Key Takeaways
8 min read
- 1What you need to know before printing
- 2Common mistakes to avoid
- 3How to get the best results
Wondering what information should be on a letterhead in South Africa? Your letterhead should include the legally required business details first (company name and registration number), then the practical contact and branding details that make it useful.
The short answer: include your registered business name, registration details where applicable, business address, contact details, logo, and any director or partner details that suit your business structure. Here is the full checklist.
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As Printulu's senior graphic designer, I've seen hundreds of businesses unknowingly leave legally required details off their letterheads. It's one of the most common mistakes I encounter when clients come to me for design assistance.
Most people think letterheads are just fancy printing that adds authority to business meetings. Sure, they do that. But their real purpose goes much deeper. The Companies Act requires your company name and registration number on all letters (s32(4)); leaving them off is an offence (s32(5)).
“The Companies Act requires your company name and registration number on all letters (s32(4)); leaving them off is an offence (s32(5)).
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What to Put on Your Letterhead: 2 Legal Musts + Common Practice#
Business structures differ in what to show. Here is what each type should include (only the company name and registration number are confirmed in the Companies Act; the rest is common practice):
For companies (private, personal liability, and public), section 32(4) of the Companies Act 71 of 2008 requires the company name and registration number in legible characters on all letters. Companies commonly also include:
- 1Place of registration
- 2Registered office address
- 3Principal place of business address (if different from registered address)
These extra items are common practice. Check with CIPC or your attorney for your structure.
Common practice: if you list any director, list all of them.
For partnerships, it is common to include:
- 1Names of all partners
- 2Address of the principal place of business
Got too many partners to fit? You can reference a comprehensive list on your website instead.
Sole proprietors commonly include:
- 1Your name
- 2Principal place of business address
- 3If trading under a different name, include both your actual name and business name
Contact details like phone numbers and email addresses aren't legally required, but they're highly recommended. This same information should appear on your invoices, receipts, and order forms too.
Printulu Pro Tip
Your letterhead legal line
Type your company name and registration number, then copy the line that goes on your letterhead.
Your line will appear here once the name and registration number are filled in.
For pros
- Required: Company name and registration number on the letter. Leaving the name or number off is an offence (s32(5)). (Companies Act 71 of 2008 s32(4))
- Required: Company name ends in the expression for your company type. For example "(Pty) Ltd." for a private company. Copy the name as it appears on your CIPC certificate. (Companies Act 71 of 2008 s11(3)(c))
- Optional: Directors' names. Optional. The old 1973 Act rule was repealed. (Not required by the Companies Act 71 of 2008)
How a registered name ends, by company type (s11(3)(c))
- Private company: (Pty) Ltd.
- Public company: Ltd.
- Personal liability company: Inc.
- State-owned company: SOC Ltd.
- Non-profit company: NPC
The tool keeps your name exactly as you type it and only warns when the ending looks different. The registration number format (2015/123456/07) is an example only; the line is never blocked because of it.
Source: Companies Act 71 of 2008, as published in Government Gazette 32121 (2009). Read the Act on gov.za
This checks the Companies Act 71 of 2008 s32(4) and s11(3)(c). It is not legal advice. Read the Act on gov.za.
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Beyond Legal Requirements: Building Your Brand#
Once you've covered the legal basics, focus on creating a letterhead that strengthens your brand identity. Include:
- 1A South African telephone number and email address for easy contact
- 2A strong, memorable slogan that captures your business essence
- 3Your logo and other visual elements that align with brand guidelines
Your letterhead serves multiple purposes: formal public notices, customer communications, job offer letters, proposal cover letters, meeting minutes, and internal department communications. Make sure it represents the professional image you want to project.
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Don't have access to expensive design software like Adobe Illustrator? No problem. Here's how to create professional letterheads using Canva online, a free design tool with thousands of templates.
Step-by-Step Letterhead Design Process#
1. Log in or Sign up with Canva#
Visit Canva or launch the app, then log in or create a new account using your email, Google, or Facebook profile. Search for "Letterheads" to begin.
2. Select a template#
Browse professionally-designed templates for various industries — artists, businesses, law firms, churches, charities. Click your preferred layout and start customising. Remember: Canva uses US sizes, so double-check that your artwork matches your ordered size.
3. Create a personalised design#
Customise your letterhead to match your brand perfectly. Swap fonts and colours, add your logo or images, and edit the text. It takes just a few clicks to get exactly what you need.
4. Get creative with more design features#
Use drag-and-drop tools to refine your design. Search through millions of images, icons, stickers, illustrations, and font combinations to enhance your letterhead.
5. Order your prints#
Save your design as a Print PDF file. Select bleed and crop marks before downloading. You can edit your design anytime. Place your order with Printulu and you're ready to go!
Where to upload your artwork:
1: Log into your profile 2: Click on "My Orders" (left side panel) 3: Select "Order Details" on the right of the relevant order 4: Click on "Upload your Artwork"
Pro Design Tips That Actually Matter#
Don't go overboard#
It's tempting to get fancy with letterhead design. Remember, you need space for actual content. Your visual design shouldn't distract from the message. Keep it simple, keep it functional.
Colour strategy#
Colour shows you care about your professional image — it says you didn't just print this on your office laser printer. But don't overdo it. Your logo and one or two accent areas are usually enough.
Skip the expensive add-ons#
Raised lettering, cutouts, expensive linen paper, and custom watermarks were once essential. Given how rarely you'll use letterheads today, these extras probably aren't worth the cost. Focus on great paper stock and clean design instead.
Dad Joke Break
Why don't letterheads ever get lost?
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Need Professional Design Help?#
Our qualified graphic design team can create your letterhead in no time. Check out our letterhead product here, and select the design service you need before placing your order. Our designers will send you design revisions within two business days after you submit your brief.
Got questions? Drop them in the comments below or email support@printulu.co.za. Our customer care team will respond as soon as possible.
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P.S. Printing your letterheads? Complete your professional package with our business cards, flyers and presentation folders.
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