Updated January 23, 2023
An employee photo release form is a document signed by an employee granting permission to be photographed at work. It is a blanket authorization that covers a range of circumstances and does not expire. Since this release is voluntary, it may be revoked at any time by the employee.
What to Include
This simple form should explain that permission is being granted to the employer and any designated agents (photographers, etc.) to take pictures of the employee, and that these photos may be used at will by the employer.
The form should include:
- The name of the employee
- The name of the company
- The signatures of the employee and a witness, and dates of signature
How to use an Employee Photo Release Form
1. Give notice of upcoming photo shoot
Perhaps there will be an office party, award ceremony, or other function where photos will be taken? Notify employees that they will be asked to complete photo releases.
2. Take a head count of participants
Determine how many releases you will need. Remember that employees may ask for their own copies – so be prepared to accommodate by bringing extras along.
3. Prepare photo release for employees
It’s wise to make the release as general as possible. While you might spell out the specifics of the photoshoot, it is usually better to just indicate that the form provides authorization to take and disseminate photos at the employer’s discretion.
4. Secure signatures
Determine who will serve as a witness and present the forms for signature. Remember that permission is given voluntarily , so be sure to honor employees who choose not to sign the release.
While many workplaces prepare releases on an as-needed basis, you may also choose to have employees sign these preemptively – perhaps at the time of hire – to cover any future occasions for photography.