SOP · Image Sourcing & Credits · Data Collection Before You Add Any Image
Image Sourcing & Credits Intake SOP — collect safe, well-credited visuals before you publish or pitch
You want to write for serious websites, magazines, or journals and you also want your work to look professional with strong images that are legally safe and properly credited. This SOP helps you collect the right information about each image before you upload it, send it with a draft, or share it with an editor. You will list where your images come from, which license they use, what credit line they need, and what limits or risks they carry, so that you can write and earn with more confidence and fewer copyright worries.
This SOP does not give you legal advice. It simply shows you what information to collect in your notes so you and your editor can make informed decisions about licensing, credits, and risk before you publish.
Your Goal
Collect clear data for every image slot so that all visuals are safe to use, correctly credited, and easy to trace later.
Your Risk
If you guess licenses or skip credits, you can cause takedown requests, legal problems, or damaged trust with editors and brands.
Your Win
Clean documentation, faster approvals, and a reputation as a writer who cares about rights, ethics, and professional standards like big outlets do.
Step-by-step
The 12-minute image intake before you send or publish any article
In this routine you will not design your graphics or edit your photos yet. You will only decide where you need images, you will choose safe sources, and you will capture license and credit details in your notes. You use the same steps every time, so your blog posts, guest posts, or magazine pieces always have a simple image log behind them, just like a serious newsroom.
Plan image slots
Collect source & license
Draft credits & alt text
12-minute intake — minute by minute
0:00–1:30
Mark image “slots” in your article draft.
- Open your article draft and quickly scan your headings and key moments where a visual will help, for example a complex process, a product, a chart, or a person.
- Insert simple markers such as [IMAGE 1: hero], [IMAGE 2: example chart], [IMAGE 3: author photo].
- Write a one-line purpose for each slot in your notes: “Hero image shows the overall topic”, “Image 2 shows the before/after result”, “Image 3 highlights a key source or product”.
Why this matters: You do not search for random pretty pictures.
You look for visuals that serve a clear job in your story, which makes it easier to justify licenses and credits later.
1:30–3:00
Decide the safest source type for each slot.
- For every image slot, choose your first-choice source type: original photo, brand-supplied image, paid stock, free stock with clear license, Creative Commons, or editorial screenshot allowed by outlet.
- Write your choice next to each slot, for example “IMAGE 1 → paid stock hero”, “IMAGE 2 → my own chart”, “IMAGE 3 → brand press kit headshot”.
- Circle any slots that involve faces, logos, or buildings, because these often have extra model or property release considerations that you or the editor must check.
Risk warning: Random Google Images are not a safe source.
You must know the license and the original source before you think about using an image.
3:00–5:00
Search only in trusted, license-clear places.
- Open your pre-approved image sources such as your own photo folder, the client’s official media kit, trusted stock libraries, or well-known free image platforms that clearly show license terms.
- Search using keywords that match both your topic and your slot purpose. Avoid generic cliché images that do not tell anything specific to your story.
- For each candidate image, write down the exact page URL, the image ID or file name, and the license label as it appears on the site (for example “royalty-free commercial license”, “Editorial use only”, “CC BY 4.0”, “CC0 / public domain”).
Habit: Capture the license label the moment you see it.
If you wait until later you may forget where the image came from or which license it used.
5:00–7:00
Collect required credit line and attribution details.
- Look carefully near the image for any credit text or attribution instructions, for example “Photo by Name Surname”, “© Agency / Photographer”, or “Attribution: Creator, License, Source link”.
- Copy this credit text exactly into your notes and mark which image slot it belongs to, such as “IMAGE 1 credit: Photo by …”.
- If the license requires a link back to the source or to the license page, record the URL you must include in your caption or credit line.
Money angle: Editors at serious outlets notice when your credits are complete and correct.
When you make their job easier, you increase your chances of repeat paid assignments.
7:00–9:00
Run basic license-safe checks for each image.
- Check whether the license allows commercial use (many blogs and magazines that earn money from ads or affiliates are considered commercial).
- Check whether the license allows modification if you plan to crop, add text, or combine the image into collages or thumbnails.
- Write a short, plain-English line in your notes for each image: “Allowed: commercial + edits” or “Editorial only: do not use in promotional graphics or ads”.
