July 29, 2026

Headshot for company website: your practical guide

Getting web-ready company headshots comes down to six actions. Do these and your images will be consistent, lawful, and ready to publish.

Find a photographer whose portfolio shows team consistency and corporate experience. Allow 1–2 weeks to research, shortlist, and confirm a booking.
Write a brief and shot list covering purpose, tone, background, number of subjects, and required crops. Draft this 1–2 weeks before the shoot.
Agree wardrobe guidance with all subjects: solid colours, 2–3 outfit options each, no large logos. Send guidance at least one week ahead.
Arrange grooming and, if needed, a make-up artist. Confirm bookings 5–7 days before the shoot date.
Plan shoot-day logistics. A team of several people typically needs a half-day; allow sufficient time per person plus buffer time for wardrobe swaps and briefings.
**Collect signed consent forms and file deliverables. Under UK GDPR, photographs of identifiable staff are personal data. Get written consent before publishing. Expect final retouched files within a couple of weeks of the shoot.

Your immediate next step: either book a photographer or draft your consent wording. Both are covered in detail below.

How to find the right photographer for your company headshots

Studio equipment and setup in office corner

The first real decision is studio versus on-location, and it shapes everything else: lighting consistency, background options, and how long each person takes.

Hands reviewing photographer checklist

A studio session gives you controlled light, a neutral or branded backdrop, and a predictable environment. Every subject is photographed under the same conditions, which makes your team page look cohesive. On-location shoots bring context, whether that is your office, a co-working space, or an outdoor setting that reflects your brand. They work well when your company tone is relaxed, creative, or place-specific, but they introduce variables: natural light shifts, background clutter, and longer setup times.

	Studio session	On-location shoot
Lighting	Fully controlled, consistent across all subjects	Variable; dependent on time of day and weather
Background	Neutral, branded, or seamless paper	Real environment; adds brand context
Consistency	High; ideal for large teams	Moderate; requires careful art direction
Setup time	Faster per subject once lit	Longer; location scouting and rigging needed
Travel cost	None (or minimal)	Photographer travel fee usually applies
Best for	Corporate, legal, finance, large teams	Creative agencies, startups, hospitality

When you look at a photographer’s portfolio, check for these things:

Crop consistency. Does every headshot sit at the same height in the frame? Inconsistent crops look messy on a team page.
Natural expressions. Stiff, over-posed shots suggest the photographer does not direct well. Look for genuine smiles and relaxed eyes.
Retouching level. Heavy skin smoothing that makes subjects look plastic is a red flag. You want clean, natural-looking edits.
Turnaround evidence. Some photographers note delivery times in their FAQs. If not, ask directly.

Questions to ask when requesting a quote: How many final edited images are included? What file formats and crops do you deliver? What is your standard turnaround? Do you offer reshoots if a subject is unhappy? How do you manage group bookings and staggered arrival times? What licence do we receive for commercial website use?

Lemonsharkstudio specialises in both studio and on-location corporate headshots, with a portfolio that shows consistent crops, natural expressions, and clean retouching across team sessions.

Infographic outlining headshot session steps

How to write a clear brief and shot list

A clear, short brief reduces shoot time and aligns the photographer’s choices with your brand tone. Three to five well-chosen items beat a two-page document every time.

Here is a simple brief template you can paste into an email:

Field	Your input
Purpose	e.g. Company website team page, LinkedIn profiles, press bios
Audience	e.g. Prospective clients, investors, recruitment candidates
Tone	e.g. Formal and authoritative / smart-casual / creative and approachable
Background	e.g. White seamless / mid-grey / on-location office
Wardrobe guidance	e.g. Business formal, solid colours, no logos
Number of subjects	e.g. several individuals, no group shots required
Location / date / time	e.g. Studio, 14 March, 9:00–13:00
Deliverables	sRGB JPEGs, square crop (800×800 px) and 4:5 crop (800×1000 px), basic retouching
Usage / licence	Website, LinkedIn, internal comms; no paid advertising

For deliverables, always specify: file type (JPEG for web, TIFF master for print), colour profile (sRGB for all web use), crop dimensions, retouching scope, and whether you need RAW files for future edits. Being explicit here prevents misunderstandings about what is included in the fee.

