One of the questions I’m asked all of the time is one which no one on this side of the Atlantic Ocean would ever expect, and that is, what are the legal requirements for business letterhead in the US? The answer is, there are none, usually accompanied by a vaguely perplexed look. That’s not entirely true, as I’ll discuss below, but it’s pretty darn close. But first, why the question in the first place?
Perhaps unsurprisingly, Germany does regulate the content of letterhead, as do most European countries to one extent or another. Although the requirements differ for different types of corporations, German letterhead (Briefbogen) typically includes the company name and address, the court at which the company is registered, the company’s number in the corporate registry (Handelsregisternummer), and the managing directors or officers of the corporation. Germans also typically include their complete banking information, including the IBAN or similar bank number and account.
In the US, in contrast, letterhead is typically limited to the company name, address, phone numbers, and website address. personalized letterhead may also include an e-mail address or other contact information, and occasionally letterhead will include a slogan or information about the company’s productions. That’s typically it – no additional information is required or expected. In fact, you can leave most of that information off if you really want, although it may not make as professional an impression.
While not a requirement under the law, it is advisable for companies to include their full legal names somewhere on the letterhead, including “Inc.” or “LLC” or whatever, to clearly indicate to the recipient of any correspondence that they are dealing with a limited liability business entity. Certain industries include additional information by custom (e.g., law firms include the names of partners in the partnership), but that’s not a legal requirement.
It’s also important that the letterhead not be deceptive – while you don’t have to include any particular information on your letterhead, the information you choose to include should be accurate and clear.
So, to be clear, you do not need your EIN (tax number), directors, officers, or bank information on your US letterhead. In fact we recommend against it, because that’s just information that scammers can use to try and social engineer their way into your company bank account.
For more information about German letterhead requirements, see this summary from the Hamburg Chamber of Commerce (in German) or shoot us an e-mail.