Important: If anything about the license looks unclear, treat the image as “not safe yet” and mark it for editor review instead of assuming that it is fine.
9:00–12:00
Create an image log row and alt-text idea for each slot.
- For every image you plan to use, fill out a simple row in your image log: slot name, file name, source, license, credit line, allowed uses, where proof is stored.
- Write a first draft of your alt text in one clear sentence that describes what is in the image and why it appears in the article, for example “Photo of a person using a laptop to edit a blog post in a home office”.
- Flag any rows that involve sensitive topics, children, recognisable private locations, or strong trademarks, so that you and your editor can consider risk before publication.
Accessibility plus safety: When you write alt text early you think more carefully about whether this image really serves the reader and whether it is the right choice from a rights and ethics point of view.
Map
What you collect for each image (and why it protects you)
You will treat each image like a tiny project with its own data. When you keep these details in one place, you can quickly answer editor questions, fix credits, or prove that you followed the license requirements.
| Data point | What you write (one clear line) | Why it matters |
|---|---|---|
| Image slot & purpose | IMAGE 1 — hero · “Shows overall topic and emotional tone of article.” | You remember why this image exists and can replace it quickly if needed. |
| Source type | Original photo / client asset / paid stock / free stock / Creative Commons / screenshot / public domain. | Different source types have different risk and documentation needs. |
| Source URL or path | “https://example-stock.com/photo/12345” or “Client drive → /Brand/MediaKit/Headshots/”. | Lets you return to the exact page if an editor or lawyer asks where it came from. |
| License name or label | “Royalty-free commercial license”, “Editorial use only”, “CC BY 4.0”, “CC0 / public domain”. | Tells you what this image officially allows, before you use it in a money-making context. |
| License link or proof | URL to license page, invoice number, or note “saved screenshot of license in /proof/ folder”. | Gives you evidence that you checked and respected the license at the time you used the image. |
| Credit line | “Photo: Name Surname / Agency”, or “Illustration by Creator Name, used under CC BY 4.0”. | Ensures you give the creator the exact credit that the license requires. |
| Allowed uses (short) | “Commercial + edits OK”, “Editorial web only, no promo”, “Free for personal and commercial use, no attribution required”. | Helps you and the editor decide where this image can and cannot appear. |
| Restrictions & notes | “No resale”, “No endorsement use”, “People recognisable — editorial context only”. | Prevents you from using the image in a way that could mislead or break the license. |
| Alt text (draft) | One simple sentence: “Graph showing traffic increase after changing blog design.” | Improves accessibility and forces you to confirm that the image actually adds value to the article. |
| Proof location | “/Images/2025-Client-X/Proof/IMAGE1_license.png” or “Invoice #00054 in accounting folder”. | Makes it easy to show proof if an editor or platform needs it later. |
Minimum viable image log: If you are busy, always capture at least these five items per image — source URL, license label, license link or proof, credit line, and allowed uses.
These five lines prevent most painful image problems for working writers.
Fill this template
Template_01: Image Intake Canvas — [Editable] Fill your own article and images
Note: Replace all [green] highlighted text with your own data for each article or guest post you work on.
Copy this canvas into your notes or your project tool. Use one canvas per article or per major story. Keep your sentences short and clear so that your future self, your editor, or your client can understand your image choices at a glance.
Article title (working): [Working title of your article]
Outlet or website: [Blog / Magazine / Journal name]
Money context: [Ad-supported / affiliate / client work / portfolio only]
Total image slots planned: [Number] — hero, process steps, examples, charts, author photo, etc.
Overall visual tone: [Clean / playful / serious / data-heavy / lifestyle] — match to outlet style.
Primary source types: [Original photos / stock / illustrations / screenshots].
Brand or client assets: [Where they are stored + what is allowed].
Stock / free libraries to use: [List 2–3 libraries agreed with editor].
High-risk items to flag early: [Faces, logos, buildings, sensitive topics].
Typical license types for this article: [Royalty-free / editorial only / CC BY / CC0].
Commercial use needed? [Yes / No / Unsure — ask editor].
Modification planned? [Cropping / adding text / using in thumbnails / social repurposing].
Risk areas: [Any license that mentions “no commercial use” or “no derivatives”].
House style for image credits: [“Photo: Name / Outlet” under the image / at end of article / hover credit].
