Complete Guide: Card Printers in 2025

Introduction: What Is a Card Printer?

A card printer is a specialised device used to print on plastic cards - typically PVC or composite PVC. These cards are used for employee IDs, access control badges, membership cards, gift cards, and loyalty cards.

Unlike standard inkjet or laser printers, card printers are designed for durability, precision, and security features like encoding and lamination.

Businesses across retail, hospitality, education, and corporate environments rely on card printers to create professional-quality identification and branding materials in-house.

Why Businesses Use Card Printers:

Card printers are an essential part of modern business operations, particularly for:

• Corporate offices – employee ID and access badges

• Retail and hospitality – loyalty cards, gift cards, VIP passes

• Schools and universities – student ID cards, library cards

• Healthcare – staff ID and patient wristbands

• Events and entertainment – visitor passes

By printing cards on demand, organisations save time and maintain control over security and branding.

Types of Card Printers

There are two main types of card printers you’ll encounter:

1. Direct-to-Card (DTC) Printers

These printers use dye-sublimation or thermal transfer technology to print directly onto the surface of a card.

Pros:

• Cost-effective for small to medium volumes

• Fast printing speed

• Easy to use and maintain

Cons:

• Slight white border around edges

• Not ideal for cards with embedded chips or irregular surfaces

Best For: Schools, small offices, retail loyalty programs.

2. Retransfer (Reverse Transfer) Printers 

Retransfer printers print the image onto a clear film first, then heat-bond it to the card surface.

Pros:

• Completely covers whole card. 

• Superior image quality and durability

• Works with smart cards and proximity cards

Cons:

• Higher initial cost

• Slightly slower print time

Best For: Corporates, universities, secure ID applications.

Key Features to Consider When Choosing a Card Printer

Below are the main factors to evaluate, if you are looking for a card printer in 2025: 

1. Print Volume and Speed

How many cards do you print per day or month?

• Low volume (<500/month): Entry-level DTC printer

• Medium volume (500–5,000/month): Mid-range printer with dual-sided option

• High volume (>5,000/month): Industrial or retransfer printer

2. Print Quality and Resolution

Resolution is measured in dpi (dots per inch) - most modern printers range from 300–600 dpi.
Higher resolution ensures clear logos, photos, and barcodes.

3. Single vs Dual-Sided Printing

Dual-sided printers automatically print on both sides of a card which saves time for double-sided designs like ID + barcode layouts.

4. Encoding Options

For access control or data storage, choose printers with:

• Magnetic stripe encoders

• Smart card / RFID encoders

• Contactless chip support

5. Connectivity

Most printers offer USB and Ethernet connectivity.
Advanced models include Wi-Fi, ideal for shared office environments.

6. Security Features

If printing ID or access badges, look for:

• Holographic lamination

• UV or watermark printing

• Password protection

Meet our Card Printer Partner: 

Evolis solely focus on card printing technology which sets them apart from any other card printer manufacturer. They focus on ease of use, eco-friendly design, and high-quality print performance. We partner with them for this reason, knowing the level of service they are able to offer. 

Card Printer Ribbons and Consumables

Every card printer uses specific ribbons or films that transfer ink to the card surface. Common types include:

• YMCKO ribbons – Full-colour (Yellow, Magenta, Cyan, Black, Overlay)

• Monochrome ribbons – Single-colour printing for text or barcodes

• Retransfer films – Used in retransfer printers for superior finish

• Cleaning kits – Essential for maintaining print head quality and lifespan

Always buy genuine ribbons and consumables to avoid voiding warranties or damaging the printer.

Maintenance and Care Tips:

Keeping your card printer in top condition extends its life and ensures professional results:

1. Clean regularly with approved kits

2. Replace ribbons before they run completely out to prevent print head damage

3. Avoid dust and store cards in a clean, sealed container

4. Update firmware for optimal performance

5. Perform test prints monthly to check for colour drift or misalignment

Common Issues and Troubleshooting:

Card Printer Applications in POS Environments

Many modern POS systems now integrate directly with card printers to offer:

• Customer loyalty cards

• Prepaid gift cards

• Instant membership cards

• Staff ID for retail chains

This integration creates a seamless customer experience and adds branding value at the checkout point.

Buying a Card Printer: What to Consider

Before purchasing, ask yourself:

• What card types will you print (PVC, smart, magstripe)?

• What’s your monthly volume?

• Do you need the design to cover the whole of the card?

• Will you print in colour or monochrome?

• How much space do you have on your POS counter?

Frequently Asked Questions (FAQ): 

Q1: Can I print on both sides of a card?
Yes, with a dual-sided printer or by manually flipping cards if using a single-sided printer.

Q2: How long does it take to print a card?
Typically between 15–40 seconds, depending on the printer and design complexity.

Q3: Do I need special software?
Most printers come with design software, but you can use tools like CardPresso or Evolis Badge Studio for professional layouts.

Q4: What’s the lifespan of a card printer?
With proper maintenance, 5 - 8 years is typical.

Q5: Can I connect my card printer to a POS system?
Yes - many POS and CRM systems support integration for loyalty or membership programs.

Conclusion: Investing in the Right Card Printer Pays Off

A reliable card printer is more than a printing device - it’s a branding and security asset. Whether you need to issue employee IDs, membership cards, or secure access badges, investing in the right hardware saves time, improves professionalism, and enhances customer trust.

For expert advice or to browse our full range of card printers, ribbons, and consumables, click here.