead Maker has a Write a letter option where you enter the date, reference, recipient, subject and body, and the PDF comes out on the letterhead with your signature block. For a fuller letter format with a reference number series, use the Business Letter tool, which uses the same letterhead and keeps every letter in Documents.

Letterhead Maker

Design a professional letterhead with your logo, GSTIN and contact details. Free PDF download.

Free account · 5 documents a month freeMade for India · ₹, GST, UPI, WhatsApp

In short

A letterhead is the printed heading on a business's official stationery carrying its name, logo, address, phone, email, GSTIN and, for companies, the CIN. VyaparKit's Letterhead Maker takes these details from your business profile and produces a letterhead PDF, either blank for printing or with a letter typed on it, with a matching footer. Free accounts get 5 business documents a month.

Free account required

Create a Letterhead Maker in under a minute

Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.

Start free See what's free

✓Beautiful PDF with your logo and details
✓GST calculated automatically where applicable
✓Saved customers, vendors and items, so no retyping
✓Share link with WhatsApp button and UPI QR
✓Converts to related documents in one click

About the letterhead maker tool

Letterheads still do real work in India. Banks want an account opening request on letterhead, the GST officer wants a declaration on it, a landlord wants the NOC on it, and tender documents ask for every annexure to be printed on it. Section 12(3) of the Companies Act requires a company's name, registered office address, CIN, phone, email and website (if any) on all letterheads and official publications. Proprietorships and partnerships have no such rule but are expected to print their trade name, address and GSTIN so the reader can verify them.

Most small firms have a letterhead as a Word file with a low-resolution logo dragged into the header, which drifts every time someone types a longer paragraph. When the address or phone number changes, half the staff keep using the old file. VyaparKit's Letterhead Maker builds the header and footer from the business profile you already keep for invoices, so the logo, address, GSTIN, CIN and contact details are the same on every document. Pick the layout, choose a colour on Pro, and download a blank PDF for the printer or a letter written straight onto it.

The same letterhead is used automatically by the Business Letter, Offer Letter, Experience Letter and Salary Slip tools, so a change made once in the profile shows up on every document from that day onward.

How to make a letterhead in VyaparKit

1
Complete your business profile
In Settings, add the business name, logo, address, phone, email, website, GSTIN and CIN or registration number. These are the fields the letterhead prints.
2
Choose a layout
Open Letterhead Maker and pick a header style: logo left with details right, centred, or a slim band. Choose what goes in the footer, such as GSTIN, CIN, bank details or a tagline.
3
Preview and adjust
Check the preview at A4 size. Toggle fields on or off, for example hide GSTIN on a letter to a foreign client, and on Pro pick an accent colour.
4
Download a blank letterhead or write on it
Click Download PDF for a blank sheet to print in bulk, or click Write a letter to type a subject and body and download the finished letter on the same letterhead.

What a letterhead should carry

Business or company name exactly as registered, with the legal suffix (Pvt Ltd, LLP) where applicable.
Logo at print resolution; keep the header under about 30 mm so the letter body has room.
Registered office or principal place of business address, including PIN code and state.
Phone, email and website, as required for companies under Section 12(3) of the Companies Act, 2013.
CIN for companies and LLPIN for LLPs, printed on the letterhead itself, not just on invoices.
GSTIN if registered, and optionally PAN, Udyam registration number or import export code for exporters.
A footer with bank details or a one-line tagline if you use the letterhead for quotations and proposals.
Consistent margins so that the same file prints correctly on A4 and looks right as a PDF attachment.

Who uses the letterhead maker

Chartered accountant in Vadodara

The firm prints certificates, net worth statements and representation letters on its letterhead every day and needs the PAN, membership number and address to be identical on all of them.

Interior contractor in Hyderabad

Site NOCs, society permissions and material declarations are all letterhead documents; the contractor writes them on the phone and sends the PDF from the site.

Pvt Ltd startup in Bengaluru

The company needs CIN, registered office and email on every letter to satisfy Section 12(3), and board resolutions for the bank are typed directly onto the letterhead.

Kirana wholesaler in Nagpur

The trade name, GSTIN and shop address on a simple letterhead make bank requests and supplier authorisations look professional without a designer.