Attribution for Creative Commons: [Creator name, title, source link, license name + link].
Caption tone: [Neutral descriptive / explanatory / playful but factual].
Examples from outlet: [Paste one caption and one credit line from recent article].
People in images: [Children / adults / crowds / none] — note if model releases are mentioned in source.
Logos and trademarks: [Which brands appear clearly, if any].
Sensitive contexts: [Health / finance / politics / disaster / crime].
Outlet guidance: [Short quote from outlet’s standards page about images, if available].
Image folder path: [/Client /OutletName /ArticleTitle /Images/].
Proof folder path: [/Client /OutletName /ArticleTitle /Proof/] — license screenshots, invoices.
Naming convention: [Outlet_Article_SlotNumber_SourceType.jpg].
Backup note: [Cloud drive / external disk / client system].
Pro tip: When you fill this canvas once for each article, you can attach it to your draft or keep it in your project tool so any editor can understand your image decisions in a few seconds.
Pre-Filled · Demo Example
Pre-filled Image Intake Canvas — example for a tech feature style article
This demo shows how you might fill the canvas for a longform technology article on a big, journalism-style website. The details are generic, but the pattern is close to how professional outlets treat images behind the scenes.
Article title (working): “How Smart Cameras Quietly Changed City Life”.
Outlet or website: TechFuture (longform tech & science site, similar seriousness to big magazines).
Money context: Ad-supported site + sponsored sections; treat as commercial use.
Total image slots planned: 5 — hero city at night, close-up of camera, chart of adoption, portrait of expert, final mood image.
Overall visual tone: Clean and serious, with some cinematic city shots and one simple data visualisation.
Primary source types: Paid stock for city scenes, original chart image, client-provided photo of interview subject.
Brand or client assets: Expert portrait from official media kit; email from subject confirms media use allowed.
Stock / free libraries to use: TechFuture approved list: two commercial stock sites + one free site with clear commercial license.
High-risk items to flag early: CCTV cameras in public spaces, recognisable building shapes, people in background — note for editor review.
Typical license types for this article: Royalty-free commercial stock licenses + client-owned portrait with written permission.
Commercial use needed? Yes — article supports ad-funded site and may be reused in social promotion.
Modification planned? Crop hero for homepage thumbnail, overlay headline text on hero image, turn data into simple bar chart.
Risk areas: Any license that restricts use in “sensitive topics” such as surveillance or security; must double-check before final choice.
House style for image credits: “PHOTOGRAPH: Name Surname / Agency” in all caps small line below the image.
Attribution for Creative Commons: Not used in this piece, but house rule is “Title — Creator / Source, CC BY 4.0, link to license”.
Caption tone: Explanatory but tight. Example: “A network of smart cameras in downtown streets has quietly expanded in the past decade.”
Examples from outlet: Screenshot of one recent feature with hero caption and credit saved in Proof folder.
People in images: Crowds in streets, faces not individually featured; portrait subject is a willing expert with media bio.
Logos and trademarks: Avoid close-ups of brand logos on shop signs; prefer wide shots that focus on cameras and city rather than companies.
Sensitive contexts: Surveillance is inherently sensitive; images must not falsely suggest criminal behaviour or endorse specific products.
Outlet guidance: Standards page says images must not “unfairly stigmatise individuals or communities” and must respect privacy expectations.
Image folder path: /TechFuture/SmartCameras/Images/
Proof folder path: /TechFuture/SmartCameras/Proof/ — contains stock invoices, license screenshots, and expert’s permission email PDF.
Naming convention: TechFuture_SmartCameras_IMG1_Hero_StockSiteA.jpg etc.
Backup note: Synced to cloud workspace; client also has copies of final images and proof documents.
Internal image brief (1 line):
“Five-image package with one cinematic hero, one detail shot, one simple chart, one expert portrait, and one closing mood image, all with commercial-safe licenses and clear credits, ready for homepage and social reuse.”
Sources
Source map — where safe images usually come from
Professional outlets do not treat all images the same. They think in “source types” and know that each type has its own strengths, limits, and proof requirements. You will use the same mental map in your notes when you plan visuals for your blog posts or guest articles.
Original photos
Pictures you shoot yourself with phone or camera.
