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Preparing Staff Photos for ID Cards

From Prime ID - helping UK teams look their best

 

At Prime ID, we print thousands of staff ID cards for schools, care homes, and small organisations across the UK. The single biggest factor that separates a professional-looking badge from an amateur one is the photo quality. Here’s how to capture clear, consistent staff photos that make your cards look sharp and credible.

📸 1. Use natural, even lighting

  • Stand near a window or in soft daylight - no harsh shadows.

  • Make sure the light is in front of the staff member been photographed, not behind - avoid them standing with a window behind which will cause a silhouette.

  • Avoid flash if you can (it often causes glare or shiny spots).

  • Keep light even across the face.

  • Take photos for all team members in the same position and location and lighting setup for a consistent, professional look.

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​🖼️ 2. Frame it right

Correct positioning and framing your photo is important for consistency and recognition

​🎨 3. Choose a simple background​

  • Head-and-shoulders only, centred, eyes open and level.

  • Leave a little space above the head for cropping.

  • As with lighting, keep the framing consistent for each team member.

  • ​Plain white, pale grey, or soft blue work best.

  • Avoid patterns or cluttered spaces.

  • If clothing is light, pick a slightly darker background for contrast.​

​👕 4. Dress appropriately for the photo

  • Ask staff to wear their usual workwear or uniform.

  • Skip logos (unless part of uniform) and reflective items.

  • Keep everyone’s look consistent for a polished set of cards.

⚙️ 5. Save & name files clearly

  • Format: .JPG or .PNG

  • Resolution: minimum 600 × 800 px

  • Filename: Firstname_Surname.jpg

  • Avoid screenshots — they’re rarely print-quality.

🧾 6. Quick checklist

✅ Face clear and centred
✅ Plain, well-lit background
✅ Natural expression
✅ File named correctly
✅ Uniform tidy

💡 Final tip


If you’re gathering photos from multiple sites, pick one well-lit location and have everyone photographed there - consistent lighting keeps your ID set looking uniform and professional.

📤 Next step
 

Once your photos are ready, send them to hello@primeid.uk or upload them in an Excel sheet with your order.

< Back to Guide Menu        |        👉 Continue to Guide 2: Designing a Professional ID Badge

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