What to wear for company website headshots

Wardrobe is one of the biggest variables you can control before the shoot. The right outfit makes the face the focus; the wrong one pulls attention away from it.

Colours and patterns

Solid, muted tones photograph best: navy, charcoal, forest green, burgundy, and soft grey all work well under studio lighting.
Avoid busy patterns, fine stripes, and large logos. These create visual noise and date the image quickly.
Bright white can blow out under flash; off-white or cream is a safer choice.
Jewel tones (deep teal, cobalt, plum) can work beautifully for creative or brand-led companies.

By company tone

Formal / corporate (law, finance, consulting): Dark suits, crisp shirts, and subtle ties or scarves. Stick to classic cuts. Accessories should be minimal and understated.

Smart-casual / startup: A well-fitted blazer over a plain shirt or blouse reads professional without being stiff. Avoid hoodies or overly casual knitwear.

Creative / brand-led: More latitude here, but the outfit still needs to support the face. A bold block colour or a branded piece (company scarf, branded jacket) can work if it is intentional.

Packing checklist

Bring 2–3 outfit options to test against the background and lighting on the day. Pack:

Your primary outfit, freshly pressed
One or two alternatives in different tones
Any branded items (ties, scarves, lanyards) if the company wants them featured
A lint roller and a small steamer or iron if possible
Spare shirt or blouse in case of travel creases

Hair, make-up and grooming checklist

You do not need to look different from how you normally look at work. The goal is to look like your best, most rested self, not a different person.

The basics, the night before and morning of:

Get a full night’s sleep. Tired eyes are very hard to retouch naturally.
Stay hydrated. Skin looks noticeably better when you have been drinking enough water.
Moisturise your face the morning of the shoot, but avoid heavy products that create shine.
Trim or tidy facial hair the day before, not the morning of, to avoid redness or irritation.
Keep nails clean and tidy; they can appear in three-quarter shots.
Minimal jewellery is best. Small earrings and a simple watch are fine; statement pieces compete with the face.

Make-up and hair

For anyone wearing make-up, aim for a natural, matte finish. Camera flash amplifies shine, so powder is your friend. Avoid glitter, heavy contouring, or very bold lip colours unless they are part of your everyday professional look.

If you want a professional make-up artist, book them for at least 45–60 minutes before your shoot slot. Arrive with clean, moisturised skin and your hair roughly styled so the MUA can work efficiently.

For hair, the key is reducing flyaways and shine. A light hold product works better than heavy gel. If you have long hair, bring a few clips and ties so you can offer both down and up looks on the day.

Pro Tip: Ask the photographer to keep a small mirror and blotting papers on set. A quick check between outfit changes catches shine or smudging before it reaches the final images.

How to pose naturally and look confident

Small adjustments make a big difference. You do not need to be a model; you just need a few reliable cues.

Here is an ordered set of posing steps to work through with your photographer:

Stand or sit slightly side-on. Facing the camera dead-on can make shoulders look wider and the face flatter. Turn your body about 15–20 degrees to one side.
Roll your shoulders back and down. This opens the chest and removes tension from the neck. It takes two seconds and changes the whole feel of the shot.
Bring your chin slightly forward and down. This is the single most common correction photographers make. It defines the jaw and removes the appearance of a double chin.
Relax your jaw. Clench it once, then release. That release is the expression you want.
Think of something specific, not “smile”. A genuine expression comes from a thought, not a command. Think of a person you like, a recent win, or something that genuinely amuses you.
Breathe out before the shot. It drops the shoulders and softens the face naturally.

Expressions to ask your photographer for: a warm, open smile with teeth; a soft, closed-mouth smile for a more authoritative look; and a calm, direct gaze for a thought-leader or leadership profile shot.

Pro Tip: Good photographers use movement to unlock genuine expressions. Ask them to take a few frames while you are adjusting your jacket or looking away, then turning back. The transition between poses often produces the most natural shots.