You control composition and you usually own the copyright, but still consider people, logos, and locations.
Client / brand assets
Media kits, product images, and press photos that a brand or organisation provides, often with a short email granting permission.
Paid stock libraries
Commercial stock sites where you or your client pay for a license.
Usually good for general scenes, but some uses like logos or sensitive topics may still be restricted.
Free stock platforms
Free-to-use images, often under generous licenses, but you must still read the terms carefully for commercial and sensitive-use rules.
Creative Commons
Images shared with specific license conditions such as attribution or non-commercial rules.
Good when you follow the terms exactly and keep proof.
Public domain / government
Some government and public institutions release images with very open reuse rights, especially for data, maps, and diagrams.
Signal heatmap (5 = safest + most flexible when documented well)
1 (weakest)
2
3
4
5 (strongest)
Original photos
Brand media kits
Paid stock (clear license)
Free stock (check terms)
Creative Commons
Public domain data
Editorial screenshots
Random web search
Social repost without rights
User-generated submissions
Bottom line: If your only “source” is “I found it on the internet”, then you do not have a reliable image yet.
You must know and record where it truly came from and under which license it is offered.
Quick view
Source type quick table — what to capture before you download
Before you even click the download button, you can already collect half of the image intake information by simply reading the page around the image carefully.
| Source type | What you capture in notes | Risk level if documented well |
|---|---|---|
| Original photo (you) | Where and when you shot it, who appears in it, note if anyone gave explicit consent, and any brand logos visible. | Lower, but still consider privacy, releases, and trademarks. |
| Client / brand asset | Exact file name, link to media kit page or email permission, conditions such as “for editorial use only”. | Usually lower if you have written permission and follow stated conditions. |
| Paid stock library | Image ID, license name, license URL, any special restrictions text (for example “not for logos or trademarks”). | Moderate to low risk when you store invoice and license proof with your files. |
| Free stock platform | Image page URL, platform license summary, whether attribution is required, and any sensitive-use clauses. | Moderate; you must double-check that “free” also covers your commercial or editorial use. |
| Creative Commons | License type (BY / BY-SA / BY-NC / BY-ND etc.), creator name, required credit format, link to license text. | Varies; very safe when you match all conditions exactly and you are not using a NonCommercial license for a commercial context. |
| Public domain / CC0 | Proof that it is really public domain or CC0, such as label on site or government rights statement, plus source URL. | Low; still avoid misleading or unethical use especially with people and sensitive topics. |
Simple rule: If a source type has more complex rules, you invest more time in your notes now so that you do not pay with stress or lost income later.
Licenses
Common license labels — what they usually signal for your data collection
You are not acting as a lawyer here. You are simply training yourself to recognise common license words so you can write smarter notes and ask better questions before you add images to your money-making content.
| License label (high level) | What you note in your log | Practical meaning for a working writer |
|---|---|---|
| “All rights reserved” | Note that you do not have permission unless you or your editor receive a specific license or written consent. | Do not use images with this label just because they look good online. They normally require explicit permission or payment. |
| “Royalty-free commercial license” | Record platform name, image ID, purchase date, and any restrictions such as print run or sensitive-use limits. | You usually can use the image in multiple projects without paying every time, as long as you stay inside the rules. |
| “Editorial use only” | Write “editorial only” in big letters in your notes and describe the context you plan (news / analysis / commentary). | Good for news-style stories and commentary. Not for ads, product pages, or promotional materials. |
| “Creative Commons Attribution (CC BY)” | Note creator name, title, source, and license link. Plan your credit line so it includes all required elements. | You can usually use and adapt the image, including commercially, as long as you give full credit as the license describes. |
| “CC BY-NC” (NonCommercial) | Write “NonCommercial — check with editor” in your notes and mark this image as high risk for ad-funded or affiliate content. | Often not suitable if your content earns money directly or indirectly. Only consider with publisher permission. |
| “CC0 / Public Domain” | Record where the public domain claim comes from and keep a screenshot in your proof folder. | Very flexible, but still use ethical judgment when people or sensitive topics are involved. |
Reminder: Licenses can be more complex than this quick table.
Your job in this SOP is to collect the exact words and links, not to rewrite the full legal meaning from memory.
