A useful headshot preparation note should make people feel ready—not give them one more thing to worry about. For teams in Baltimore, Washington, DC and Northern Virginia, a few shared choices can help photographs sit comfortably together while leaving room for individual personality.
You do not have to arrive knowing how to pose.
Before I think about the photograph, I want the person in front of me to feel comfortable. We talk about things they enjoy. I want them thinking about something besides the camera, and I guide their posture and expression as we go.
That connection is one of my favorite parts of photographing people. A headshot represents a professional, but there is still a person behind the title. Your preparation should support that person—not make them feel like they have to perform.
Start with how your team shows up at work.
Choose clothing that fits your role, your company and the people you serve. A blazer may make sense for one team; a polished knit or an everyday uniform may be right for another. Ask your coordinator whether the company has a wardrobe direction before buying anything new.
Coordinating does not mean everyone needs the same outfit. Agree on a level of formality and a general color direction, then let each person choose something that feels like them. If the portraits will sit beside existing staff images, share those examples with the photographer first.
A simple wardrobe decision guide
Color: Start with a color you enjoy wearing. Consider how it relates to the planned background and company palette. Bring a backup if you are unsure; confirm whether outfit changes fit the session plan.
Pattern: Solid fabrics and understated textures often keep attention on the face. Very fine stripes or busy prints can compete with a small profile image. If a pattern is part of your style, share a phone photo beforehand instead of assuming it is off limits.
Fit: Try your outfit sitting and standing. Check that collars lie comfortably, buttons stay closed and sleeves allow easy movement. You should be able to breathe and relax in what you wear.
Details: Steam or press clothing in advance, check for lint and bring the accessories you normally wear. Clean glasses and familiar jewelry are useful finishing touches. There is no need to disguise yourself for a professional portrait.
Send one clear note to the whole team.
Office managers and HR coordinators can reduce uncertainty by sharing the room, arrival time, wardrobe direction and a contact person in one place. Explain where the photographs will be used and whether employees need to bring anything.
Invite staff to raise access needs or photography concerns privately with the coordinator. Confirm arrangements with the photographer rather than promising accommodations or extra session time before they have been discussed. Avoid collecting personal details that are not needed to plan the session.
A note you can adapt: “Your headshot appointment is at [time] in [room]. Please wear [agreed wardrobe direction] and arrive ready to be photographed. Marcus will guide your pose and expression. If you have a question about access or preparation, contact [coordinator] before photo day.”
Your headshot preparation checklist
Confirm the wardrobe direction and how the photographs will be used.
Choose an outfit that feels comfortable sitting and standing.
Check collars, fit, wrinkles and lint before photo day.
Clean glasses and choose familiar accessories.
Confirm whether a backup outfit or change is part of the plan.
Save your appointment time, room and coordinator’s contact details.
Share any preparation or access questions privately in advance.
Leave room for a real conversation.
The goal is not to turn everyone into the same person. Consistent lighting, background and framing can give a team page a clear visual rhythm; expression and personality are what make each portrait individual.
I want people to know they can relax with me. We can talk, find something familiar and work through the photograph together. You do not need to practice a perfect smile all week. Bring yourself, and let me help with the rest.
For the logistics behind the session, explore planning a team photo day and choosing an office setting.
Plan photographs that feel like your team.
Organizing headshots in Baltimore, DC or Northern Virginia? Tell me your team size, office location and preferred date. We can discuss the visual direction and what your team needs before putting together a quote.
