Take your rights seriously. If you do not, no one else will.
Today’s photographic market is far better structured and organized than that of earlier years; however, the responsibility of protecting your rights as a photographer is up to you. The new copyright laws afford the freelance photographer more security and protection from abuse by photographic buyers. Nevertheless, some abuse continues, mostly due to negligence and ignorance on the photographer’s part. Protecting your stock photos from being overused and underpaid is very simple. Get it in writing and never sign an agreement you do not understand! Follow the payment and collection practices outlined in the forms and contracts signed.
How To Protect Your Rights and Photos
Many photographers have experienced their work being used without permission, payment, or credit. Nearly all of these problems could have been avoided by using a simple written agreement, cover letter, or IFPO Business Form.
The following steps will help protect your rights and your work:
Copyright protection belongs automatically to the photographer. Include a simple image inventory list with a copyright notice (for example: ©2025) and “All rights reserved.” It’s a friendly reminder that your work is legally protected.
Each time your photos leave your possession, include a signed and dated permission or use form outlining the terms and conditions—even if no payment is involved. Keep a copy for your records.
Never send original digital files. Send low-resolution copies along with your copyright notice and usage terms. Originals should stay with you until an agreement is confirmed.
Follow up within a week to confirm receipt of your images and discuss potential use. Reference the materials you sent in your message.
If you submit by mail and expect your work to be returned, include a self-addressed, postage-paid envelope.
Be cautious when submitting by email. Only send to trusted recipients, and consider mailing a disc or USB drive labeled with your name and copyright notice for better control.
Agree on all terms before the image is used. Specify the fee or confirm if publication is unpaid but agreed upon in advance.
Clarify additional conditions: Will you receive photo credit? A copy of the publication? The option to purchase extra copies?
Confirm when payment will be made—upon publication, within 30 days, or at the end of the project. What matters most is mutual understanding and agreement.
Put every agreement in writing and have both parties sign. A short cover letter or IFPO Business Form makes this easy.
- If your images are used without an agreement, contact the user directly. Most issues can be resolved fairly once you communicate your rights. It’s always easier to protect your work before it leaves your hands than to chase control afterward.
- Keep a log of where your photos have been sent, who has them, and whether payment or returns are due. This record helps track usage, prevents loss, and reminds you where your best work is being seen.
- Using IFPO Business Forms simplifies this process—they’re designed specifically for photographers and cover copyright, rights of use, and agreement terms.
Finally, avoid posting professional work with logos or trademarks on social media without permission from the owners. Doing so may violate trademark laws, even if you hold the photo’s copyright. If relevant, submit such photos for editorial purposes through legitimate news or media outlets instead.
Protect yourself and your work from the start. A few simple steps can save time, money, and frustration later.
As always, if you have questions about your rights, copyright issues, or contract queries, please call or email us so we can help you!