Commons:Email templates

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OTRS Noticeboard
Main OTRS-related pages

These are email templates for declarations of consent. Naturally you can modify the suggested templates or use your own choice of language. Copyright holders have to send filled templates to, which serves as the Wikimedia Foundation's central archive for permissions. For a full process description, see 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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We get a large number of ambiguous e-mails from copyright holders intending to allow Wikipedia to reuse their content. (such as "I allow Wikipedia to reuse my photos"). Unfortunately, such permissions are not sufficient from a legal point-of-view. We need a more-specific declaration of consent to accept your permission. You can use the following template to do that.

  • Before you send the e-mail, ensure that you've removed all the comments from the template.
  • Replace the template text (such as name) with your own details.


I hereby affirm that CHOOSE ONE: [I, (name here), am] OR [I represent (copyright holder's name), ] the creator and/or sole owner of the exclusive copyright of CHOOSE ONE: [the media work] OR [the work depicted in the media] OR [both the work depicted and the media] CHOOSE ONE: [URLs of the content] OR [attached images/text].

I agree to publish the above-mentioned content under the free license: Creative Commons Attribution-Share Alike 4.0 International. (THIS IS THE STANDARD CHOICE; YOU MAY CHOOSE ANOTHER ACCEPTABLE FREE LICENSE, IF YOU WISH TO)

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]
[Sender's authority (If applicable. E.g. "Copyright holder", "Director", "Appointed representative of", etc.)]


  • 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.
  • In the above example, the license granted is Creative Commons Attribution-Share Alike 4.0 International. You can choose another license from our list of free licenses, if you wish to. You MUST state a license; otherwise, this declaration is not valid. You must state the license's version, if applicable: CC-BY-SA 4.0 or Creative Commons Attribution-Share-Alike 4.0 are acceptably specific, just stating Creative Commons license, Creative Commons Attribution-ShareAlike, or CC-BY-SA (without the version number) is not.
  • E-Mail the permission e-mails to our email response team ("OTRS") at 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 images on behalf of an organization, your e-mail address must be an official address of the organization. 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.

More examples

More examples can be found on Example requests for permission.

See also