Playbooks & worked examples
Concrete scenarios you can compare real emails against. Names and URLs are fictional; the decisions match our public Media Policy and internal SOPs.
How to use this page: Find the closest scenario. If none fit, treat it as Tier B or pause for counsel—do not “average” two playbooks.
Playbook A — Clean Tier A (single letter, hobby podcast)
Incoming request includes: Channel URL for “Quiet Harbor Audio” (small podcast, no Patreon linked in show notes), one letter URL on dearnobody.org, short description (“read-aloud with reflection, ~8 min”), rough outline pasted in email, intended publish month.
What you verify: Only one letter. Episode is not in a paid feed. No sponsor segment named for this episode. You open YouTube / host page: monetization off for that episode (or platform equivalent). Channel is not obviously “creator economy” with rolling brand reads tied to episodes.
Actions: Run Tier A checklist (all Yes, including trigger/content warning row). Send approval email from media@. When they reply with the exact acceptance line + name, file in Drive per naming rules. Sheet status → Approved (optional).
Example snippet you might send
“Thanks for the outline and link. This fits our Standard collaboration track. I’m sending a short approval email from this address—please reply with the exact acceptance line at the bottom so we can file it.”
Playbook B — Sponsor read in the same episode → Tier B
Incoming request: Single letter, but creator notes “I’ll include my usual mid-roll sponsor” for the episode featuring the read-aloud.
Why Tier B: Sponsorship tied to the content violates the Tier A “non-commercial” test on the Media Policy (account/channel commercial tie-in to that content).
Actions: Reply from media@ that you’ll route to commercial partnership, ask for full script, and set expectation for deeper review / possible agreement. Log in decision log if you decline or attach unusual conditions.
Playbook C — “Channel has Patreon, but this episode is free”
Situation: Creator has Patreon for the show. They promise the Dear Nobody episode will be public and non-monetized.
Caution: Patreon or paid memberships tied to the show often mean the distributing account/channel is not non-commercial in the sense we use for Tier A—even if one episode is unmonetized. This is a classic gray area.
Actions: Do not auto-approve Tier A. Escalate to whoever owns policy interpretation. If you must respond quickly: “We need to route this under our commercial partnership criteria because of paid membership tied to the channel—thanks for bearing with us.”
Playbook D — Compilation or “series of letters”
Incoming request: Wants to read three letters in one long-form video.
Why Tier B: More than one letter in the same project → commercial track per public policy.
Actions: Explain plainly (no shame): multi-letter projects need the commercial path, script review, and possibly a written agreement. Offer to start with one letter if they want Standard collaboration instead.
Playbook E — Letter removed; YouTube video still live
Trigger: Moderation or author request removed public letter abc123. You recall an approval existed.
Actions: Follow Deletion SOP: search Drive folder + mail for abc123. If match, email licensee from media@ reminding them of the 14 calendar day cooperation window after written notice. Update Drive sticky note / Sheet with date notice sent.
Common mistake
Slacking the creator from a personal account is friendly but weakens the paper trail. The SOP exists so “written notice from media@” is unambiguous.
Playbook F — Unauthorized copy on a platform
Trigger: Random re-upload or clip farm; no approval on file.
Actions: Screenshot/archive the infringing URL. Use the platform’s DMCA / copyright form with text based on DMCA template. Do not rely on “please take it down” DMs alone for serious infringement. If platform accepts a counter-notice, stop and get counsel.
Playbook G — They agreed, but not in the exact words
Incoming reply: “Sounds good, excited to publish!” — no exact line, no full name.
Actions: Reply: ask for one line verbatim (“I agree to these terms”) and their full name. Most creators comply in one pass. If they refuse odd wording, escalate—do not stash a vague “sounds good” as if it were the template acceptance.
Playbook H — “We’re researchers quoting letters”
Incoming: Academic wants to quote anonymized letters in a paper.
Actions: Academic / research path is not the creator media track. Point them to Terms research consent (e.g. § 6.3) and Media Policy → Research; use support@ or the process described in Terms as appropriate. Do not send Tier A film/podcast approval.