Artist Guides

Artist portfolio PDF: a clean, professional format.

A practical guide to the structure institutions expect: page order, text length, image specs, file size, and export standards for a gallery-ready PDF.

The only structure that works everywhere

A professional artist portfolio PDF is closer to a small catalogue than a designed brochure. Reviewers want a predictable order and a readable document that prints cleanly.

The most widely accepted structure:

  1. Cover page (name + “Portfolio” + year)
  2. Artist statement
  3. Short biography
  4. CV (1–2 pages)
  5. Selected works (10–15 artworks)

This order follows the institutional reading logic: introduce → contextualize → frame → show the work.

Cover page: keep it institutional

A clean cover improves readability and reduces bias. Keep it simple:

  • Your name
  • The word Portfolio
  • The year (optional)

Avoid logos, heavy design elements, or image-based covers unless an application explicitly asks for it.

Text sections: what reviewers actually read

Institutions skim. Clarity wins over literature. Use short sections with calm language.

  • Artist statement: 150–300 words (one short paragraph is fine)
  • Biography: 80–200 words (3–6 sentences)
  • CV: 1–2 pages max, structured, chronological

If you want examples and ready-to-edit starting points: artist statement examples, artist biography example, artist CV template.

CV: structure over completeness

A portfolio CV is not an academic CV. Keep sections minimal and scannable:

  • Selected exhibitions (solo / group)
  • Education
  • Residencies
  • Awards / grants
  • Publications (optional)
  • Collections (optional)

If it grows beyond two pages, curate it—selection is part of professionalism.

Selected works: 10–15 is the sweet spot

Too few works feels incomplete. Too many feels unedited. For most applications, 10–15 artworks is ideal.

Standard presentation (clean and universal):

  • One artwork per page
  • White background, generous margins
  • Caption as metadata only (no long notes)

Caption fields (consistent on every page): Title, year, medium, dimensions (and edition / installation notes if relevant).

Sequencing: make the order intentional

Your order is the portfolio’s invisible language. Open strong, build coherence, and close with direction.

If you want a deeper sequencing method (rhythm, grouping, flow): How artists should sequence their portfolio.

Image specs that work in real institutions

The goal is simple: crisp images without a heavy PDF.

  • Format: JPEG
  • Color: sRGB
  • Size: ~2000px on the long edge
  • No upscale: never enlarge small images

This balances quality, compatibility, and load speed on older institutional computers.

File size, A4 vs US Letter, and compatibility

Many calls impose size limits. A common safe target is a PDF under ~10–15MB, unless the call says otherwise.

  • Page format: export A4 for Europe, US Letter for North America
  • Avoid: exotic fonts, CMYK images, complex transparencies
  • Check: open the PDF on laptop + phone before sending

If you keep things simple, your PDF will display reliably everywhere.

Common mistakes (and how to fix them)

Most portfolio problems are not artistic. They’re structural: too much text, inconsistent captions, heavy files, unpredictable layouts, or unclear ordering.

If you want the full checklist: The biggest mistakes artists make in PDF portfolios.

A calm workflow

The easiest way to stay “institution-ready” is to reduce decisions: keep one structure, one typography system, one set of rules—and reuse it for every application.

That’s the philosophy behind MyArtPDF: a local-first portfolio tool that keeps the workflow stable, and exports a clean, predictable PDF.

Early access

If you want to use a tool that applies this structure automatically (CV, bio, statement, artworks, metadata, export), you can request early access.

Get early access →

Opens your email app. No form. No third-party. No tracking.

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