Employee ID Card Design: What to Include and What to Leave Off
What to put on an employee ID card, what to leave off, and how to lay it out so it's easy to read. Sizes, finishes and a simple design checklist.
Quick answer: A good employee ID card shows a clear photo, the person’s name, the company name or logo and usually a job title or department. Leave off anything that would be risky if the card were lost, such as a home address. Pick a size and finish that suit how the card is used, and keep the layout simple.
What to include
- Photo: recent, front-facing, plain background.
- Name: the name people actually use, large and easy to read.
- Company name or logo.
- Job title or department: helps visitors find the right person.
- ID number if your systems use one.
- Back of the card (optional): “If found, please return to…” with a business address or phone number.
What to leave off
- Home addresses
- Personal phone numbers
- Dates of birth
- Anything your security or HR team says to keep private
Choosing a size
- 2.12 x 3.38 in: everyday staff IDs that fit a wallet or card holder.
- 3.15 x 4.72 in: event staff or visitor badges that need to be read from further away.
Bring Your Ideas to Life
Create custom lanyards & pvc id for your next event, promotion or organization. No minimum order on most products.
Shop Lanyards & PVC ID →Choosing a finish
- Glossy: bright colors and sharp photos.
- Matte: less glare under office or event lights.
- Frosted: a soft, modern look.
Layout tips
- Make the name the biggest text after the logo.
- Use high contrast, such as navy text on white.
- Keep a consistent layout across all staff.
- Vertical or horizontal? Choose one and stick with it. Vertical cards often hang neatly on a lanyard.
- Color-code departments with a band or border color.
Example: A 60-person clinic uses vertical 2.12 x 3.38 in matte cards: a navy band for doctors, gold for nurses and gray for the front desk. Patients can tell roles apart at a glance.
Personalizing many cards
Send a spreadsheet with one row per person (name, title, department, photo file name). Check every name on your free design proof.
Pair with a lanyard
Custom lanyards in your brand colors finish the look. How the card attaches is confirmed on your proof.
For ordering steps, read our PVC ID cards ordering guide, or shop PVC ID cards.
Timing
Standard production is 3–5 business days, plus 5–7 business days of free standard shipping worldwide (USPS or UPS). If your date is close, rush ($30) is 1–3 business days of production plus 3–5 of shipping. Production starts after you approve your free design proof.
Frequently asked questions
What should be on an employee ID card?
A photo, name, company name or logo, and usually a job title or department.
What size is a standard ID card?
2.12 x 3.38 in is the common wallet size. We also offer 3.15 x 4.72 in.
Which finish is best for photos?
Glossy shows photos brightly; matte reduces glare.
Is there a minimum order?
Most PrintVow products have no minimum, so you can order cards for a single new hire.
Is shipping free?
Yes. Standard shipping is free worldwide, by USPS or UPS.
Get a free ID card proof
Send your logo, layout preference and staff list, and we’ll make a free design proof.
- Email: hello@printvow.com
- Phone: +1 307-430-1110
- Shop: printvow.com/shop