Main OTRS-related pages
Below is an email template for a declaration of consent to use copyright-protected media (images, video clips, sound files, etc.) on any project related to Wikimedia Commons. Copyright holders should send completed templates to firstname.lastname@example.org, which serves as the Wikimedia Foundation's central archive for permissions. For a full description of this process, see Commons:OTRS.
Declaration of consent for all inquiries
If you have been directed to this page because you wish to release the rights to a file to which you own the copyright, please consider clicking on the link above rather than completing the following email template. The Interactive Release Generator is designed to make the process of releasing the rights to a file efficient and simple. The use of the following template, though still perfectly valid and certainly useful as a work of reference, is now discouraged and should only be used in exceptional circumstances. Thank you!
E-mail template for release of rights to a file
We receive a large number of e-mails from copyright holders wishing to allow Wikipedia to reuse their content (emails such as, "I allow Wikipedia to reuse my photos", etc.). Unfortunately, such statements are insufficient from a legal standpoint: we require a more-specific declaration of consent to accept your permission. The following template will allow you to produce such a declaration.
I hereby affirm that I choose one: [am name] or [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] as shown here: choose one: [web page of the content] or [in the attached images/text], and have legal authority in my capacity to release the copyright of that work.
I agree to publish the above-mentioned content under the following free license: Creative Commons Attribution-Share Alike 4.0 International.
I acknowledge that by doing so I grant anyone the right to use the work, even 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 the copyright holder always retains ownership of the copyright as well as 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 the copyright holder.
I acknowledge that I cannot withdraw this agreement, and that the content may or may not be kept permanently on a Wikimedia project.
Send the statement to our email response team ("OTRS") at email@example.com. The email you send should come from an email address that we can recognize as somehow associated with the content being released. For instance, if you are releasing images shown on a website, your email address should 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 should be at an official address of the organization; if you are releasing a work that is not available online, you may be asked to privately provide evidence of your identity to the OTRS volunteer who processes your statement; if you are releasing a work for which you are acting on the copyright holder's behalf, you may be asked to provide proof of this authorization such as a forwarded email from the copyright holder designating you as his/ her representative in this matter.
More examples can be found on Example requests for permission.