Practical guide · Reviewed 11 October 2026
Prepare a photo, check the size and print it accurately
A good passport-style print starts with a suitable photograph. Software can arrange and resize it, but it cannot guarantee that an authority will accept it.
1. Read the actual application instructions
Do this before selecting a preset. A printed application, an online upload and a visa application can have different requirements even for the same applicant. Write down physical dimensions or pixel dimensions, accepted format, file limit, background rules and any restrictions on editing. Use the official issuing authority’s instructions, not a generic country label.
2. Take a photo with enough detail
Face the camera in even light. Avoid a harsh flash, deep shadows, a tilted head or a distracting background. Keep the camera level with your face. Leave room around the head and shoulders so the crop can be adjusted. If the face is out of focus, retake the photo. Increasing resolution only creates additional pixels, not authentic facial detail.
3. Crop before reducing file size
In the photo maker, choose the physical size and position the face. Auto-fit is an initial suggestion; compare it with the framing diagram supplied by the authority. Use the original background if the rules prohibit changing it. For an ordinary ID print where changes are allowed, inspect the cutout around hair, ears and clothing before choosing a colour.
4. Understand the three measurements
| Measurement | What it controls | Example |
|---|---|---|
| Millimetres / inches | Physical photo dimensions | 35 × 45 mm |
| Pixels | Image resolution | Approximately 413 × 531 at 300 DPI |
| KB / MB | Encoded file size | A form may require a maximum 50 KB |
The conversion is pixels = millimetres ÷ 25.4 × DPI, rounded to whole pixels. Meeting one requirement does not automatically meet the others. Use pixel resizing and compression when the form requires both.
5. Choose a sheet that fits without shrinking
The sheet layout uses the physical size of each photo, paper dimensions, margins and gaps. A 4 × 6 sheet cannot fit every requested number of large photos. Choose the displayed capacity or a larger paper instead of shrinking the photos. Multiple copies should have the same dimensions and spacing so they are easy to cut.
6. Print a PDF at 100%
Download PDF for predictable physical page dimensions. In your print dialog choose the same paper as the file, set “Actual size” or 100%, and disable fit-to-page and shrink-to-fit. Borderless modes can enlarge a page slightly; check your printer settings. Print one sheet, then measure the photo’s edges with a ruler. If a 35 mm edge measures 33 mm, the printer has scaled the page.
Troubleshooting
The face looks stretched
The output ratio differs from the input crop. Return to the crop step and frame the photo using the chosen ratio before resizing.
The print has different colours from the screen
Screen brightness, ink, paper and printer profiles affect colour. Use a neutral edit and a test print. Avoid repeatedly changing the file to compensate for an uncalibrated display.
The site shows an error while creating a large sheet
Large canvases use substantial memory, especially on phones. Close unused tabs, use a smaller paper or the default 300 DPI and try again. Keep your original photo until the download has been checked.
Where to verify official requirements
Consult the authority for your own document. Examples include the U.S. State Department photo requirements and the Passport Seva portal. Their current instructions take priority over this guide or any tool preset.