What information should you include on your ID cards?

Well designed, properly co-ordinated ID cards that include the right amount of information are much more than simple identification tools. They help boost your business image, and increase customer engagement and staff morale, too.

'An ID card printed with clear information about your business & representatives shows that you’re trustworthy & accountable.'

Here are some ideas about what information to include on your printed ID cards.

1. Business Logo

2. Staff Details

3. Staff Photograph

4. Business Details

5. Security Information

1. Business Logo

Inlcuding a logo on your ID cards is a great way to showcase your branding, whilst enabling staff, visitors and potential customers to quickly identify with your business at a glance. This helps create familiarity and trust, and gets your logo seen by many.

'Including your logo on your ID cards allows potential customers to identify with your business at a glance, creating trust & familiarity.'

Your ID cards are likely to be seen by potential customers every day. For example during a staff member's daily commute or when running work errands, or by guests who visit the workplace. So include your logo on your ID cards to help boost brand exposure.

For smart, eye-catching prints, we recommend using a high quality copy of your logo (300dpi minimum).

If your goal is purely workplace security, you might not want to include your logo or business name at all, keeping the information on your ID cards to a minimum.

Don't have a logo?

Get creative with your ID card design, include your business name in stylish fonts and colours. Or contact us and we'll design a logo for you.

2. Staff Details

The staff data included on your ID cards should be concise and easy to read. This enables customers to easily identify with the person wearing the ID card, reinforcing trust and helping build a solid customer relationship.

• Staff Name

A staff name is a must for identification purposes. The choice of format will depend on the tone you want to set with your ID cards. For example, a more formal ID card might include a title and last name, like 'Mrs. J. Smith', or for a more friendly tone you might include a first name with or without a last name.

Job Title or Position

Usually placed underneath the staff name is the cardholder's job title, position or department within the business. This can be useful for security purposes, plus it lets people know what the staff member's profession is, and that they're the right person to talk to for help.

Other staff information to include on your printed ID cards can be:

Contact Information

For example a staff member's direct dial, email address or office address.

DBS Checked

This might be required in childcare or healthcare settings.

Qualifications / Responsibilities

First Aider, Fire Officer or other relevant qualifications.

Employee/ID Card Numbers

To make keeping track of your ID cards easy, and to increase their security factor.

'Remember, ID cards are small with limited space to print on, so it's easy for them to become cluttered. Try to include only the information you need.'

We don't recommend including birthdays and personal addresses on your staff ID cards, in case they are ever lost or stolen. We advise that you only include this type of personal information if it is really needed.

3. Staff Photographs

This can be the tricky part. Many of us are at least a bit camera shy, but adding staff photos to your ID cards is a great way to enable people to put names to faces, and offer assurances that the cardholder is who they say they are.

You can take the photos for your ID cards using a digital camera or smart phone, and here's how to get the best results:

Check the Lighting

Poor lighting can result in blurred images so it’s best to take them in bright, natural, indirect light. If the lighting is too harsh, parts of your photos may appear blown-out when printed.

Steady Hands

Try to hold your camera still until you’re sure the photo has been taken. The sharper the image, the better it will print. Always check your image after taking it in case you need to retake the photo before the staff member leaves.


You don’t need to use a specific background, but your ID cards will look great if they have a consistent look across your whole team. We recommend a plain background. This can be plain white or light coloured, or sometimes a solid, bold colour can look great, too.


Your subject’s face and shoulders should be facing the camera, but don’t worry about getting the size right as the photo can be cropped when your ID card is ready to be printed.

If you choose to get us to design and print your ID cards, we can crop each photo for you to make sure they fit perfectly to your ID cards, completely free of charge. We can adjust the brightness and contrast, too, and even correct the colours if needed. Or for stylish finish, your photos can be converted to black and white.

4. Business Details

Including business details on your ID cards helps to enhance their authenticity and security.

For example, you can include your slogan/tag line to emphasise your brand and message. Plus including your website, contact number and business address enables anyone who sees your ID cards recognise their authenticity.

If you’re a registered charity, you can include your registration number in your card design. Particularly if your staff and volunteers will be fundraising and dealing directly with the public.

5. Security Details

Including security information on your ID cards is a must. Even a simple issue or expiry date ensures your ID cards cannot be used past a certain date, which is particularly useful when cards are lost or when staff leave your business.

  • Issue or Expiry Dates

  • ID Card Numbers

  • Barcodes & QR Codes

  • Security Access Levels

  • Holographic Overlays

You can also include text on the reverse of your cards with details such as:

‘To verify the authenticity of this ID card, please call 0123 456 7890’ or ‘If lost, please return this ID card to: Company Address…’

To further enhance the security of your ID cards, you can opt to have them printed using different types of plastic card technology:

  • Magnetic Encoded Strip Cards

  • Smart Chip and Contactless Cards

  • Signature Strip Cards

The ID card is a simple tool which can do a lot for your business security and image. With the help of our design guide and our tips on this page, you'll be well on your way to creating smart and effective ID cards for your business.

Need help?

If you need further advice on what to include on your ID cards, please feel free to email me. I'd be happy to help.



Got a Question?

Send us a message & we'll be in touch to answer your questions within just an hour or two.

Cardaxis™ are a dedicated ID card printing service, supplying businesses of all sizes with photo ID cards for their staff, trainees, volunteers, visitors and more. We design, customise and print all ID cards in-house at our Manchester print office, using British manufactured PVC as standard.

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