Diwali offer: 50% off Inkwelly for your school.Claim offer ›

School Letterhead Software: On letterhead. On the record.

Write official letters on your school's own letterhead — or let Inkwelly AI draft them. Issue one and it gets the next serial number, a QR anyone can scan to check it's genuine, and a permanent place on the issue register.

Book a free demo
Smiling school office assistant in a teal kurta holding a freshly printed letter on the school's letterheadBonafide · Aarav SharmaFrom the Bonafide templateIssued LH/2026/0216Serial + QR · 10:06 amPDF readyOpen · Download · Share

What is a school letter management system?

Your letterhead. Your proof.

A school letter management system is software where the office writes official letters on the school's own letterhead — bonafide and character certificates, experience letters, NOCs, circulars and replies to the education office. Inkwelly gives each issued letter a serial number and a QR code anyone can scan to check it's genuine, and keeps it on a searchable issue register.

Also called school letterhead software, a dispatch register, a certificate issue register or a bonafide certificate generator.

See it in a free demo ›

Bonafide CertificateAarav Sharma · Class 6-B · Fri, 16 Oct
  • LetterheadMain Letterhead · Classic
  • Serial numberLH/2026/0216 · given at issue
  • SignedRakesh Kumar, Principal · stamped
  • QR codeScan to verify · valid
  • PDFOpen, download or share the link
  • Issue registerFound by name, subject or serial

What Inkwelly Letterhead & Letters includes

  • Design your own letterhead: logo, header lines, footer, watermark, border and fonts
  • Three ready designs to start from: Classic, Modern and Minimal
  • A Word-like letter editor with tables, lists, images and Hindi fonts
  • Letter templates for the letters you write every week
  • Serial numbers given at issue, in your own format, per session
  • A QR code on every issued letter for public verification
  • A PDF for every letter: open, download or share a link
  • Issue register searchable by serial, subject or recipient, with filters
  • Revise an issued letter under the same serial and QR
  • Certified duplicate copies with a DUPLICATE COPY watermark
  • Cancel a letter with a reason; the verify page shows it as cancelled
  • Inkwelly AI drafts letters and issues them after your approval

Updated

Why school offices move from Word files and a dispatch register to Inkwelly

Word. Print. Register. Or one Issue button.

Most offices type the letter in Word, print it on a letterhead pad and write its number in a register by hand. In Inkwelly the letter, its number and its proof come together.

How most school offices do it today

Last year's Word file. A pad. A register by hand.

  • Letters typed from last year's Word file, with last year's mistakes
  • Printed on letterhead pads that run out or print crooked
  • Serial numbers written by hand — sometimes twice, sometimes skipped
  • Banks and colleges phone the office to ask if a letter is genuine
  • Finding a letter from May means turning pages

With Inkwelly

Written once. Numbered, signed and checkable.

  • Templates for the letters you write every week
  • Your letterhead designed once; every letter is a clean PDF
  • The next serial number is given at issue and never reused
  • A QR on every letter — anyone can check it's genuine
  • Every letter on the register, found by name, subject or serial

Write and issue official school letters with a serial number and QR code

Write it. Issue it.

Start from a template or a blank page on your letterhead and write as you would in Word. Then Issue: the letter gets the next serial number, the principal's signature and stamp, a QR code and a PDF — and its text is frozen from then on.

  1. 1Start from a template
  2. 2Issue — serial and QR
  3. 3Open, download or share

Sample letter. The signature and stamp are images your school adds; the serial format is your own.

Design your school letterhead once — logo, header lines, footer and QR

Your letterhead. Designed once.

Start from a ready design, then set your logo, name, address, board affiliation and UDISE lines, footer and watermark. Every letter is written on it — and an issued letter keeps the design it was issued with.

New letterhead frameStart from

Sample school. Logos, signatures and stamps come from your media library. Keep as many frames as you like — one is the default.

QR code verification for school letters and certificates

Real or fake? One scan.

Every issued letter carries a QR code. A bank, a college or a passport office scans it with any phone and sees, on Inkwelly's page, whether your school really issued it and whether it's still valid. No phone call to the office.

Sample letters. The page shows who issued the letter, its serial, subject and dates — never its text. Check they match the paper in your hand.

Letter issue register: every letter, searchable by name, subject or serial

The register keeps itself.

