Free guide
How to label old photos without damaging them
A name on a photo is one of the most useful things you can leave the next generation. Here’s how to add one safely.
By Wren & Co. · Last reviewed
The short answer
The safest way to label an old photo is to write on its envelope or sleeve; if you must write on the photo itself, use a soft graphite pencil, pressing lightly, on the back near an edge [1][2]. Lay the photo face down on a clean, hard surface while you write [2].
Never use pens or markers on photos [3][4], and keep sticky notes, tape and glue off them [1].
What should you write on the back of an old photo?
Four things, in this order:
- A number, such as P014, so the photo matches your notes.
- Who is in it, listed left to right [4], with nicknames.
- Where it was taken.
- When: a year, a season or a decade.
Not sure? Write a question mark after the guess: “Pine Lake? 1962?” An honest guess is more useful than a blank.
What is the best pen or pencil to write on the back of photos?
A soft graphite pencil, not a pen [1][3].
| Use this | Safe for photos? | Why |
|---|---|---|
| A labeled envelope or sleeve | Best | Nothing touches the photo [1] |
| Soft graphite pencil, on the back | Yes | Light pressure, near an edge [1][2] |
| Ballpoint, gel pen or marker | No | The National Archives says to avoid ink and markers near photos [3] |
| Sticky notes, labels or tape | No | The Library of Congress says no tape, sticky notes or glue [1] |
What if pencil won’t write on the back?
Some photo papers have a slick back that won’t take pencil. Don’t switch to a pen. Put the photo in an envelope or sleeve and write the label on that instead [3][4].
How should you handle old photos?
By the edges, with clean, dry hands. Clean nitrile gloves are good for glossy prints, negatives and slides [1][2]. Keep paper clips and rubber bands away from them [1].
Where should you store labeled photos?
Somewhere cool, dry and dark, in the living part of the home. An inside closet is more stable than an attic, basement or garage [2][5].
- Keep the temperature below 75°F and the humidity below 65% [5].
- Use boxes, folders and sleeves that have passed the Photographic Activity Test (PAT) [5][1].
- Avoid “magnetic” self-stick albums [1][5].
- An old cardboard shoebox isn’t a good long-term home: the cardboard is acidic [3].
Sorting a whole box first? See how to organize old family photos.
Should you frame the originals?
Frame a copy instead. Display copies and keep the originals in a box; color scans and color copies make good display copies [6]. The same goes for the photos in a family book.
How do you label digital copies?
Give each file a descriptive name and tag the people in it [7]. See what resolution to scan old photos for settings, file names and backups.
What about the story behind the photo?
A label says who and when. The story says why it mattered. Ask the people in the photo, or who knew them, while you can: see the questions to ask about any old photo.
Sources
Official guidance this page follows. Each link was checked on the date shown.
- Care, Handling, and Storage of Photographs. Library of Congress, Preservation, undated. Checked October 8, 2026.
- How Do I… Care for Photographs. American Institute for Conservation, 2023. Checked October 8, 2026.
- Preserving Family Photos (Prologue magazine). U.S. National Archives, Fall 2015, reviewed 2023. Checked October 8, 2026.
- Veterans History Project Field Kit. Library of Congress, American Folklife Center, September 2021. Checked October 8, 2026.
- Storing Family Papers and Photographs. U.S. National Archives, reviewed September 18, 2025. Checked October 8, 2026.
- Displaying Family Papers and Photographs. U.S. National Archives, reviewed July 1, 2025. Checked October 8, 2026.
- Personal Archiving: Keeping Personal Digital Photographs. Library of Congress (digitalpreservation.gov), undated. Checked October 8, 2026.
