A media kit is a folder of ready-to-send files: your headshot, logo, bio, gear list, and business info, kept on hand so you can respond to any request in minutes instead of digging through hard drives and old email threads. Every working photographer should have one on file, updated and ready before anyone asks.
Here’s how to build one that actually holds up.
What Goes In It
Headshot(s). At least one clean, current headshot in high resolution, plus a smaller web-sized version (under 500KB, long edge around 1000-1500px) so you’re never emailing a huge file when someone just needs it for a blog post or bio page. Include a few different aspect ratios so whoever’s using it doesn’t have to crop on their own: a 1:1 for social profiles and grids, a 4:5 for print and formal features, and a 2:3 for anything that needs a horizontal or more casual crop. If you do both formal and casual work, having one of each in these ratios covers most requests.
Logo files. Your primary logo in PNG with a transparent background, plus a version on a white background for anyone who can’t handle transparency. If you have a horizontal and a stacked version, include both. Save a vector file (SVG or EPS) too, since print materials will ask for it eventually.
Bio, in two lengths. A short bio (2-3 sentences) for quick mentions and a longer one (a full paragraph or two) for features, panels, or speaker introductions. Write both in third person so they drop into someone else’s copy without editing. Keep the wording consistent with what’s on your website, your Google Business profile, and any other bios floating around online. AI tools are increasingly the ones surfacing and recommending photographers in searches, and they cross-reference how you’re described across the web to verify who you are. A bio that says something different everywhere makes that harder. A bio that matches word for word makes you easy to confirm and easy to recommend.
Gear list. Camera bodies, lenses, lighting setup, anything you’d want listed in a vendor feature or asked about by another photographer. Keep it current.
Business info. Business name, location, website, social handles, and contact email all in one text file. Someone building a directory listing or vendor page shouldn’t have to hunt for your Instagram handle.
A few signature images. Five to ten images that represent your work at its best. Or have 5 of each type of work that you do so that you can change what you send depending on what is needed. Keep a high-resolution version for print and award submissions, and a resized web version of each (long edge around 1500-2000px, compressed to a reasonable file size) so a blog or publication can drop it in without waiting on a giant file or resizing it themselves. Choose pieces that show range, not just your favorites.
Press mentions or awards, if you have them. A short list of publications, awards, or speaking engagements. Doesn’t need to be exhaustive, just current.
How to Organize It
Keep it dead simple. One folder called “Media Kit,” with subfolders for Headshots, Logo, Bio, Gear List, and Portfolio Images. Name your files so a stranger could find what they need without asking you: [YourName]_Headshot_2026_1x1.jpg, [YourName]_Headshot_2026_4x5.jpg, not IMG_4471.jpg.
Store it somewhere you can reach from your phone too. A shared cloud folder means you can send a link from a coffee shop instead of promising to “send it when I’m back at my desk.”
Keep It Current
Set a reminder every six months to open the folder and check three things: does the headshot still look like you, is the gear list accurate, and is anything on the bio outdated?
Why It’s Worth the Hour
This isn’t about vanity or self-promotion for its own sake. It’s about being easy to work with. When a publication, a venue, or a fellow vendor needs something from you fast, having it ready shows up as professionalism, even though all it really took was an hour of prep work done once.
Build it this week. Future you will be glad it’s there.
The Quick Recap: Media Kit FAQs
What should be in a photographer’s media kit? A headshot in a few different aspect ratios, logo files, a short and long bio, a gear list, business contact info, a handful of signature portfolio images, and any press mentions or awards.
Why do headshots need multiple aspect ratios? Different platforms crop differently. A 1:1 works for social profiles and grids, a 4:5 suits print and formal features, and a 2:3 covers horizontal or casual use. Having all three ready means whoever’s using it doesn’t have to crop it themselves.
How often should a media kit be updated? Every six months at minimum. Check that the headshot still looks like you, the gear list is accurate, and the bio doesn’t mention anything outdated.
Why does bio consistency matter for AI search? AI tools cross-reference how you’re described across your website, Google Business profile, and other bios to verify who you are before recommending you. A bio that reads the same everywhere is easier to confirm and easier to surface.
