“Could you send us your logo?” arrives, someone attaches a file, and the thread closes. At most companies this is the standard process.
The cost is not only the time spent replying. Every send creates one more copy you no longer control. This piece starts with what a media kit actually is, then covers what to put on one, where to host it, and who should be able to see it.
What a media kit is — and how it differs from a press kit
A media kit is the assets and facts a company publishes so that anyone covering, partnering with, or referencing them can collect what they need without asking: logo files, brand colors, usage rules, company details.
Press kit is used near-interchangeably, but comes from a different place. A press kit is the bundle assembled for journalists, historically per announcement. A media kit is more often the permanent address — the page that is simply always there.
Note that advertising publishers use “media kit” for something else entirely — the circulation, audience and rate-card document sold to advertisers. This article is about the first meaning: distributing brand assets.
The trouble with emailing files
Handling each request personally is courteous. At volume, three problems accumulate.
1. Updates never arrive
When the logo changes, everyone you sent the old one to still has the old one. There is no record of who received what, so there is nobody to notify. This is very nearly the whole reason outdated logos linger on other people’s websites.
2. The rules get separated from the files
What gets attached is an image. Clear space, minimum size, whether it can sit on a photo — those rarely travel with it. The recipient reasonably concludes that the file they were given is theirs to use as they see fit. Where the other side actually gets stuck is covered in using another company’s logo.
3. It depends on one person
Requests route to whoever handled the last one, and stall when they are away. When that person changes roles, it is common for nobody to be certain which file is current.
What an official page changes
It changes how you answer, not how you send. Instead of composing a reply, you point at one URL.
- People always get the current version. Replace the file and everyone who visits afterwards has it.
- The rules arrive with the files, because they live in the same place.
- Search finds it. Someone looking for “[company] logo” lands on you rather than on a re-upload.
- Nothing depends on one inbox. The URL works regardless of who is around.
What to put on it
The minimum is three things: the files, the rules, and a contact. Those alone convert most incoming requests into self-service. Beyond that, add what press and partners end up emailing you for anyway.
The three essentials
- Logo variations (horizontal, stacked, symbol only; light and dark background versions) as SVG and PNG, plus PDF if anything goes to print
- Usage rules — clear space, minimum size, prohibited alterations, acceptable backgrounds
- A contact address for the cases the rules do not cover
Writing those rules is its own job, covered in brand guidelines for small teams. Here the question is only what belongs on the distribution page.
What press and partners also want
- Company facts — legal name, founding year, headquarters, leadership, what you do, headcount. This is what makes coverage factually correct
- Product summary and any public numbers (launch date, customers served)
- Product screenshots at a resolution usable in an article
- Headshots of the people who get quoted, in both portrait and landscape
- Company timeline and past releases
What to leave off
Leave off
Brand narrative. It does not help an outsider decide how to place your logo.
Internal slide and document templates. Those belong somewhere else.
Anything unannounced. Even a restricted URL gets forwarded.
Include
How the company and product names are written (capitalization, ™ and ® usage).
A one-sentence description — it becomes the boilerplate people quote.
A last-updated date, so visitors can tell the assets are current.
Where to host it
Four realistic options. Judge each on three things: does it open without a login, does the URL survive an update, and can the rules sit beside the files.
A page on your own site
Most control, and the domain authority accrues to you. The cost is that every logo change needs engineering time, which is exactly the work that gets deprioritized. Good fit if your assets rarely change.
Cloud storage (Google Drive, Dropbox)
Fastest to set up, but share links depend on the visitor’s account and permission state, and often fail to open. The folder structure and raw file names become the interface, and there is nowhere to state the rules.
A document tool such as Notion
Rules and assets together, easy to update. Weak on downloads — people right-click the preview image instead of getting the real file — and not good with vectors. Fine as an interim home.
A service built for brand distribution
Handles the structures this problem actually has: logo variations, light and dark versions, clear-space figures. MediaKit™ is one of these. The URL stays fixed while the contents change, and the rules render on the same page.
Choosing who can see it
Not every company wants everything public. Working back from intent, there are three useful settings.
Open to anyone
The default choice if press coverage or customer stories are expected. Being reachable through search is most of the value, and there is nothing to send in advance.
Anyone with the link
For brands that have not launched, or assets meant for a limited set of partners. Kept out of search results, open to whoever you share the URL with.
Password protected
For distribution strictly to partners. Forwarding the URL is not enough on its own.
URL and navigation
Once you have picked a home, give it an address people can guess. Three conventions have stuck:
/press— for a page covering press material broadly/brand— for one narrowed to logos and brand rules/media-kit— where there is no confusion with an advertising rate card
Then link it permanently from your site footer. That is where people look first, and it tells search engines the page is a standing part of the site rather than an orphan. If the kit lives on an external service, the footer link still belongs on your own domain, pointing out to it.
If you get international enquiries, publish the rules and company facts in English too. The logo files themselves are language-independent; the sentences around them are not.
Getting it published
All you need is the logo files you already have and your color values.
- Create an account and register your organization
- Upload the logos, tagging each variation and which background it is for
- Add the brand colors
- Set clear space and minimum size — the figures are drawn automatically
- Pick a publication setting, publish, and link it from your footer
Step-by-step instructions are in the upload guide, and you can see kits that are already published in the directory.
Handing someone your logo was never the hard part. What matters is whether it stays correct after you hand it over.