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How to write your Photo Reprint EULA
We include this 4 page template with Photography/Media Contract Pack and the Proposal Kit Professional. You will get more content and software automation for data merging, managing client documents, and creating proposals with line item quoting with a Contract Pack or the Professional.
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We include this contract in editable Word format that can be customized using your office software.
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Use cases for this template
Hotel lobby art that almost turned into a marketing mishap
The Challenge
Mariner Quays Hospitality hired photographer Eli Vargas to supply glossy fine art prints for a new lobby, then a regional manager asked to reuse one image in a brochure, creating tension between decor-only permissions and promotional materials the company wanted for launch week.
The Solution
They kept the photo reprint license focused on the intended use-display in a single location-and used Proposal Kit to create supporting documents: a Display Policy that explained permitted decor use versus unauthorized use in advertising, a Facilities Plan that mapped where each print would hang, and a budget proposal with line-item quoting for sizes and framing options.
The Implementation
Using Proposal Kit's template library, the operations lead assembled the policy and plan in one afternoon, while the AI Writer produced a short staff guide clarifying that brochure, editorial use, and online publishing were not covered by the decor license and would require a separate image licensing agreement.
The Outcome
The hotel launched with compliant lobby art, avoided an accidental copyright law violation, and gained executive approval for a second order using the line-item quote to justify the total price by size, finish, and delivery windows.
A dental office learns the limits of "just post it"
The Challenge
At BrightWay Dental, office manager Sonia Patel bought a landscape print for the waiting room; during a slow afternoon, an intern scanned the print to post online, triggering concerns about illegal redistribution and scope creep beyond the noncommercial, decor-only license.
The Solution
Sonia used the Proposal Kit to draft an Incident Summary, an Internal Note defining restrictions and the rules around media type and intended use, and a simple Staff Checklist that contrasted permitted display with prohibited duplication, editing, or promotional purposes.
The Implementation
With document assembly and the AI Writer, she turned the situation into training material, then generated a small purchasing plan with automated line-item quoting to price an additional print for a satellite office so each site had its own licensed copy.
The Outcome
The post came down immediately, staff understood the limitations, and the practice expanded its decor compliantly while keeping control of costs and avoiding future unauthorized use.
A startup balances decor goals with investor marketing pressure
The Challenge
Nimbus Robotics outfitted conference rooms with mountain prints under a decor license, but an investor insisted on using the same image in a pitch deck and trade-show banner, pushing the team beyond what the contract permitted.
The Solution
They protected compliance by keeping the reprint license separate and used the Proposal Kit to create supporting documents: an AI Writer-assisted Brief requesting a quote for a separate commercial license, a Risk Summary outlining restrictions, and a Facilities Schedule with line-item quoting to optimize print sizes and delivery.
The Implementation
The legal coordinator compiled the brief and risk note in the morning, then circulated a signed approval memo for decor only; meanwhile, marketing sourced a commercially licensed alternative while facilities proceeded with the original display plan.
The Outcome
Nimbus showcased tasteful art without delay, secured proper rights for promotional use through a different source, and demonstrated disciplined process by documenting decisions and costs with clear, easily assembled Proposal Kit materials.
Abstract
This agreement functions as a narrow image licensing agreement for physical fine art prints. It defines the parties as the Licensee and the customer, and limits the scope and intended use to owning a single glossy print for decor. It is not an exclusive license and grants no digital access, no file, and no download rights.
Under U. S. copyright law and related regulations, the photographer and Licensee keep control of copyrights, so the Content remains protected intellectual property even after the sale of the print.
Services and delivery focus on one print media type: a glossy photo produced from a 35mm slide or a digital image. Sizes are approximate; colors may vary. Returns are limited to damage or unacceptable quality, with delivery and reprint rules described.
The total price, payment schedule, and bill are defined in Exhibit A. Nonpayment allows the Licensee to revoke rights, withhold delivery, or terminate. Any change to terms must be in writing and signed by both parties.
Usage restrictions are strict. The client may display the print in one location, including a private office or a commercial lobby, but may not duplicate, redistribute, or publish. Editorial use, advertising, promotional materials, promotional purposes, print media, news, or online publishing are not permitted.
Posting a scan online is unauthorized use. The agreement also does not grant permission to use any subject's name or likeness; if permission is needed for other media uses, this contract does not provide it.
Ownership, limitations, and risk are clear. No non-exclusive license for commercial uses is provided beyond personal display. Editing into derivative works, redistribution, or other media type conversions are outside the permitted description.
The agreement does not define a required photo credit. Liability is limited to the money paid, and attorney fees may be recovered by the prevailing party. For complex questions, consult an attorney.
