Letters of Recommendation must be on official stationery or letterhead.

Letters of Recommendation aren’t just nice-to-have notes tucked into an application folder. They’re signals—proof that someone reputable is vouching for you and your abilities. In the world of programs and organizations that welcome new members, the format of those letters can matter as much as the words themselves. You’ve probably seen this in action: a thoughtful, well-written letter feels more credible when it sits on official paper rather than a casual sheet of printer stock. So, what’s the rule of thumb you’ll want to remember? Yes—on stationery or letterhead.

Let me explain why that detail matters and how it plays out in real life.

What “letterhead” really does for a recommendation

Think of letterhead as a quick, visual stamp of legitimacy. It’s not just about looking sharp; it communicates a verifiable connection between the recommender and their organization. When a letter sits on official stationery, you can usually spot a few telltale cues right away:

• The sender’s name and title. This tells you who is vouching for the candidate and what authority they hold.

• The organization’s name and logo. A recognizable institution — a university, a company, or a nonprofit — signals credibility.

• Contact information. An address, a phone line, or a professional email allows readers to verify details if they want to follow up.

• A formal tone that mirrors the sender’s position. The way the letter is drafted, with a certain polish, aligns with professional standards.

All of this isn’t about ego or ceremony. It’s about authenticity. In a field as competitive as joining a new community or program, readers want to trust the recommendation. Stationery and letterhead are a fast, practical way to convey that trust, without making the reader hunt for a signature or a contact somewhere in the margin.

The “official” material rule, and where it sits in today’s world

Here’s the core point you’ll want to carry into the submission process: in many settings, letters of recommendation must be on official stationery or letterhead. The benefit is straightforward—when the letter uses legitimate paper, it’s instantly easier to validate who sent it and why their endorsement should be trusted.

That said, a lot of institutions also accept electronic formats these days. In practice, you’ll often see two patterns:

• A letter on traditional letterhead printed on paper, mailed or delivered physically.

• An electronic letter that uses a digital version of letterhead (a PDF that features the same branding, letterhead lines, and contact details) or a scanned image of a printed letter.

The point is not to go rogue and send a bare, plain document. The strongest move is to align with the expectation of the program or organization: if they request stationery/letterhead, give them stationery/letterhead. If they accept digital submissions, ensure the letter still clearly shows the author’s identity and an active way to verify it.

A quick note on handwriting

You’ll sometimes hear people wonder if handwritten letters have a special edge. Here’s the thing: handwriting can feel personal, but it isn’t universally perceived as more authoritative. In many professional contexts, a neatly typed letter on official letterhead carries more weight than a handwritten note on ordinary paper. If handwriting is the only option, it’s fine in some circles, but don’t assume it will automatically be viewed as more credible. When in doubt, default to the standard format that most programs expect: official letterhead, clear content, and verifiable contact details.

What qualifies as “official stationery” or “letterhead”?

If you’re coordinating with a recommender, here are practical guidelines you can brief them on. The goal is to present a document that feels authentic and easy to verify.

• The header should include the institution or organization’s name, logo (if allowed), and a legitimate address or contact point.

• The recommender’s full name and title should appear clearly, followed by their direct contact information (work email or office phone number).

• The body should begin with a formal salutation and be written on a page that reflects the letterhead design, not a loose slip of plain paper.

• The letter should be dated with a professional format and signed (either hand-signed or digitally signed, depending on what’s accepted).

• If your program requires, keep a clean, single-page document. If longer letters are acceptable, ensure the letterhead remains visible on the first page.

If you’re responsible for assembling materials yourself, you can typically download a letterhead template from a university or company style guide. If you’re working with a recommender, you can gently ask whether they can use their official letterhead or a digital equivalent. Most people are happy to comply when asked politely.

Why this matters in the larger picture

Let’s connect this to the bigger picture of how materials are reviewed. A letter on strong, official stationery instantly lowers the suspicion bar. It signals that the recommender has taken the time to present something polished and credible, rather than something hastily put together. And when credibility is on the line—whether you’re applying for a professional program, a competitive grant, or a membership—that perception can influence the reader’s overall impression.

Meanwhile, the content of the letter still matters a lot. The best letterhead won’t rescue a weak letter, just as a brilliantly written note can’t compensate for sloppy formatting. The two go hand in hand: form and substance reinforce one another.

Practical tips to get this right

• Plan early with your recommender. A short note early in the process helps them understand the expectations and the importance of using official stationery.

• Provide a gentle, respectful checklist. Share a simple list: official letterhead, full name and title, organization name, contact details, date, signature, and a concise explanation of the relationship and the candidate’s strengths.

• Offer a sample layout. If you’re comfortable, provide a non-prescriptive template that demonstrates where the header sits, where the signature goes, and how the body should flow. This takes guesswork out of the equation.

• Verify submission channels. If a portal accepts emails, PDFs, or physical copies, tailor the letter accordingly. If electronic formats are allowed, confirm they still carry the letterhead branding.

• Keep track of deadlines and formats. Some programs request multiple letters; in every case, keep the letterhead consistent across all documents to avoid mixed signals about professionalism.

Common misconceptions—and how to avoid them

• Misconception: Any paper will do. Reality: If the requirement specifies stationery or letterhead, that’s what you should provide. A plain sheet can undermine perceived credibility.

• Misconception: Handwritten equals more personal. Reality: In many professional circles, a typed letter on letterhead communicates authority more clearly. Handwritten notes might be charming in some contexts, but they aren’t universally preferred.

• Misconception: Electronic letters cannot be official. Reality: Electronic formats can be perfectly acceptable when they incorporate the same branding and contact details as traditional paper. The key is to preserve verifiability and formality.

A final thought about impression and trust

In the end, what matters most is the message and its provenance. A carefully prepared letter on official stationery signals that the recommender is serious, that the organization stands behind the message, and that the reader can reach out to verify the endorsement if needed. It’s a small thing with outsized impact—a moment where accuracy, presentation, and credibility align.

If you’re navigating this part of the process, you’re not alone. Many people underestimate how a simple stationery choice can shape perception. The rule is simple in its form: yes, on stationery or letterhead. But the effect runs deeper. It’s about showing respect for the process, for the reader, and for the standards of the community you’re hoping to join.

So, the next time you’re collecting a recommendation, bring up the topic of letterhead with your recommender. You’ll likely save time, reduce back-and-forth, and present a stronger, more cohesive package. And if you’re ever unsure, a quick check-in with the program’s guidelines can confirm the expected format. A little clarity goes a long way, especially when the words you’re relying on are backed by solid, verifiable paper—whether printed or digital—that carries the authority of genuine stationery.