Every letter the school issues lands on one register — with its serial, recipient, status, who issued it and whether a person or Inkwelly AI wrote it. Need another copy of May's certificate? Search, and issue a certified duplicate.

  1. 1Search any letter
  2. 2Issue a duplicate copy
  3. 3Same serial, its own QR

Sample register. Duplicates and cancelling are for the roles your school allows. A cancelled serial is never reused.

Edit, re-issue or cancel an issued letter — the serial stays

One letter, start to finish.

A draft has no number. An issued letter is frozen — corrected only by re-issuing under the same serial and QR, and cancelled only with a reason that stays on record.

  1. Thu, 4:10 pm
    Draft · no serial

    Drafted

    The office starts from the Bonafide template and changes the name and class. A draft isn't official and can be deleted.

  2. Fri, 10:06 am
    LH/2026/0216

    Issued

    The next serial, the principal's signature and stamp, a QR and a PDF. From now on the text is frozen.

  3. Fri, 11:20 am
    Revision #1

    Corrected

    A spelling slip: Edit letter, fix it, Re-issue. Same serial, same QR — and the verify page says it was revised.

  4. Fri, 11:25 am
    PDF link

    Shared

    Printed for the father, or its PDF link sent to him on WhatsApp.

  5. Today · Fri 16 Oct
  6. Mon, 19 Oct
    VALID LETTER

    Checked by the bank

    The bank scans the QR and sees the letter is genuine — no call to the school.

Bonafide certificates, Hindi letters and DEO replies for Indian schools

Made for Indian schools. And their office.

The letters Indian school offices write every week — and the details Indian letterheads carry.

  • Bonafide, NOC, experience letters

    Save any letter as a template — bonafide, character, NOC, experience — and start the next one from it.

  • Hindi letters

    Write in Hindi with Devanagari fonts in the editor and the PDF. A header line, like the address, can be in Hindi too.

  • Affiliation and UDISE on top

    Header lines for the address, contact, board affiliation and UDISE code, in the order you like.

  • Replies to the DEO

    Letters to the education office with tables of class-wise enrolment or staff — Inkwelly AI fills in your real numbers.

  • Your own numbering

    Your prefix and format, like LH/2026/0216 or LTR/2026-27/0001. Numbering starts again each session.

  • Signature and stamp

    Add the principal's signature and the school stamp to a letter, and the PDF prints them as you'd sign it.

Letterhead for the school office, the principal, the admin and anyone who checks

One letter. Everyone sure of it.

Each person does what their role allows — nothing more.

  • School office

    Writes letters from templates, issues them with the next serial and shares the PDF.

  • Principal

    Signs off, corrects or cancels an issued letter, issues duplicate copies — and can have Inkwelly AI draft.

  • School admin

    Designs the letterhead, sets the serial format and decides who can write, issue or cancel.

  • Anyone who checks

    A bank, college or office scans the QR and sees the letter is genuine — no login, no phone call.

Ask Inkwelly AI to draft and issue letters, in English or Hindi

Ask for a letter. Approve, and it's issued.

Ask in English, Hindi or Hinglish. Inkwelly AI drafts the letter on your letterhead — with real numbers from your school when it needs them — and issues it only after you approve. It also finds any letter on the register.

Try

It writes. You decide what's official.

  • Act

    Official only after you say yes.

    Inkwelly AI drafts freely, but issuing waits for your approval — the card shows the serial the letter will get.

  • Reports

    The register, as a file.

    Ask for any month's letters and download the list as Excel or PDF.

  • Cards

    Any letter, in the chat.

    Ask by name or serial — the letter's status, with a button to open it.

  • Hindi

    Letters in Hindi, too.

    Ask in Hindi and the letter comes in Devanagari — the same letterhead, serial and QR.

  • How-to

    “How do I change our letterhead?”

    Clear steps for any task, with a button to the right page.

  • Safe by design

    Your data. Your rules.

    You approve every issueFollows each person's roleEvery question and action loggedNever used to train AI
  • AI Connect

    Also in Claude and ChatGPT.

    Draft and issue letters inside Claude or ChatGPT — with the same permissions and the same yes before issue.

See everything Inkwelly AI can do

Inkwelly AI and AI Connect come with the Premium plan; Letterhead itself is in Standard. Letters are issued only after you approve. Answers above are from a sample school.

