How To Choose The Right Paper

How To Choose The Right Paper

Most schools and businesses only ever buy one type of paper — but using the wrong weight or finish can instantly make documents look cheap, cause more paper jams, and quietly waste money over thousands of prints a year.

Choosing the right paper is one of the simplest ways to improve how your school or business looks on the page, without changing a single printer setting.

In this week’s blog, we look at the different paper types available, what they’re designed for, when to use them, and how choosing the right one can save time, reduce waste, and make every print look more professional.

What Are You Printing?

Before you look at brands or weight, be clear on the job. Different tasks need different paper:

Everyday internal documents (emails, drafts, worksheets)
Client‑facing reports and proposals
Marketing pieces (brochures, flyers)
Cards, certificates and covers

Each of these requires the right weight, finish, and sometimes even a specific paper type (e.g., inkjet vs laser).

Understanding Paper Weight (gsm)

Paper weight is shown as gsm (grams per square metre). Most office papers fall between
70–120 gsm.

Choosing the right paper weight helps reduce jams and improve print quality.

Here’s a quick guide:

70–75 gsm: Light, economy paper for drafts and internal prints. Cheaper, but more see‑through and not ideal for double‑sided printing.
80 gsm: The standard “sweet spot” for everyday office use — good opacity, reliable through machines, and cost‑effective for volume.
90–100 gsm: Thicker, more premium paper that feels better and looks more professional. Ideal for letters, reports and handouts.
120–150 gsm: Heavier stock for brochures, covers and higher‑quality marketing prints.
160+ gsm: For certificates, business cards and signage where stiffness and durability matter.

For most schools and offices: Use 80 gsm for day‑to‑day printing and
90–100 gsm for anything client‑facing.

Match Paper to Your Printer

Modern printers can handle a range of papers, but they’re optimised for certain types:

Inkjet paper absorbs liquid ink without smudging — great for colour images and graphics.
Laser paper is designed for toner and high‑temperature fusing — crisp text and reliable high‑volume printing.
Standard copy/multi‑use paper (75–80 gsm, matte) works well for most everyday text documents in both inkjet and laser devices.

Always check your printer’s supported gsm range. Running very heavy paper in a machine not rated for it can cause jams or fuser issues.

Choose the Right Finish and Brightness

Finish and brightness affect how documents look and feel:

Matte / uncoated: Best for most office printing — easy to write on, low glare, ideal for text.
Glossy / silk / coated: Better for brochures, photos and marketing materials where colour and sharpness matter.
Brightness: Whiter, brighter papers make text sharper and colours more vivid — useful for external or client‑facing documents.

For general use, a good‑quality matte 80 gsm sheet with decent brightness is all you need.
Step up to a heavier, brighter stock for anything going to parents, customers or management.

Factor in Sustainability and Cost

Many organisations now prefer recycled or FSC‑certified paper. Recycled papers are available in the same gsm ranges (e.g., 80–100 gsm) and perform well for everyday tasks.

A simple setup:

70–80 gsm (standard or recycled): Drafts and internal prints
90–100 gsm (standard or recycled): External letters, certificates, reports

Balancing one lighter everyday stock with a slightly heavier “premium” stock avoids overspending while still making important documents look and feel professional.

The Bottom Line

Choosing the right paper isn’t about spending more — it’s about matching the sheet to the job so your printers run smoother, your documents look sharper, and your budget stretches further.

With just two or three well‑chosen paper types, most schools and businesses can reduce waste, avoid unnecessary jams, and instantly improve the quality of everything they print.