Shoot-day timeline and logistics

Good logistics save time and reduce stress, especially for team sessions. Here is how a typical half-day and full-day session breaks down.

Session type	Subjects	Time per person	Total shoot time	Buffer / setup
Half-day	several people	allowance per person	a few hours	some additional buffer time
Full day	a larger group	adequate time per person	several hours	added buffer time
Individual	single person	about an hour	approximately one hour	some buffer time

What to bring on the day:

Printed or digital copies of the brief and shot list
All outfit options, on hangers
Touch-up kit (powder, blotting papers, lip balm, comb)
Signed consent forms for each subject (or a tablet for digital signing)
A contact list with each person’s shoot slot time

Running a team session smoothly

Stagger arrival times so subjects are not all waiting at once. A good rhythm is one person in front of the camera, one in the prep area (getting changed or touching up), and the next arriving. This keeps the photographer shooting continuously and cuts dead time significantly.

A brief, two-minute orientation for each subject before they step in front of the camera makes a real difference. Cover the shot list, the background, and one or two posing cues. Subjects who know what to expect relax faster, and faster relaxation means more usable shots in less time.

File specs, retouching, and what to ask for

Being specific about deliverables upfront prevents the frustrating back-and-forth of receiving files that do not fit your CMS or LinkedIn profile.

File type	Typical use	Suggested dimensions
JPEG (web-optimised)	Website team page, LinkedIn	800×800 px (square) or 800×1000 px (4:5)
JPEG (high-res)	Press bios, print materials	2000×2500 px minimum
TIFF master	Archive, future edits	Full resolution, uncompressed
RAW file	In-house editing, future retouch	As shot; request separately if needed

Always ask for sRGB colour profile for all web-delivered files. Adobe RGB looks richer on a calibrated monitor but will appear dull or slightly off on most browsers and phones. For file naming, request a descriptive convention such as firstname-lastname-headshot-web.jpg so files are easy to sort and upload.

For retouching, scope it explicitly. Natural skin smoothing, stray-hair removal, and minor blemish fixes are standard and appropriate. Avoid requesting heavy digital alterations that change the subject’s actual appearance; this creates unrealistic expectations and can cause problems when staff meet clients in person. Retouching should be scoped explicitly and agreed before the shoot, not negotiated afterwards.

For LinkedIn-specific crops and sizing, Lemonsharkstudio’s LinkedIn headshot best practices guide covers the exact dimensions and file requirements.

A photograph of an identifiable person is personal data under UK GDPR and the Data Use and Access Act 2025. For public-facing, promotional use on a company website, explicit informed consent is the simplest and safest lawful basis. Businesses sometimes try to rely on legitimate interests for this, but legal guidance from LexisNexis and other UK sources is clear: for marketing and promotional use, consent is the right route. Legitimate interests is more defensible for security or ID-card use, where a Legitimate Interests Assessment (LIA) should be documented.

Some employee photos may also qualify as special category biometric data depending on how they are processed, which is another reason to get consent right from the start.

Sample consent wording (copy and adapt):

Process checklist:

Send consent forms before the shoot, not on the day
Offer a genuine alternative: an avatar, an illustration, or a job-title-only listing
Log each consent record with the date, purpose, and retention period under your DUAA records
Set a calendar reminder to review and renew consent when staff change roles or leave
Remove images promptly when consent is withdrawn or employment ends

Pro Tip: Store consent records alongside your data processing register. When an employee leaves, a single search of their name should surface both the consent record and the image files, so nothing gets missed.

Consent must be freely given with no negative consequences for declining. That means no pressure, no implied obligation, and a real alternative on offer.

Shot-list templates you can copy for different pages

These templates are ready to paste into a brief or email. Adapt the background and tone notes to match your company.