Examples: A hotel may buy a print for lobby display. A startup may hang a print in a conference room. Not allowed: using the image in a brochure, in an online ad, in a news story, or as part of a social media campaign. In each example, decide the intended location and follow the restrictions and limits on use.
Proposal Kit helps businesses assemble contracts like this, define scope and details, and align the intended use with rules through document assembly, automated line-item quoting, an AI Writer for supporting documents, and an extensive template library that streamlines setup and ease of use.
Note that this arrangement is designed for predictable, low-risk decor use, not publishing. The agreement's writing requirement and signed amendments give both parties control over changes. Venue and governing law are preset, and damages are capped at the money paid, which helps a business forecast exposure. The indemnification and attorney fee clauses encourage compliance across teams that handle ordering, delivery, and display.
Operationally, build simple controls: keep the print in one defined location, train staff that scanning or photographing the print for online or print media is unauthorized use and may be illegal under copyright law, and route any requests for advertising, editorial use, or promotional purposes back to the photographer or Licensee for a separate license. If you need multiple lobbies or offices covered, purchase additional prints so each site stays within the permitted scope. Because Content Metadata accuracy is not guaranteed, do not rely on captions or dates for legal claims about the subject or property; obtain separate permission if a project ever extends beyond personal display.
A useful practice is to document the intended use, description of the display location, delivery timing, and any limitations in an internal note tied to the purchase so facilities and marketing teams follow the same rules. If payment terms in Exhibit A change, capture the update in writing and ensure the bill reflects the total price, taxes, and shipping.
Proposal Kit can help teams define the scope and details up front by assembling an image licensing agreement tailored to physical prints, with automated line-item quoting for sizes and finishes, and an AI Writer that produces matching policies, return terms, and instructions for permitted display. Its template library streamlines writing so businesses can decide quickly, document the intended use and restrictions, and keep the process easy to manage without extra complexity.
Further clarifications help the client understand the business impact. This is a narrow, non-exclusive license tied to a single physical print; it is not an exclusive license, and it does not transfer copyright. The license is limited to display only, so publishing in print media, online, news, or any advertising or promotional materials is outside the permitted scope.
Scanning the print to make a file, attempting a download from elsewhere, or other editing and redistribution would be unauthorized and can be illegal under copyright law and related regulations. The photographer and Licensee keep control of copyrights, so the work remains protected after sale.
Operational details matter. Sizes are approximate, glossy is the media type, and color variance is expected. Returns are limited because prints are custom; the client has 30 days to request a refund, reprint, or exchange.
Damage from customer handling is replaced at cost plus 10% plus shipping and handling. There is no warranty for fading. Note the delivery and payment rules in Exhibit A: if the bill is unpaid, the Licensee may revoke rights, withhold delivery, or bring legal action. Damages are capped at the money paid, and prevailing parties may recover attorney fees.
Governance and process reduce risk. All changes must be in writing and signed by both parties. On termination, the client must destroy any copies.
Because the agreement disclaims name, likeness, and property rights for any subject, you must seek permission for any new use outside personal display. The Licensee does not require a credit line for decor use, but adding a credit is a business choice.
Examples: a healthcare clinic displays a single hallway print; a restaurant hangs one landscape in the entry. Not allowed: using the image in a brochure, a news article, an online banner, or as a background in a promotional video.
Proposal Kit can help define the scope, description, and intended use, and assemble clear terms for Exhibit A, including total price and payment. Teams can decide options and sizes with automated line-item quoting, then use the AI Writer and template library to produce matching policies, instructions, and notes that keep restrictions, permissions, and limitations easy to follow. If questions arise, consult an attorney.
How to write my Photo Reprint EULA document - The Narrative
PHOTO REPRINT EULA
THIS END USER LICENSE AGREEMENT (EULA) is made this Current Day day of Current Month, Current Year by and between Company Name ("Licensee") doing business as Website URL and Company Name ("Customer"). "Content" - Stock photography ("images" or "photo reprint") provided to Customer by Licensee in the form of a physical print. "Content Metadata" - Information attached to Content, including camera information, locations, creation dates, captions and keywords. "Customer" - The individual person or company who paid licensee fees for Content.
In consideration of the mutual covenants set forth in this Agreement, Customer and Licensee hereby agree as follows:
Services
Licensee agrees to render Services to Customer as follows:
Provide a single physical photo reprint of purchased Content. Grant of license to use Content as outlined in this Agreement for which license fee has been paid in full by Customer.
