Before using a supplier’s stamp photographs in your own store, request a written response covering the exact files and your intended use. Being able to download an image does not establish permission to publish it. This procurement checklist helps organize the questions; it does not grant a license or resolve a legal rights question.
Identify the image separately from the product
A product reference and an image file are different records. Link the catalog item, then identify each requested photograph by its file name, URL or numbered thumbnail. For example, an inquiry about the Earth Day 100-piece catalog entry should specify which photograph is requested. A reply about that product does not automatically cover every image elsewhere on the site.
Ask whether the photograph shows the exact offered goods or a representative arrangement. Permission to reproduce a photograph does not make it accurate for a different lot. Keep current condition, packaging and quantity claims separate from the image-rights record.
Use a permission-request register
| Field | Buyer should specify | Supplier response needed |
|---|---|---|
| Files | Exact URLs, names or numbered thumbnails | Which files the response covers |
| Authority | Request confirmation of who may authorize reuse | Who provides permission and any limitations |
| Channels | Own website, named marketplace or printed catalog | Permitted channels, if any |
| Changes | Proposed cropping, background removal, overlays or translation | Which edits are permitted or require another review |
| Attribution | Where a credit can appear | Required credit wording and placement, if applicable |
| Duration and scope | Planned campaign and markets | Any time, market or other limits |
Mark each empty response as unresolved. A file delivered by email may solve the availability question while leaving channel, editing or authority questions unanswered. Ask for clarification instead of converting silence into permission.
A concise request buyers can adapt
“We are reviewing [product link] for our [named sales channel]. May we use the attached numbered images to describe the goods you quote? Please identify the files covered, confirm who can authorize their use, and state any channel, territory, duration, editing or attribution restrictions. We propose [specific changes]. Please also tell us whether the images show the offered goods or are representative.”
Use plain, narrow descriptions. “All marketing forever” is harder to evaluate than a defined website listing and a specified campaign. If the intended channel changes later, check whether the existing response covers it.
Do not confuse evidence photos with marketing photos
A buyer may request close-up photographs to inspect edges, reverse surfaces, package contents or visible condition. Those files may be intended only for quotation review. Ask separately before publishing them. The same applies to screenshots taken during a video discussion or pictures that include a supplier’s documents.
For entries such as the Flag roll catalog, confirm whether a photograph represents the quoted selling unit. Do not use a multi-package image to imply a package count that has not been agreed.
Review the final listing against both records
Before publication, compare the selected image with two records: the permission response and the current product specification. Check that your crop or overlay stays within the response and that the caption does not introduce unsupported claims. Image approval does not establish authenticity, postal validity, official authorization, availability or delivery timing.
Keep the original file, the permitted derivative, the permission reference and the date the listing was checked. Where an issue remains unresolved, hold that image out of the listing until the relevant party clarifies it. Seek qualified advice for rights questions that the supplier response cannot settle.
Request files and clarification together
Contact A Stamp Seller with the exact catalog links, numbered images and proposed channels. Ask for a separate answer on file availability, reuse permission and whether the images accurately represent the offered goods. This creates a usable decision record without assuming that any particular permission is available.