How to prepare employees for headshot day (with a copy-paste email)
What to wear, how to prepare and what to expect, written for the people being photographed. Includes an email template photographers can send to their corporate clients.
The best way to get great headshots is to have people arrive ready. A short, friendly note to the team a few days before cuts no-shows, avoids wardrobe problems and calms the people who dread being photographed. Here's what to tell them, and an email you can copy.
What to wear
- Solid colors in mid to dark tones photograph best: navy, charcoal, deep green, burgundy, soft blue.
- Avoid fine stripes, small checks and busy patterns. They can shimmer on camera.
- Avoid logos and big text.
- Wear what you'd wear to an important meeting. The photo should look like you on a good day at work.
- Bring a second top if you're unsure. Changing takes a minute.
- Check the backdrop color with the photographer. A white shirt on a white background can disappear.
Grooming and glasses
- Hair as you usually wear it. A fresh cut a few days before rather than the day before.
- Bring a comb or brush. There will be a mirror.
- Glasses: wear them if you usually do. The photographer will position the light to avoid glare.
- Make-up: your everyday look, a little matte. Powder helps with shine.
On the day
- Arrive on time for your slot. Sessions are short and back to back.
- Expect a few minutes in front of the camera. You'll see the photos on a screen as you go.
- Relax. The photographer will guide your posture and expression. Nobody is expected to know how to pose.
- You'll choose your favorite before you leave (if your photographer works this way), so bring your phone for the email.
Email template for your client
Send this to your client contact a week before and ask them to forward it to the team.
Tips for the photographer
- Send a booking link so people choose their own time. It spreads the day and cuts no-shows.
- Send a reminder the day before. Most no-shows simply forgot.
- Have a few unbooked slots for walk-ins and latecomers.
- Make the first minute easy. Small talk, a test frame, show them the screen. The second set of frames is almost always better.
ShootPick includes client booking pages, reminders and a sitter list that feeds straight into the shoot, so your schedule and your tether are one list.
FAQ
What should I wear for a corporate headshot?
Solid colors in mid to dark tones, without fine stripes, small patterns or logos. Wear what you'd wear to an important meeting, and bring a second top if you're unsure.
Should I wear glasses in my headshot?
If you usually wear them, yes. A good photographer will adjust the lighting to avoid reflections.
How long does a corporate headshot session take?
On a corporate headshot day, each person usually spends three to ten minutes in front of the camera, including choosing their favorite.