Reproduction
Sizes are approximate
Due to differences in height and width proportions of the original image, photo reprints may not always fit an exact print dimension (i.e. 8x10, 11x14, 16x20, 20x30, 30x40). Customer agrees that at least one dimension may differ by one or two inches. Colors will not match exactly what Customer originally viewed on the Company's web site. Due to differences in each Customer's monitor colors and inks used in different printers, it is impossible to maintain color profiles between Customer's computer monitors and service provider's printers.
Prints are made on glossy paper. Prints will be made either from a 35mm slide or digital image and will be printed either digitally or as a standard slide enlargement, depending on how the original image was captured.
Access Rights
Customer receives no digital access rights to Content.
Ownership Rights
Licensee and/or original photographers shall retain all copyrights to Content provided Customer including copyrights to derivative works. Licensee has the rights to issue licensee to Content for a fee to Customer. Customer does not acquire any ownership rights to the Content or the Content after modification into a derivative work.
Usage Rights
Customer is granted ownership of the physical print purchased for non-commercial use. Customer may not duplicate or redistribute the Content by any means (physically or digitally). Customer may not use the Content for any commercial, editorial, or other purpose for which stock photography is typically used. Customer may use the Content only for personal use as decor.
Display of Content in a single location can be in public view, in a private or commercial location.
Returns
There are no returns or exchanges on photo reprints unless damaged (unless damaged by customer) or deemed by customer to be of unacceptable quality. Photo reprints are custom printed when ordered and are not a normally stocked product. Customer has 30 days to request a 100% refund, reprint or exchange.
Compensation
For all of Licensee's Services under this Agreement, Customer shall compensate Licensee in cash, pursuant to the terms of Exhibit A attached hereto. In the event Customer fails to make any payment referenced in Exhibit A by the deadline set forth in Exhibit A, Licensee has the right, but is not obligated, to pursue any or all of the following remedies: (1) terminate the Agreement, (2) withhold all materials, Services, and Content, (3) bring legal action, and (4) revoke all license rights associated with the Content.
Termination of Agreement
If any part of this Agreement has been violated by Customer, Licensee at its sole discretion may terminate Customer's license to access and use the Content. Customer must immediately destroy any copies of Content and forfeit any fees paid to Licensee.
Limited Warranty and Limitation on Damages
Licensee warrants photo reprints to be free of damage. Physically damaged prints may be replaced if damage was caused before shipping. Prints physically damaged during shipping will be replaced at shipper's expense.
Damage caused by Customer such as bending, scratching, and finger prints is not covered and will be replaced at Customer's expense. Damage caused by Customer will be replaced "at-cost" plus 10% plus shipping and handling fees. There is no warranty on fading of photo reprints. Customer agrees to indemnify and hold Licensee harmless with respect to any claims, loss, lawsuit, liability, or judgment suffered by Customer which results from the use of any material provided by Licensee or execution of Service by Licensee or at the direction of Licensee, which has been used in violation of this Agreement.
Content is provided as-is without any warranty on suitability for any specific purpose. Customer is fully responsible for use of Content and uses Content at Customer's own risk. Licensee does not warrant that all Content Metadata will be completely accurate. Licensee does not make any representations for the rights to use any individual's name, likeness, or image in any Content or Content Metadata.
General Provisions
1 Entire Agreement
This Agreement contains the entire agreement between the parties relating to the subject matter hereof and supersedes any and all prior agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by both of the parties hereto.
2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
3 Binding Effect
This Agreement shall be binding upon and inure to the benefit of Customer and Licensee and their respective successors and assigns, provided that Licensee may not assign any of Licensee's obligations under this Agreement without Customer's prior written consent.
4 Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
5 Good Faith
Each party represents and warrants to the other that such party has acted in good faith, and agrees to continue to so act, in the negotiation, execution, delivery, performance, and any termination of this Agreement.
6 Indemnification
Customer agrees to indemnify and hold Licensee harmless from any and all claims brought by any third party relating to any aspect of the Services, creative or other content, including, but without limitation, any claims resulting from any demands, liabilities, losses, costs, and claims, including attorney's fees.
7 Limitation of Damages
Customer agrees that the only damages available under this Agreement shall be limited to the total amount of compensation paid to Licensee and that this shall be the sole remedy to Customer for damages under this Agreement.
8 Attorney's Fees
In the event that any party to this Agreement employs an attorney to enforce any of the terms of the Agreement, the prevailing party shall be entitled to recover its actual attorney's fees and costs, including expert witness fees. The parties represent and warrant that, on the date first written above, they are authorized to enter into this Agreement in its entirety, and duly bind their respective principals by their signatures below.
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Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
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