Commons:Email templates

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OTRS Noticeboard
Main OTRS-related pages

This collection contains email templates for certain situations. Naturally you can modify the suggested templates or use your own choice of language. Please document permissions you received upon your inquiries at the appropriate page and please forward a copy of the permission to permissions-commons@wikimedia.org, which serves as the Wikimedia Foundation's Central archive for permissions. See also Commons:OTRS.

Only the copyright holder can give consent

If you email an organization, make sure you get in contact with the specific copyright holder for a work. They are the only one who can legally release a work under a specific license.

Declaration of consent for all inquiries

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Due to the large number of ambiguous answers to enquiries concerning a permission of reuse for an image, text or similar (such as "I allow Wikipedia to reuse my photos") it is advisable to use a standard declaration of consent in the e-mail, point to it in the email, which can be returned by the author/copyright owner in the email reply. The precedent below should be amended, as necessary, with the required additional information. Note that "WORK" and "LICENSE" should not appear in the emailed reply as they should be replaced by details of the image and license. If the link to the file is not available online, you may upload the file on Commons with the {{OTRS pending}} template and have the author link to it in the declaration of consent.

Note that you must change this text in 3 places: A URL to your work (image/sound/video), a license and date and name. Additionally, please include the URL of the image as located on Wikimedia Commons for which you are providing permission in the email.

To: permissions-commons@wikimedia.org


I hereby affirm that CHOOSE ONE: [I, (name here), am] OR [(copyright holder's name) is] the creator and/or sole owner of the exclusive copyright of [SPECIFY THE WORK HERE - describe the work to be released in detail, attach the work to the email, or give the URL of the work if online]

I agree to publish that work under the free license STANDARD CHOICE; SEE BELOW FOR MORE INFORMATION ON TYPE OF LICENSE: [ "Creative Commons Attribution-ShareAlike 3.0 Unported".]

I acknowledge that by doing so I grant anyone the right to use the work in a commercial product or otherwise, and to modify it according to their needs, provided that they abide by the terms of the license and any other applicable laws.

I am aware that this agreement is not limited to Wikipedia or related sites.

I am aware that I always retain copyright of my work, and retain the right to be attributed in accordance with the license chosen. Modifications others make to the work will not be claimed to have been made by me.

I acknowledge that I cannot withdraw this agreement, and that the content may or may not be kept permanently on a Wikimedia project.

[SENDER'S NAME AND DETAILS (to allow future verification of authenticity)]
[SENDER'S AUTHORITY (Are you the copyright-holder, director, appointed representative of, etc.)]
[DATE]

Type of license

In the above example, the license granted is dual: Creative Commons Attribution-ShareAlike 3.0 license].

You may choose at least one type of license from our list of free licenses. All licenses we use have similar intentions. You must state the specific license: CC-BY-SA version 3.0 or Creative Commons Attribution-Share-Alike 3.0 are acceptably specific, just stating Creative Commons license, Creative Commons Attribution-ShareAlike, or CC-BY-SA (without the version number) is not.

IMPORTANT: YOU MUST STATE A TYPE OF LICENSE WE CAN USE; OTHERWISE THIS DECLARATION IS NOT VALID.

Email address

E-Mail the permission e-mails to our email response team ("OTRS") at permissions-commons@wikimedia.org.

The email you send must come from an email address that we can recognize. For instance, if you are releasing images from a website, your email address must be associated with the website or listed on the contact page of the website. If you are releasing a work that is not available online, you may be required to provide proof of your identity. If you are releasing a work where you are acting on the copyright holder's behalf, you may be required to provide proof of authorization to work on the copyright holder's behalf.

Before sending the email

  • Before you send the e-mail, ensure that you've removed all the comments from the above template.
  • Replace the template text (such as name) with your own details.
  • You must clearly identify the content that you're permitting us to use. Something like "I am creator of the images used on XYZ page" is NOT sufficient. You must provide exact URL link(s) to the content or attach the content with the e-mail. For images, we prefer that you upload them to Wikimedia Commons with the {{OTRS pending}} template, and provide the URLs of the uploaded images in your e-mail.

More examples

More examples can be found on Example requests for permission.

See also