Tracker
Image log template — one table to control all visuals for an article
Your image log is a simple table that keeps every important detail in one place. You can maintain it in a spreadsheet, a document, or a project tool, but the columns stay almost the same for every article or guest post you write.
| # / Slot | File name | Source & URL | License & proof | Credit line | Allowed uses | Alt text (draft) | Risk notes |
|---|---|---|---|---|---|---|---|
| [IMAGE 1 — hero] | [Outlet_Article_IMG1_Hero.jpg] | [StockSiteA — https://…] | [Royalty-free commercial · invoice #0012 · proof in /Proof/] | [Photo: Name Surname / StockSiteA] | [Commercial + edits; no resale, no logo use] | [City street at night with smart cameras on lamp posts] | [Crowd present; cleared as editorial + general tech context] |
| [IMAGE 2 — process chart] | [Outlet_Article_IMG2_Chart.png] | [Original graphic made in Canva / Figma] | [You own rights; based on public stats from Dataset X] | [Graphic: Your Name] | [Commercial + edits; keep data source credited in caption] | [Bar chart showing blog traffic rise after redesign] | [Double-check numbers and labels with source before export] |
| [IMAGE 3 — expert portrait] | [Outlet_Article_IMG3_Expert.jpg] | [Client media kit folder / link to cloud drive] | [Permission email dated 2025-05-01 · “for editorial use with interview only”] | [Photo: Expert Name, courtesy of Company Name] | [Editorial only; use inside interview articles, not ads] | [Headshot of Expert Name smiling, blurred office behind] | [Do not crop in a way that misleads or changes context] |
Reusable habit: Create one master image-log template in your favourite tool and duplicate it for every new article.
Over time you will build a clean history of your image decisions that supports your rates and your professional reputation.
Accessibility
Alt text & accessibility — describe images in a clear, useful way
Alt text (alternative text) helps people who use screen readers to understand your visuals, and it also acts as a safety check because you must think about what the image actually shows and why it sits in your story. In this SOP you will not try to “stuff keywords”. You will write simple, honest descriptions that support readers first.
| Element | What you do | Simple example |
|---|---|---|
| Describe main subject | State what the image shows in one short sentence, focusing on the key object or scene. | “Laptop on a desk with analytics charts on the screen.” |
| Connect to article | Mention how the image relates to the topic or a nearby paragraph if that is not obvious. | “Screenshot of a content calendar in a project tool that organises blog posts.” |
| Avoid “image of…” | Skip generic phrases and use your words directly for what the reader needs to know. | Instead of “image of a travel adapter”, write “Small white multipurpose travel adapter with USB-C ports.” |
| Keep tone neutral | Do not push opinions in alt text; keep it factual and respectful. | “Person speaking on stage during a marketing conference” rather than “amazing keynote speaker”. |
| Skip decorative images | If the image is purely decorative and adds no meaning, agree with your editor whether alt can be empty. | “Decorative line art background” → may be ignored or set as empty alt on some sites. |
Professional advantage: Editors at serious outlets increasingly expect writers to care about accessibility.
When you provide thoughtful alt text alongside license and credit data, you position yourself as a long-term partner, not just a one-off writer.
Context
Editorial vs commercial use — decide which bucket your image lives in
Many licenses talk about “editorial” and “commercial” use, and beginners often feel confused about these words. This section does not replace legal advice, but it helps you collect the right information and label your images correctly in your notes so editors can make final calls with less friction.
| Scenario | Likely bucket | What you should note |
|---|---|---|
| News, analysis, or commentary about a company, product, or person. | Editorial | Write “editorial context” and describe article angle, for example “explainer about how smart cameras affect privacy”. |
| Product page, sales landing page, direct promotion, or ad creative. | Commercial | Write “commercial use”, name product or offer, and remind yourself to use licenses that clearly allow commercial usage. |
| Blog post with affiliate links or sponsorship that still reads like independent advice. | Often treated as commercial | Note “ad / affiliate supported content — check if NonCommercial licenses are allowed (usually not)”. |
| Magazine or journal article without obvious direct sales CTA on the same page. | Editorial, but brand and ad context still matter | Write “editorial piece on ad-supported outlet” so editor can decide if some images need commercial-friendly licenses. |
| Social media posts repurposing article hero images for promotion. | Often commercial or mixed | Note whether your image licenses explicitly allow social promotion and re-use in different formats. |
Careful step: When in doubt, label the context as potentially commercial in your notes and highlight the image row.
