A business letter continuation page is the part most writers never think about until they're staring at a letter that spills past the first sheet. At that point, the usual instinct is to just keep typing. Don't. A continuation page without a proper header is harder to route, harder to file, and looks unfinished. The fix takes thirty seconds.
What a continuation page header needs
Every continuation page in a formal business letter carries a three-line header at the top of the page. That header identifies the recipient, the page number, and the date. Those three pieces of information let anyone reassemble the letter if the pages get separated in transit or filing.
The standard layout looks like this:
- Recipient name: the same name used in the inside address on page one (e.g., Ms. Patricia Okonkwo)
- Page number: written as a plain numeral or a label like Page 2
- Date: the same date that appears on the first page, formatted consistently
Some style guides place these three elements across a single line, separated by em-dashes or hyphens. Others stack them flush left. Both are acceptable. The important thing is that all three appear, in the same order, every time.
Where to place the header on the page
Place the continuation header at the top margin of the new page, usually around one inch from the top edge. Leave at least one blank line, sometimes two, between the header and the resumed body text. The body of the letter picks up exactly where it left off on page one. Don't add a greeting or re-introduce yourself. Don't repeat the subject line either. The reader knows they're still reading your letter.
Keep at least two lines of body text on the first page before the break. A letter that ends with a single line before turning the page looks rushed. If you're close, adjust your margins or trim a sentence rather than leaving an orphaned line at the foot of page one.
What paper and formatting to use
The continuation page uses plain paper, not letterhead. Letterhead is for the first page only. Using it on subsequent pages wastes branded stationery and makes the document look like a stack of separate letters rather than one coherent piece of correspondence.
Match the font, margins, and line spacing from page one exactly. Readers notice inconsistency, even if they can't name what's bothering them. If you're writing in Microsoft Word, set up your continuation header in the document's header field using a "different first page" setting so it appears automatically from page two onward. That way formatting stays consistent regardless of how the letter grows.
For help keeping all your standard letter elements consistent, building a reusable business document template in Word is worth doing once so you never have to think about it again.
Block format vs modified block format
The layout of a continuation header follows the same style as the rest of the letter. In full block format, everything sits flush left, including the header. In modified block format, the page number may be centred. Whichever style your organisation uses on page one, carry it through.
If you're unsure which format your letter is using, check the date line and closing. In full block format, both sit flush left. In modified block, both sit roughly centred or right-aligned. The continuation header mirrors that choice. For a complete breakdown of those choices, proper business letter format covers every section in detail.
A note on electronic letters
If your letter will only ever be read as a PDF or email attachment, the continuation header still matters. PDF files get printed, forwarded, and split by document-management systems. A clear header on page two ensures your letter survives that process intact. It also signals that the writer knows the conventions, which is itself a form of professional credibility.
For letters sent as email attachments, keep your business letter reference line on page one precise. A strong reference line on page one, combined with a clean continuation header on page two, gives your correspondent everything needed to file and retrieve the document without any follow-up from you.
Common mistakes to avoid
Three errors show up repeatedly on continuation pages.
First, writers skip the header entirely. This is the most damaging mistake. A two-page letter without a header on page two is a liability risk if the pages get separated.
Second, writers use letterhead on every page. Plain paper only, from page two onward.
Third, writers place a signature block on page one when text continues on page two. The signature always goes at the end of the final page, after the closing paragraph and complimentary close. Never split the letter so that the body ends on one page and the signature floats alone on another.
One page is always cleaner than two. If you can cut your letter to a single page without losing meaning, do it. But when the content genuinely requires more space, a correctly formatted continuation page is the professional choice.