The day before and on the day

Good preparation lets you relax and concentrate on the session. This checklist covers the practical steps for the day before and the day of your shoot, and what to do afterwards when you choose and use your images.

This guide is general information written in our own words. We don't recommend particular photographers, studios or products, and we never quote prices: rates vary widely, so ask for written quotes.

A week before

• Confirm the date, time, address and parking or transport.
• Confirm what is included, such as the number of final images, retouching and file formats, preferably in writing.
• Ask whether you can see sample images that are similar to what you want.
• Book any haircut, colour or grooming appointments.
• Gather reference images of headshots you like.

The day before

Lay out your outfits and press them. Hang them in a garment bag so they arrive smooth. Pack a small bag with the items you'll need: comb, brush, hair ties, make-up, a lint roller, blotting papers, water and a snack. Clean your glasses if you wear them. Check the weather if any part of the shoot is outdoors.

Get a good night's sleep. Avoid heavy drinking and very salty food the night before if you know they make you look puffy or tired.

On the morning

Eat a light meal. Allow extra time to get ready, and leave early enough to arrive without rushing. Bring a phone charger, especially if you need directions. Avoid carrying a heavy bag across your shoulder on the way, as straps can mark clothing and leave lines on the skin.

At the studio

Arrive a few minutes early to settle in. Take a moment to check your hair and clothes in a mirror. Tell the photographer what the photos are for and share any reference images. Ask how the session will run, how many outfits you'll have time for and whether you'll be able to review images as you go.

During the session:

• Respond to direction and ask questions if you're unsure.
• Ask to see some frames early on.
• Take a short break if you feel tense.
• Change outfits as planned.

Choosing your images

Many photographers show a proof gallery after the session, either on the day or online. Choose images where your eyes are sharp, your expression looks natural and you look like yourself. Ask a trusted friend or colleague for a second opinion if you're unsure: people often judge their own photos more harshly than others do.

Files, rights and use

Before you leave, ask:

• How many final images are included, and what extra images cost, if any.
• What retouching is included.
• What file sizes and formats you'll receive.
• How you can use the images, and whether there are any limits.

In Australia, who owns copyright in a commissioned photo depends on when and why it was taken. The Australian Copyright Council explains that, for photos taken on or after 30 July 1998 for purposes other than private or domestic ones, the photographer is generally the first owner of copyright unless you agree otherwise. Most business headshots fall into that category, so it is common for the photographer to keep copyright and give you a licence to use the images. Ask for the licence terms in writing. Our guide to copyright and image rights explains this in more detail.

Updating your headshot

People commonly update their headshots when their appearance changes noticeably, such as a new hairstyle or glasses, or when they change role. Keeping the photo current helps people recognise you when you meet.

If something goes wrong

Illness, a breakout or a bad haircut can happen. If you are unwell, contact the photographer as early as possible and check their rescheduling policy. Small skin issues can often be retouched, so it may not be worth postponing. If an outfit gets stained on the way, ask whether the studio has a spare jacket, or rely on your backup outfit.

Using your new headshot

Once you have your final images, update them everywhere you plan to use them: professional profiles, your organisation's website, email signature, speaker bios and any directories. Keep the original high-resolution file in a safe place, and save smaller web versions for quick uploads. Keep a note of the licence terms with the files, so you can check what is allowed if someone asks to use the photo.

Backing up your files

Download your images promptly from any online gallery, because galleries may expire. Store copies in at least two places, such as a computer and a cloud service. Name files clearly, for example with your name, the year and the crop.

Use the shoot planner

Our free shoot planner turns what you need the photo for into a simple brief, covering framing, background, expression, outfits and a list of what to bring. It runs entirely in your browser, and nothing you choose is sent anywhere. Use it to prepare before you contact photographers, or to plan a DIY session at home.

Where our information comes from

We base factual statements in our guides on official and expert sources, such as the Australian Copyright Council, the ACCC, the Office of the Australian Information Commissioner, the eSafety Commissioner, the Australian Passport Office and platform help pages, which we list at the end of each page. Practical tips are general and written in our own words. Rules and platform requirements change, so check the source links before relying on any detail.

A good headshot in one sentence

A good headshot is sharp on the eyes, evenly lit, simply framed, current, and shows you looking relaxed and like yourself on a good day. Everything else in this guide supports those few goals.

Questions worth asking yourself

Before any shoot, ask yourself: where will this photo be used, who will see it, what impression do I want to give, and how will I feel about it in two years? Your answers guide your choices about clothes, setting, expression and photographer, and help you brief the person behind the camera.

Common mistakes to avoid

Common headshot problems include out-of-date photos, cluttered backgrounds, cropped group photos, sunglasses, heavy filters and low-resolution files. Each one is easy to fix with a little planning. If your current photo has one of these issues, it may be time for a refresh.

A note on accessibility

If you have accessibility needs, tell the photographer when booking. Many studios can arrange step-free access, seating, extra time or a quieter session. A good photographer will adapt the shoot so you are comfortable and look your best.

Understanding light in a headshot

Photographers often talk about the key light, the main light on your face, and the fill, which softens the shadows it creates. A large, soft light source close to you produces gentle shadows; a small, hard source produces crisp ones. Many classic portrait setups, such as loop or Rembrandt lighting, are named after the shape of the shadow they leave beside the nose. You don't need to know the terms, but asking a photographer how they plan to light you is a good way to understand their style.

Choosing a background colour

Neutral greys suit almost everyone and almost every website. White can look clean and modern but may blend with pale clothing or hair. Dark backgrounds feel dramatic and suit some creative and performing fields. Brand colours can work for teams if they are not too saturated. If you are unsure, a mid-grey with a soft gradient is a safe, timeless choice.

Key points

• Confirm inclusions, timing and file details in writing before the shoot.
• Lay out pressed outfits and pack a small kit the night before.
• Review frames early in the session.
• Ask about copyright and the licence to use your images before you leave.