Homepage hero or about page
Subject: Senior leader or founder. Background: clean studio or branded environment. Crops needed: full-width landscape (1920×600 px), square (800×800 px). Tone: warm, approachable, direct eye contact. Request: “Warm head-and-shoulders, sRGB web crop and full-width hero option.”
Team directory page
All staff. Background: consistent neutral (white or mid-grey). Crop: square (800×800 px). Tone: professional and consistent across all subjects. Request: “Consistent head-and-shoulders crop, same framing for every subject, natural expression.”
Leadership / board profiles
Senior team only. Background: studio or contextual (boardroom, office). Crops: 4:5 portrait (800×1000 px) and square. Tone: authoritative, confident, direct gaze. Request: “Authoritative portrait, direct gaze, option with and without smile.”
Press bio and media kit
Key spokespeople. Background: clean, neutral. Crops: high-res JPEG (2000×2500 px minimum) and web JPEG. Tone: polished, credible. Request: “High-resolution press portrait, natural expression, minimal retouching.”
LinkedIn profile
Individual. Background: neutral or lightly blurred contextual. Crop: square (minimum 400×400 px, ideally 800×800 px). Tone: approachable and professional. Request: “LinkedIn-ready square crop, sRGB, warm expression.”

For different headshot types and when to use them, Lemonsharkstudio’s guide covers the full range of options by role and purpose.

What does a UK headshot session typically cost?

Pricing varies based on session length, group size, on-location travel, retouching depth, and the breadth of the commercial licence. UK corporate headshot sessions typically vary in price depending on the level of service and complexity.

Indicative pricing shapes:

Starter: A short solo session (around 15–30 minutes), one to two edited images, basic retouching, and digital delivery. Suitable for a single team member who missed the main shoot or a founder needing a quick update.

Standard: A 30–60 minute session, two to four edited images, one outfit change, colour-corrected web-ready files, and delivery within a few working days. The most common choice for individual professionals.

Premium: A longer session or a team booking covering multiple subjects, professional retouching, a broader commercial licence, and sometimes on-location travel. This tier suits companies refreshing a full team page or needing images for press and marketing use.

Turnaround timelines vary by photographer and workload. Proof images (a selection of lightly processed selects) typically arrive within 2–5 working days. Final retouched files usually follow within 1–2 weeks. If you need faster delivery, state it in your brief and ask whether an expedited fee applies.

How to review proofs and sign off final images

Before you upload anything to your CMS, run through this approval checklist.

Crop consistency. Do all headshots sit at the same height and framing? Open them side by side in a browser tab to check.
Colour consistency. Are skin tones consistent across subjects? Warm and cool casts from different lighting setups can clash on a team page.
Retouching level. Does each subject look like themselves? Flag anything that looks over-processed.
File naming. Are files named to your agreed convention? Rename before uploading to avoid CMS conflicts.
Alt text. Write descriptive alt text for every image. For a team page: “Portrait of [Name], [Job Title] at [Company].” For a leadership bio: “Headshot of [Name], [Role].” This is both an accessibility requirement and an SEO benefit.
CMS upload check. Upload one image first and check it on mobile and desktop. Confirm the responsive crop looks correct and the load time is acceptable.
Fallback images. If your CMS uses a placeholder for missing images, confirm it is set and styled correctly.

Sign-off should involve the photo lead (whoever managed the shoot), the comms or marketing lead, and HR where consent records are involved. Record the approval decision, the date, and the file version in your project log.

How to feel confident and natural before the shoot

Most people feel a bit awkward in front of a camera. That is completely normal, and a good photographer expects it. The difference between a stiff shot and a natural one is usually preparation, not personality.

Start by looking at the photographer’s portfolio before the day. Seeing the style of images they produce helps you picture yourself in the frame, which reduces the unknown. If you know what a relaxed, natural shot looks like in their work, you have something concrete to aim for.

On the morning of the shoot, give yourself more time than you think you need. Rushing to the studio or scrambling to get changed on arrival puts tension in your face and body. Arriving calm and a few minutes early means you can settle, have a quick chat with the photographer, and understand the setup before the camera comes out.

Talk to the photographer. Tell them if you find this uncomfortable, if you have a preferred side, or if there is a particular expression you want to avoid. A good photographer will use that information to direct you better. The session is collaborative, not a test.

Finally, remember that the photographer will take many frames and you will only see the best ones. You do not need every shot to be perfect. You just need a few good ones, and with a proper brief, the right wardrobe, and a bit of preparation, those shots are very achievable.

