Corporate delivery checklist
Corporate headshot file naming and delivery checklist.
Use predictable identity, version, and usage labels so a company can place the correct portrait without opening every file or asking the studio to resend it.
Choose one authoritative name for each subject.
Confirm whether the company wants legal names, preferred names, employee IDs, or another directory identifier. Preserve the spelling provided by the authorized client contact and resolve duplicates before packaging.
- Preferred or formal display name confirmed
- Duplicate names resolved with a stable identifier
- No personal email address embedded in the filename
- Filename-safe characters used consistently
Make the naming pattern useful outside the studio.
A practical pattern is readable and sortable. For example: Lastname-Firstname_Usage_Version.ext. The exact convention matters less than using it consistently across the package and documenting it for the recipient.
- Garcia-Maya_Full-Resolution.jpg
- Garcia-Maya_LinkedIn.jpg
- Garcia-Maya_Directory-4x5.jpg
- Garcia-Maya_Transparent.png only when promised
Review the final package as the recipient.
Open the archive outside the production folder. Check names, counts, dimensions, color profile, file formats, and directory structure. Include a manifest when the client needs to match many people or variants.
- All approved subjects are present
- No proofs or working files are included
- Variants match the agreement
- Manifest matches the archive
- Delivery email explains the folders