It is safer to treat content as commercial and seek a clearer license than to assume editorial and face questions later.
Screenshots
Screenshots & interface images — what to capture before you hit “print screen”
Screenshots of apps, websites, and dashboards feel simple to create, but they can involve terms of use, trademarks, or privacy issues. Your job as a writer is to record where each screenshot comes from, what it shows, and how your outlet handles such images.
| Check | What to write in your notes | Why it matters |
|---|---|---|
| Terms of use | Record whether the platform allows screenshots for editorial purposes. Note the URL to their policy page. | Some tools restrict how their interface can appear in content, especially in ads or misleading comparisons. |
| Personal data | Describe what personal data appears, such as names, email addresses, or account IDs, and whether you will blur or remove them. | You must protect privacy, even if the software does not hide these details by default. |
| Logo and branding | Note which logos and brand elements are visible and whether context is neutral, positive, or critical. | Editors may adjust or remove logos to avoid confusion about endorsements. |
| Editorial context | Write a one-line explanation, for example “Screenshot of analytics dashboard to show traffic spike after Instagram campaign”. | Shows that the image is used in a factual, explanatory way, not as an advertisement. |
| Manipulation | Note if you made any edits beyond simple cropping or blurring and whether the edits change meaning. | Honesty about edits protects you when readers or sources question accuracy. |
Best practice: Keep original, unedited screenshots safely stored in your Proof folder so you can prove what the interface looked like at the time you captured it.
AI Images
AI-generated images — data you must collect before using them
Many tools can now create images from text prompts. Some outlets allow these images, some restrict them, and some ban them completely. For this SOP, you will treat AI images like any other source type and collect enough data so editors can decide whether and how to use them.
| Data point | What you record | Why it helps |
|---|---|---|
| Tool or platform | Name of the AI tool, version if visible, and link to its terms or usage policy page. | Editors may have specific rules for certain tools and need to know what system generated the image. |
| Prompt summary | A short, plain-language description of your prompt such as “City skyline at night with stylised cameras on poles”. | Shows you did not request harmful or misleading scenes and helps recreate or adjust image later. |
| License and rights statement | Any text from the platform that explains who can use generated images and in which contexts. | Some tools allow commercial use; others add restrictions or require attribution. |
| Human review | Note that you checked for biased, offensive, or inaccurate details and whether you rejected earlier attempts. | Editors like to know that you treat AI as a draft helper, not an unquestioned final source. |
| Outlet policy | Quote or paraphrase any relevant line from your outlet’s guidelines about AI-generated art. | Prevents friction later if the publication has strong rules or labelling requirements. |
Important: Do not assume that AI images automatically solve licensing issues.
Many outlets still prefer human-made or stock images for sensitive topics, so keep AI visuals in a clearly labelled bucket in your notes.
Money
Money & risk — how good image habits protect your earnings
Image mistakes rarely feel urgent at the drafting stage, but they can cost you money later through rewrites, takedowns, or damaged relationships. This table connects your data-collection habits to specific money and reputation outcomes.
| Habit | What it prevents | How it helps you earn more |
|---|---|---|
| Keeping a full image log | Confusion about where an image came from or whether it is safe to reuse. | Editors trust your research; they are more likely to approve repeat assignments and larger features. |
| Storing license proof | Long back-and-forth messages when someone questions rights months later. | You resolve questions quickly, avoid takedowns, and look like a safe, reliable collaborator. |
| Writing proper credits | Upset photographers or illustrators who feel ignored or miscredited. | Creators are more willing to work with you and your editors again, which expands your story options. |
| Flagging high-risk slots | Legal or PR issues around faces, logos, or sensitive topics. | You protect the brand you write for, which supports higher fees and long-term contracts. |
| Checking editorial vs commercial contexts | Using NonCommercial or editorial-only images in paid or promotional content. | You avoid awkward “fix it now” emergencies that eat unpaid time and delay your next invoice. |
Income loop: Clean image intake → fewer issues → faster approvals → fewer unpaid fixes → more energy for high-value pitches and drafts → more earnings over a year.
