Setting Up an Office

4. Good on Paper

Your stationery is an important factor in creating your business image.

4.1 All your stationery should have the same overall style, with matching typefaces, design and paper - or card - quality.

• Choose a clear, easily-read typeface.
• Paper weights range from 80 gsm (grams per square metre) to 120 gsm. Card varies from 180 gsm to over 300 gsm. Is heavy, 'quality' stationery important for your image?
• A recognisable logo, or a slogan, can help to build up your company image. But these are not necessarily high priorities for most start-up businesses.

4.2 Letterhead stationery (A4 size) is used for letters to customers and suppliers.

• Include your business name, address (including postcode), phone and fax numbers and email and website addresses.
• By law, you must include names of the sole trader or of all the partners, or the full company name - unless this is the same as the business name. A limited company can add either all or none of the directors' names.
• A limited company must show the registered number, the registered office address and the country of registration.
• Businesses registered for VAT must show their VAT number on invoices.

4.3 Compliments slips are a cut-down version of your letterhead, giving all the basic information (but omitting details like registered office) on a smaller piece of paper - usually the same width, but one third the depth.

They are useful - and economical - for sending brief messages and cover notes.

4.4 Invoices, receipts and statements may be needed by the handful or by the hundred, depending on your business.

If your business only issues these occasionally, you can use your letterhead paper, with an appropriate heading inserted below the letterhead.

• Alternatively, have your name, address and VAT number (if registered) printed on labels or incorporated in a rubber stamp and use standard duplicate stationery.

4.5 Business cards give customers, suppliers and other contacts a record of your name and details.

• Use a standard card size.
• Your name (including first name) and job title (eg managing director) should be given prominence. You may want to add any relevant qualifications.
• If appropriate, include your numbers for your direct telephone line and mobile phone, and your personal email address.
• Include the business's name, address, telephone and fax numbers and email and web addresses.