Letterhead connected to students, staff, payroll, attendance and AI

One letterhead. Every office letter.

Inkwelly AI writes letters with real details from across the school — and every issued PDF is filed in your media library.

Issue register

Every official letter — numbered, signed and checkable.

Students

Bonafide and character letters with the student's details.

Staff

Experience and relieving letters from the staff record.

Payroll

Salary certificates with the real figures.

Attendance

Shortage notices with each child's real percentage.

Achievements

Letters of appreciation for a win.

Media

Issued PDFs filed by themselves; logos and signatures come from here.

Roles

Who can write, design, issue and cancel.

AI Connect

Draft and issue letters from Claude or ChatGPT.

School letterhead software: questions school offices ask.

  • A school letter management system is software where the office writes official letters on the school's own letterhead — bonafide and character certificates, experience letters, NOCs, circulars and replies to the education office. Inkwelly gives each issued letter a serial number and a QR code anyone can scan to check it's genuine, and keeps it on a searchable issue register.

  • Any letter: bonafide and character certificates, experience and relieving letters, NOCs, circulars, notices and replies to the DEO or the board. You write it like in Word — with tables, lists and images — on your own letterhead.

  • Under Letterhead › Frames, start from Classic, Modern or Minimal and set the logo, school name, address, contact, board affiliation and UDISE lines, the footer, watermark, margins and fonts. Keep as many frames as you like; one is the default.

  • A letter gets its serial number only when it is issued — the next one in line, so numbers aren't skipped or written twice. You set the prefix and format, like LH/2026/0216, and numbering starts again each session. A certified duplicate keeps its original's number.

  • Anyone can scan it with a phone camera. It opens Inkwelly's verify page, which says whether the letter is genuine and still valid, and shows who issued it, the serial, the subject and the dates — never the letter's text.

  • They can copy the paper, but not the record. A forged letter's QR matches no letter, and a QR copied from a real letter shows a different serial and subject from the paper in hand — so the person checking can tell.

  • Not quietly. Edit letter opens a revision; when you re-issue it, it keeps the same serial and QR, and the verify page says it was revised. Until then the last issued version stays live — or you discard the revision.

  • Cancel it with a reason. It stays on the register as cancelled, its serial is never reused, and the verify page reports it as cancelled. Copies already printed don't change — but their QR now tells the truth.

  • Yes. A certified duplicate keeps the original's serial and text, prints DUPLICATE COPY #1 across the page and gets its own QR; the verify page says it is a duplicate copy.

  • Write your bonafide once on your letterhead and save it as a template, with a name and category. Every next bonafide starts from it — you change the student's name, class and purpose. Inkwelly AI can also draft one for you.

  • Yes. The editor and the PDF have Devanagari fonts, so a letter can be fully in Hindi — and Inkwelly AI writes Hindi letters when you ask in Hindi.

  • Yes. Add the signature and the stamp as images in the letter's details, with the signatory's name and designation, and they print on the PDF.

  • Search the issue register by serial, subject or recipient, and filter by status, AI or manual, and letter date. Letters aren't tied to a student's record, so put the name in the subject — like “Bonafide Certificate — Aarav Sharma”.

  • No. Issuing makes the PDF; you print it, download it or share its link — on WhatsApp, email or anywhere you like. In the Inkwelly app, Share link does it in one tap.

  • Yes. In the Inkwelly app, staff with access see the register and drafts, issue a letter, share its PDF link, revise, duplicate or cancel it. Writing a letter's text and designing the letterhead happen on the web.

  • Yes, on plans with Inkwelly AI. Ask “DEO ko enrolment ka reply draft karo” and it drafts with your real numbers. It issues only after you approve, and letters it wrote are marked AI on the register.

  • You decide by role. Viewing, writing, designing the letterhead, issuing, and managing issued letters — revise, duplicate, cancel — are separate permissions.

  • Yes. Inkwelly works in English and Hindi, and letters can be written in either.

  • Letterhead & Letters is in the Standard plan, at ₹99 per student per year (GST extra). Plans run ₹49–₹199 per student per year, with ₹0 migration, training and setup. Inkwelly AI, which drafts letters for you, comes with Premium.

See your letterhead in Inkwelly.

A free 30-minute demo on the real product. Bring a letter you write every week — we'll issue it live.

Book a free demoSee pricing ›