What is Letterhead?
A letterhead is the top section of your official stationery. It identifies who is writing: your legal name, logo, registered office address, phone, email, website and often registration numbers such as GSTIN, CIN or LLPIN. Letters on letterhead, signed by an authorised person, are treated as formal communication from the business rather than a casual note.
Today most letterheads are digital templates. You type the letter in a Word or PDF template, sign it (physically or digitally) and send a scan or the signed PDF.
Why it matters for exporters
Banks expect many export-related requests on letterhead. Covering letters for the EDF, requests for a FIRC or eBRC, letters asking the bank to release a held remittance, purpose code corrections and realisation extension requests are all typically written on the exporter's letterhead and signed by an authorised signatory. Each bank publishes its own process for accepting EDFs, so check whether your branch wants a covering letter, but having a clean letterhead ready saves time.
Make sure the name and address on the letterhead match the name and address on your bank account, GST registration and IEC. Mismatches are a common reason for a bank asking you to resubmit.
Example
Northstar Research LLP needs to send its November EDF to its AD bank and also wants a FIRC for a payment received last month. The finance manager opens the LLP's letterhead template, which shows the registered Bengaluru address and GSTIN, and drafts two letters using the EDF cover letter and FIRC request letter formats. A designated partner signs both, and they go to the branch with the EDF.
Common confusion
A letterhead is not the same as a company seal or stamp, and it does not by itself prove authority. Banks still look at who signed, which is why an authorised signatory list or board resolution matters. Need one? Try the free letterhead maker.