Checklist
Master image safety checklist — one page you can print or pin
Before you send a draft to an editor or press publish on your own site, you can quickly run through this checklist. You do not need to memorise every rule. You simply tick through each line and confirm your notes are complete.
| Area | Action | Done |
|---|---|---|
| Image slots | Each important section of the article has a clearly defined image slot and purpose. | □ |
| Source type | You have recorded the source type (original / client / stock / CC / etc.) for each image. | □ |
| License label | You captured the exact license label and a link or proof screenshot for every non-original image. | □ |
| Credit line | Every image that requires credit has a complete credit line in your log, matching outlet style. | □ |
| Editorial vs commercial | Each image is tagged in your notes with its intended context and any restrictions. | □ |
| Sensitive content | Images involving people, brands, or sensitive topics are flagged and, if needed, discussed with editor. | □ |
| Alt text | Every meaningful image has clear, simple alt text that describes what readers need to know. | □ |
| Storage & naming | All files are saved in the correct folder with consistent names that match your log. | □ |
| Final quick scan | You scrolled through the draft once, checked each image against your log, and fixed any mismatches. | □ |
How to use this: Print the checklist once and keep it next to your desk, or save it as a pinned note in your project tool.
Check it off for each big article until the steps feel automatic.
Practice
Practice sprint — build one complete image log in fifteen minutes
You become confident with image sourcing and credits by doing short, focused sprints, not by reading rules forever. This practice sprint turns the SOP into a simple exercise you can repeat with any article idea.
Minutes 0–4 · Choose a draft
Pick one existing blog draft or outline. Mark 3–5 image slots and write one purpose line next to each slot.
Minutes 4–8 · Find candidates
For each slot, open your approved image sources and identify one safe candidate. Do not download yet — just copy URLs, license labels, and credit instructions into a fresh log table.
Minutes 8–12 · Complete the log
Add allowed uses, restrictions, and alt text drafts to your log. Flag any slot that involves human faces or logos, so you can check them with an editor later.
Minutes 12–15 · Quick review
Run the master checklist once. Fix any missing license links or vague credit lines. Save your log with the article name and date.
Result of one sprint: In fifteen minutes you move from “I guess these images are fine” to “I have a documented, editor-friendly image package that supports my paid writing”.
Appendix
Glossary — common image and license terms in plain language
When you understand these words in simple language, you read image guidelines faster and collect better data for each picture you use.
| Term | Plain meaning |
|---|---|
| Attribution | Giving credit to the creator of an image by naming them and often linking to their work and the license. |
| Royalty-free | You usually pay once for the right to use an image many times, within the limits of the license. |
| Editorial use only | You can use the image in news, commentary, or educational contexts, but not in ads or sales materials. |
| Commercial use | Any use that directly or indirectly supports earning money, such as ads, sales pages, and many brand blogs. |
| Creative Commons | A group of licenses that let creators share their work under clear conditions like attribution or non-commercial use. |
| CC BY | A Creative Commons license that allows reuse and change, including commercial use, as long as you give proper credit. |
| CC BY-NC | A Creative Commons license that allows reuse but not for commercial purposes. Often not suitable for paid content. |
| Public domain / CC0 | Works that are not protected by copyright or have been released without restrictions, though you still use them responsibly. |
| Model release | A document where a person in a photo gives permission for their image to be used in certain ways. |
| Property release | Permission to show a private location or recognisable property, often needed for certain commercial uses. |
Wrap
Your Image Sourcing & Credits intake system is ready
You now have a complete, beginner-friendly system for handling images the way professional outlets expect. You know how to plan image slots, choose safe sources, capture license and credit information, log alt text, and highlight any risk areas so editors are not surprised later.
When you treat images with this level of care, you are not just “decorating” your blog posts or guest articles. You are protecting your readers, respecting creators, supporting your editors, and building a long-term writing career that can grow across blogs, magazines, and serious online publications.
The next time you prepare a draft for a website that pays for quality writing, open your image intake canvas and your image log before you choose a single photo. Let your data guide your visuals, and you will be the writer whose work looks great, reads clearly, and stays safe on the internet for years.
Social media embeds — recording where posts come from and how they appear
Instead of downloading images from social platforms and re-uploading them, many outlets prefer to embed posts directly. Your image intake should therefore track social embeds in a slightly different way than traditional images.