Your stationery is often the first physical impression someone gets of your business. This checklist covers everything you need, from the basics to the items most companies forget until they’re caught short.
Why stationery still matters
In an era of email and digital communication, it’s tempting to underinvest in printed stationery. That’s a mistake. A professionally printed letterhead, a well-designed business card, or a branded presentation folder communicates something about your company that a digital document simply can’t — that you take your brand seriously, and by extension, that you’ll take your clients seriously too.
For B2B businesses in South Africa, branded stationery also plays a practical role: proposals, contracts, invoices, and correspondence still need to carry your brand consistently, especially when dealing with larger corporate clients who will notice the difference.
The essential stationery checklist
Business cards
The most-used piece of stationery for any client-facing team. Standard size is 90mm x 55mm. Minimum 350gsm card stock. Consider a premium finish — soft-touch laminate, spot UV, or foil — if you want to stand out. Order enough for your whole team plus new starters. A good starting quantity is 250 per person for high volume printing runs; 500 per person if networking is core to your business.
Letterhead
Needed for formal correspondence, proposals, and contracts. Standard A4 with your logo, company details, and registration number. Print on 90–100gsm paper for a professional feel. Digital letterhead (a PDF template) is useful but doesn’t replace the printed version for formal documents. Order 500–1,000 sheets at a time for cost efficiency.
Compliment slips
One-third A4 slips used when sending physical items, gifts, or documents. Underused but highly professional when included. “With compliments from [company name]” with space for a handwritten note. Print 500–1,000 at a time — they’re inexpensive and get used more than people expect.
Branded envelope
DL envelopes (for folded A4 letterhead) and C4 envelopes (for flat A4 documents) are the two sizes most companies need. Branded envelopes signal professionalism before the recipient even opens the letter. Minimum print run is usually 500; 1,000+ drops the unit cost considerably.
Presentation folders
A4 folders with your brand for housing proposals, client documents, and information packs. Single or double pocket with a business card slot. Makes any document set look polished and prepared. Good for pitches, tenders, and new client onboarding. Premium options include soft-touch laminate and foil or embossed logos.
Branded notepads
A5 or A4 branded notepads for meetings, staff desks, and client gifts. Typically 50 sheets per pad with a full-colour header. Popular combined with a branded pen as a simple, cost-effective gift. Most economical ordered in runs of 50+ pads.
Invoice and quote templates (printed)
Most businesses handle these digitally now, but some sectors — construction, field services, hospitality — still use printed invoice books. If you need duplicate or triplicate sets, carbonless copy paper books can be custom printed with your branding and pre-numbered.
Branded labels and stickers
Useful for companies that ship or package products, send physical documents, or want branded labels for internal use. Available in almost any size and shape. Die-cut stickers are popular for packaging and promotional use.
When to do a stationery refresh
Your stationery should be refreshed whenever you update your brand, change your address or contact details, promote key staff, or substantially grow your team. It’s also worth reviewing your stationery stock annually — old stock with outdated information is worse than no stock at all.
High volume printing tip: If you have multiple offices or a large team, consolidating your stationery order into a single high-volume print run significantly reduces your per-unit cost. A company ordering 5,000 business cards across 20 staff members pays much less per card than 20 individuals ordering 250 each. Talk to your supplier about volume pricing before placing separate orders.
Getting your artwork right
Stationery is only as good as the artwork behind it. Before you order, make sure your logo files are high resolution (vector format preferred — .ai, .eps, or high-res .pdf), your brand colours are specified in CMYK values for print, and any fonts are embedded in your files. If you’re not sure about your artwork, ask your supplier to check it before signing off — reprints are expensive and avoidable.
Starting from scratch? If you don’t have print-ready stationery templates, Print Portal can help with design and layout. Send us your logo and brand guidelines and we’ll do the rest.