Navigating Client Relationships: Protecting Your Creative Work with Tailored Licensing Solutions

As a mentor to talented creatives, I often address the complexities of our industry. Recently, one of my mentees reached out with a scenario many of us can relate to: a long-term client wanted to reuse images created for one business in a new venture. This situation raised important questions about protecting our work while maintaining strong client relationships.

Clients may not always understand the nuances of licensing or might be looking to save on costs by extending usage rights. It’s essential to approach these situations with clarity, professionalism, and a flexible mindset. Below, I’ve outlined three templates for different scenarios you might encounter, along with examples of when each is appropriate:

Scenario 1: Client Needs to Purchase an Additional License

Example:

A client owns a restaurant chain and commissioned you to create images for their flagship location. Now, they’re opening a new restaurant under a different name but within the same chain, and they want to use the same images for marketing this new location. While the branding might be similar, the new restaurant is a separate entity and requires its own license.

Template:

Hi [Client’s Name],

I hope you’re doing well. I wanted to address the use of the images I created for [Original Restaurant] in your new venture, [New Restaurant].

As we agreed, your current license is specific to [Original Restaurant] and doesn’t cover usage by [New Restaurant]. To legally use these images for your new business, a separate licensing agreement is necessary.

I’m happy to work with you to outline a new license that meets the needs of [New Restaurant]. This will ensure that both entities are compliant with copyright laws and industry standards, and that the creative work is appropriately valued.

Let me know when you’re available to discuss the specifics, and we can get this set up promptly.

Best regards,

Rachel

Scenario 2: Rewriting the License for Special Situations

Example:

A nonprofit organization you’ve worked with is expanding its mission and merging with another nonprofit. The images you created were for their original mission, but now they want to use them in the broader context of the new, combined entity. Given the unique nature of the merge, it might make sense to rewrite the license to accommodate this significant change.

Template:

Hi [Client’s Name],

I hope this message finds you well. I wanted to touch base about the images I created for [Original Nonprofit] and your interest in using them as you expand into [New Nonprofit Mission].

Given the unique circumstances of your organization’s evolution, I’m open to revisiting and potentially rewriting the original license to accommodate both the original and the new mission. This is something I offer in very special situations where the scope of usage significantly changes and warrants a customized solution.

We would need to carefully outline the new terms to ensure the integrity and value of the work are maintained, while also providing flexibility for your nonprofit’s evolving needs. This might involve an update to the licensing fee or the scope of usage.

Let’s arrange a time to discuss this in more detail so we can tailor a license that works best for your expanded mission.

Looking forward to our conversation.

Best regards,

Rachel

Scenario 3: Extending a Discount on Additional Licensing

Example:

You’ve worked with a corporate client to create images for a product line, and now they’re launching a related product under the same brand. The client wants to use some original images to promote this new product. They are a long-term client who chooses you often, the new product is closely related and falls under the same brand umbrella, you might consider offering a discounted rate for the additional license.

Template:

Hi [Client’s Name],

I hope you’re doing well. I wanted to address the licensing for the images I created for [Original Product Line] and your interest in using them for the new [Related Product].

Typically, the license we agreed upon covers only [Original Product Line]. However, as a valued client, I’m happy to offer you a discounted rate on an additional license for [Related Product]. This will allow you to use the images legally and appropriately across both product lines without needing a full, separate licensing fee.

I believe this approach respects the value of the work while providing you with a cost-effective solution. Please let me know if this option aligns with your needs, and we can finalize the details.

Thank you for your continued partnership.

Best regards,

Rachel

Every client is different and how we move forward is important. These templates and examples provide a clear and professional way to navigate different licensing scenarios while maintaining the value of your creative work. By offering tailored solutions, you ensure that clients understand the importance of licensing while fostering positive, long-term relationships.

If you ever find yourself in similar situations, feel free to adapt these templates to fit your needs. And if you want to learn more about licensing and how to leverage it effectively, join my “Leveraging with Licensing” course. It’s designed to help creatives like you protect your work and ensure it’s valued as it should be.