A company profile is a set of documents a business sends to clients, investors, or bidding committees before a meeting. A well-designed profile typically has seven sections, each requiring real photos or verifiable data. This article goes through each section, suggesting sample profiles for five industries, how to create digital versions (PDF, video, QR code), five common mistakes, and a checklist of documents to gather before designing.
What is a company profile used for?
Company profiles are used to convince people who have never visited the business that the company can do the job. These readers are typically purchasing departments, foreign investors, or tender evaluation committees. They read quickly, compare multiple suppliers simultaneously, and only consider what they can verify.
Therefore, a company profile is different from a sales brochure. A brochure talks about products and prices. A company profile talks about the factory, machinery, processes, people, and completed projects. The rest, besides a few introductory lines, is evidence.
The 7 sections of a company profile, along with photos and data required for each section.
The following order goes from what the reader needs to know first to what they need to check later. Sections can be combined or renamed, but no section should be omitted.
1. Cover letter and company overview
A page should include the legal name, year of establishment, factory address, industry, and main business areas. A panoramic photo of the factory or headquarters is required, preferably an aerial view. Data should also be included: factory area, number of employees, and market served.
2. Vision, values, and development path
This section is short, but useful when a business has just changed its name or rebranded. Nam Viet Group is one such case: after 18 years, the company changed its name to Nam Viet Group Solutions Joint Stock Company in August 2025. A timeline with specific year milestones is more credible than a mission statement.
3. Factory, machinery and capacity
This is the part buyers examine most carefully. Photos of each production area, close-up shots of the main machinery, and an equipment list are needed: machine name, brand, quantity, and year of commissioning. Capacity should be stated in industry units, for example, products per month or tons per year.
4. Production process and quality control
A process flow diagram from raw materials to shipment, with photos at each stage. Photos of the QC area, testing room, and personnel inspecting the product are mandatory. Include scanned copies of your ISO certification or industry certification in this section, clearly stating the certification number and expiration date.
5. Products and services
Product photos should have a white background, be taken from the same angle, and have similar lighting to allow readers to make comparisons. Each product group should have key specifications and applications. For small, hard-to-visualize products like labels, photograph the product next to an item that uses it.
6. Team and organizational structure
Organizational chart, photos of management, group photos, and photos of staff at work. Data should include: number of engineers, number of people with professional certifications, and the percentage of technical staff. Photos of real people in the workshop are more convincing than staged office photos.
7. Featured Projects, Clients, and Contact Information
List projects or clients for which publication is permitted, including the year, scale, and scope of work completed. Client logos should only be included with their consent. The final page should include the address, business contact person, email, phone number, and a QR code leading to an introductory video.
Industry-specific company profile template: which sections to emphasize, which photos to include.
The seven sections above are general and applicable to all industries, but the focus changes depending on the reader. The table below is a suggestion from the Right Media team when compiling image lists for each industry. It can be used as a template for a company profile framework before designing.
| Industry | The part to press | Photo required | The data should be available. |
|---|---|---|---|
| Mechanical engineering, precision machining | Machinery, measurement, tolerances | CNC machine in operation, measurement room, close-up of the workpiece. | Machine specifications, achievable tolerances, and machining materials. |
| Food | Food safety and hygiene, traceability | Personnel wearing protective gear, closed production line, testing laboratory. | Food safety certification, production capacity, export market. |
| Construction, general contractor | The project is under construction, safe, and on schedule. | Construction site from above, engineers on site, completed project. | Number of projects, total construction area, safety certifications |
| Textiles | Production scale, sample development, compliance | Overview of the sewing line, sample room, and fabric quality control area. | Production line number, output, social responsibility certification |
| B2B services | Team, workflow, customers | Expert portrait, client meeting, office | Number of years of experience, number of clients, notable projects |
In the B2B service industry, where there are no factories, photos of people constitute the majority of the evidence. In construction, aerial photos of the construction site are difficult to replace with anything else.
Golden and Nam Viet: a single photoshoot, used for both company profiles and catalogs.
Right Media's two recent corporate photography projects had the same starting point: the companies were rebranding, so their company profiles, catalogs, and websites all needed new photos at the same time.
With Golden factory and product photography projectThe team worked for two days, divided into two locations. Factory photos were taken at Golden, and product photos were taken at Right Media Studio. Golden's clients were fashion brands who wanted to know where the components were made, what machines were used, and who did the quality control. The set of 30 photos of personnel and the factory answered those questions correctly: aerial views of the factory, the stamping workshop, the CNC area, design engineers, workers inspecting components through magnifying glasses, and a group photo in front of the headquarters. Adding 50 packshots and 15 concept photos, the total was 95 images.
From that same set of photos, Golden created a 20-page e-catalogue. The company profile and catalogue share the same image source, resulting in a consistent look, from the overall factory layout to each individual product code.
Nam Viet Group, a manufacturer of labels and RFID solutions, spent two days shooting at the factory. They delivered 40 packshot photos and 30 photos of personnel and the factory. The management, office staff, and workers were photographed in groups in front of the new logo, wearing uniforms. Factory photos included workers operating label printing machines, inspecting labels on the production line, and warehouse workers among the shelves.