What actually makes a great company headshot

There is a tendency in corporate photography to treat consistency as the goal. Get everyone in front of the same grey background, same lighting, same crop, and call it done. And yes, consistency matters for a team page. But the images that actually do something for a company are the ones where the person in the frame looks like they want to be there.

The brief is where most shoots are won or lost, not on the day itself. When a subject knows the purpose of the images, where they will appear, and roughly what to expect, they arrive with a different energy. They are not just tolerating the process; they are participating in it. That shift is visible in the final images.

The other thing that gets underestimated is the value of a directed session over a purely technical one. Lighting and equipment matter, but the photographer’s ability to put someone at ease and draw out a genuine expression is what separates a good headshot from a great one. You can have perfect light and a terrible image if the subject looks uncomfortable.

At Lemonsharkstudio, the approach is to spend the first few minutes of every session just talking. Not about the shoot, just about the person. By the time the camera comes out, most subjects have forgotten they were nervous. That is not a technique; it is just how good portraits get made.

Ready to book your company headshots with Lemonsharkstudio?

Getting consistent, web-ready headshots for your team does not need to be complicated. Lemonsharkstudio offers professional headshot sessions for individuals and teams, both in-studio in West London and on-location at your office or preferred venue.

A typical session includes a directed portrait shoot, professional retouching, web-ready JPEG files in your specified crops, and a commercial licence for website and LinkedIn use. Bespoke packages are available for larger teams, multi-day shoots, and press or marketing use. For a full breakdown of what is included at each level, the portrait investment guide covers pricing shapes and package details clearly.

To get started, book your session or send an enquiry with your team size, preferred date, and any brief notes on tone and background. Lemonsharkstudio will come back with a tailored recommendation and availability.

Useful sources

These are the authoritative references used throughout this guide. They cover both legal compliance and practical photography preparation.

Legal and data protection (UK GDPR / DUAA):

ICO guidance on employee data and photographs — the primary UK regulator for data protection; search “employee photographs” for current guidance on lawful bases and consent.
LexisNexis: staff names and photos on websites under UK GDPR — detailed legal commentary on lawful bases, legitimate interests, and the right to object.
Hebborn Law: staff photographs, websites and ID cards under UK GDPR and DUAA 2025 — practical guidance on consent versus legitimate interests for promotional use.
Michalsons: employee photos and data protection compliance — covers biometric/special category considerations and HR privacy policy recommendations.
Employee Privacy Rights: using pictures of employees — plain-language guidance on consent forms, withdrawal processes, and employee rights.

Photography preparation and technique:

Photography by Fran: how to prepare for your headshot session — practical briefing and shoot-day preparation advice from a practising photographer.
Newcastle Headshots: professional headshot session guide — wardrobe, retouching, and session logistics guidance.
Alan Ranger: corporate headshot photography guide for UK photographers — covers pricing tiers, equipment, and post-processing workflow for UK corporate sessions.

FAQ

What lawful basis should we use for staff headshots on our website?

For public-facing promotional use, explicit informed consent is the safest lawful basis under UK GDPR and the Data Use and Access Act 2025. Legitimate interests may apply for security or ID-card use, but requires a documented Legitimate Interests Assessment.

How long does a team headshot session take?

A well-run team session typically allows sufficient time per person. A team of several people usually needs a half-day, including setup, briefing, and buffer time for wardrobe changes.

What file formats should I ask for from the photographer?

Request sRGB JPEGs for web use with appropriate square and portrait crop dimensions, a high-resolution JPEG for press use, and a TIFF master for archiving. Ask for RAW files separately if you anticipate future in-house editing.

How much does a UK corporate headshot session cost?

UK corporate headshot sessions vary in price depending on services included, with short solo sessions costing less and premium team shoots with professional retouching and commercial licences costing more, according to published UK market rates.

What should staff wear for company website headshots?

Solid, muted colours photograph best. Bring multiple outfit options to test against the background and lighting on the day, and avoid busy patterns, large logos, and bright white.

Need photos of your own?

Headshots, team portraits and personal branding — shot in Fulham or on location across London.

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