Photograph Guidelines

Photograph Submission

All EUSR Cards carry a photograph of the registered individual. The photograph must conform to the guidelines below.

If an individual already registered on EUSR has an additional scheme or programme added, the current photograph can be used, provided it is still current and a good likeness.

The currently held photograph of an individual can be viewed using the EUSR Search.

Photographs not meeting the following guidelines will be destroyed and the application will not be processed.


The photograph must:

  • Be in focus
  • Be full face, uncovered with neutral expressions and mouth closed
  • Not include head coverings (e.g. hats or headscarves) unless worn for religious reasons
  • Have a strong definition between the face and the background – a white background works best
  • Show eyes open and clearly visible – no sunglasses or heavily tinted glasses (n.b. sometimes glasses can show reflection or glare from a flash, or lighting can cause ‘red-eye’. These should also be avoided)
  • Not be obscured by shadows or glare – individuals should remove high-visibility clothing as this can cause colour balance problems
  • Not have any other people in the photo


  • Photographs should be 45mmx35mm (standard passport size)
  • No larger than 1mb
  • (n.b. If you need to make your pictures smaller then you can do so by using Microsoft Paint – just open the photo in this programme and select ‘Resize’).


Online registration applications

  • Photos must be uploaded in QuartzWeb as .jpg, or .png files. Note, photos must not be uploaded as .pdf files.

Paper-based registration applications

There are two ways to provide us with photos:

  • Email – Photos must be attached as .jpg files and emailed to The subject filed must state batch no., scheme name, and date of training. We recommend encrypting image files of individuals and sending the encryption password separately. Details on encryption are provided below.
  • Hard Copy – Must be of a high quality, preferably photographic paper or from a photo booth. The individual’s last name and date of birth must be written on the reverse of the photograph and it must be attached to the registration form securely by paperclip.

Encryption Details

When sending photographs via email we recommend encrypting image files of individuals and sending the encryption password separately.

Using software that creates a single encrypted zip ‘package’ of files is the easiest way to encrypt images, and allows you to create one encrypted zip file containing several images. Specific software is needed as the standard Microsoft Windows package cannot create encrypted zip files. Encryption software available includes Winzip and 7zip. Winzip has a license fee whilst 7zip is currently free. Both encrypt to the same security standard and both create zip files we can open.

Find Out More

If you have any queries or questions relating to photograph submission, please contact EUSR Support. We are available Monday – Friday, 8.00am – 5.00pm, via email: or tel: 0121 745 1310.