Around the same time, Right Media produced a corporate video for Nam Viet. On the filming day, they split into two teams: one for filming and one for photography. The photos and video therefore shared the same visual direction, which is crucial when they are placed side-by-side in the company profile and on the website.
Digital company profile: PDF, video profile, and QR code
Company profiles today are mostly sent via email or displayed on a screen during meetings. Printed copies are still needed for trade shows and paper tender documents.
PDF version
Produce two copies: a high-resolution printout and a compressed version small enough to attach to an email. The text must be real text, not a photograph, so that readers can search and copy it. If working with international partners, a separate English version is recommended instead of a bilingual version on the same page.
Video profile
Video shows what still images can't: the running assembly line and the rhythm of work. Profile video of Ho Chi Minh City High-Tech ParkThe SHTP Management Board needs a video for investors considering locating a factory. The video should be over 7 minutes long, divided into 4 chapters based on investor interests. Data such as the total area of 913 hectares or 161 projects as of December 31, 2024, should be presented graphically. The video will be used in investor meetings, promotional conferences, or included with introductory documents.
The profile video introduces the Ho Chi Minh City High-Tech Park, presented in response to investors' questions rather than in chronological order. View project details.
For Golden Lotus Construction, an industrial construction general contractor working with many foreign investors, corporate videos help demonstrate capabilities through real-life construction site images instead of just paper documents. The videos, approximately 5 minutes long, were filmed over two days at the office and construction site, using drones and aerial work platforms for high-angle shots.
This corporate video for Golden Lotus Construction is created using footage from the construction site and the engineering team. View project details.
Videos don't need to be long to be useful. SPON's profile video, for example, is only 2-3 minutes long, filmed in one day at three factories in Tay Ninh. The sales team sends videos when pitching products so that partners can see which processes the factory handles itself, instead of just reading a company profile.
QR Code
The QR code links the printed version to the digital version. Place one code on the overview page leading to the introductory video, and another on the contact page leading to the website. The links must be permanent addresses managed by the business, such as a YouTube channel or website page; do not use links to personal shared folders that are easily deleted. Scan a test page before printing in large quantities.
5 common mistakes when creating a company profile.
- Use images from the internet or for illustration purposes. Buyers immediately realized the machinery didn't match the industry standard. A fake image eroded trust in the entire set.
- Photos vary from place to place. The photos, taken with phones by each department and then pieced together, have inconsistent colors and lighting.
- Many words, few numbers. "Modern" and "large-scale" are unverifiable terms. Instead, use area, number of machines, capacity, and year of certification.
- The certificate has expired or is missing a serial number. The bid evaluation committee regularly checks the documents. Updates are needed each time the deadline is extended.
- No update date available. Three-year-old records still show the old employee numbers. The month and year of issue should be noted on the last page, and this should be reviewed annually.
What documents do I need to gather before creating a company profile?
You need to gather all the necessary legal documents, capability data, project list, and a list of required photos. Having everything ready before the meeting with the design firm will reduce the number of revisions needed.
- Business registration certificate, legal name in Vietnamese and English.
- Vector logo and current brand identity kit.
- The development milestones have specific years.
- Factory area, number of personnel, number of engineers, production capacity by industry unit.
- Machinery catalog: name, brand, quantity.
- Production process flowchart and quality control process diagram.
- Scanned copies of ISO certificates and industry certifications, still valid.
- List of projects and clients authorized for public disclosure, including year and scale.
- Organizational chart and list of people whose portraits need to be taken.
- List of areas where photography and videography are permitted, including restricted areas or areas requiring permission.
- The contact person is listed on the last page.
If you need new images, see the instructions. company profile photos To prepare the personnel and the setting.
Reference cost for preparing company profile documents.
Reference rates at Right Media: portfolio photography from 9,000,000 VND, photos with profile design from 22,000,000 VND, photos with video and design from 49,000,000 VND. Reference prices, excluding VAT, apply to Ho Chi Minh City and a 100 km radius. The scope of each package and the work process can be found on the page. Business profile video production service.
Frequently Asked Questions
How many pages should a company profile be?
There's no fixed number, as readers often just skim. Email submissions should be concise enough to be viewed on a phone. Bidding documents are longer because they include certifications, equipment lists, and project documentation. A common practice is to provide a short offer and a full version upon client request.
How often should I update my portfolio?
It's advisable to review the process annually and update it immediately upon major changes: adding production lines, obtaining new certifications, changing the name, or rebranding. Factory photos can be used for longer if the layout remains unchanged, while data and project lists need to be updated regularly.
Should we use the same image for our company profile and website?
Therefore, it's best to ensure the photos are taken for both purposes from the start. Print files need high-resolution photos, while websites need multiple horizontal images and a few with space for text. Inform the photographer in advance where the photos will be used so they can take photos in both horizontal and vertical orientations, as well as wide-angle shots.
What should be considered when creating a company profile for foreign partners?
A translator with expertise in industry terminology is required. Measurement units, date formats, and certification names must adhere to international standards. If a video is included, it must be dubbed or subtitled in English, similar to how Nam Viet Group's corporate videos are used when presented at conferences or included with company profiles.
If your business is preparing a company profile for a tender, trade show, or brand refresh, Right Media can create a list of photos and videos following the 7 sections above. See details on the page. company profile video Or call the hotline at 0901 391 002.
