Digital Submission: Preparing JPEGs for Online Passport Applications

Digital passport photo uploads fail for simple technical reasons. Follow this guide to produce JPEGs that meet specs and clear automated checks.

Quick summary

Save a high-resolution, sRGB JPEG. Match the exact pixel dimensions, DPI, and file-size limits of the issuing authority. Avoid heavy compression, filters, and metadata that alter appearance.

1. File format and color

• Use JPEG unless the site requires PNG or other format file.
• Use sRGB color profile. Many systems expect sRGB and will misinterpret other profiles.
• Make only minimal edits. No skin smoothing, reshaping, or stylistic filters.

2. Resolution, DPI, and exact pixels

• Shoot high resolution. Do not upsize a small image.

• Minimum export DPI: 300 DPI. 600 DPI is usually acceptable and gives more pixels for precise cropping. Watch file-size limits.
• Convert mm to pixels: px = mm × (DPI ÷ 25.4).Example (35 × 45 mm):
  • 300 DPI → px/mm ≈ 11.811 → 413 × 531 px.
  • 600 DPI → px/mm ≈ 23.622 → 827 × 1063 px.
• If head must be 32–36 mm: 300 DPI → ~378–425 px tall. 600 DPI → ~756–850 px tall.
• If the site specifies pixels use those exact values.

3. Compression and quality

• Save JPEG quality at 90–95%. This keeps file size reasonable while preserving detail.
• Avoid extreme compression artifacts. Blurring or blocking can cause automatic rejection.
• If the site enforces a max file size, reduce dimensions only if still within the required mm/pixel spec.

4. Metadata and color profile

• Keep the sRGB profile embedded.
• Remove unnecessary EXIF metadata if the site requires a clean file or strips metadata in previews. EXIF does not affect face matching but can bloat file size.

5. Cropping and head placement

• Use a country-template crop tool (official government crop tools, online passport photo tool such as IDPhotoDIY, or trusted apps).
• Place chin and crown markers precisely. Verify the head-to-frame ratio visually and with the tool’s ruler.
• Don’t crop by eye.

6. Lighting and image quality checks

• Use even, diffused lighting. No harsh shadows, glare, or color casts.
• Zoom in to check focus on the eyes. Blurry eyes fail automated checks.
• Check for halos after background removal. 

7. Common upload pitfalls and fixes

• “File too large” → reduce JPEG quality slightly or crop to exact pixels, not both.
• “Photo too dark” → increase exposure slightly, keep natural skin texture.
• “Background not plain” → reshoot against a plain wall or use passport photo online tool such as IDPhotoDIY to replace background. 
• “Face not centered” → recrop using a template tool. Re-upload.

8. Naming and submission

• Follow the site’s filename rules if specified (example: lastname_firstname_passport.jpg).
• Avoid special characters in file names. Use lowercase letters, numbers, hyphens, or underscores.

9. Final verification checklist (before upload)

• Exact pixel dimensions match the site or converted mm→px at chosen DPI.
• sRGB color profile embedded.
• JPEG quality 90–95% with visible detail.
• No heavy retouching or filters.
• Head placement meets the required head-to-frame ratio.
• Plain background and clean edges if background replaced.
• File name and size meet upload rules.

Closing note

Match the issuing authority’s specifications exactly and use a template crop tool to set dimensions and head placement precisely. Small technical fixes prevent rejections and save time.