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chasinggumdrops · 18 days ago

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by popular request: how to write an email

a disclaimer that this is the specific kind of email you send when people are absolutely smiting you and you know a phone call or an in person meeting is not possible/will not help. like youre 12 emails deep in an email chain and going in circles. youve been re routed to 13 offices 4 separate times. those kind of emails.

credentials: ive taken something like 13 semesters of college (dont ask) and every single semester have had to fight at least 3 offices for varying reasons in order to take classes. (including one time where i was shorted 5k in financial aid. i ended up getting 200 more dollars than i needed in the end) also my dad taught me everything he knows about emails (hes a tradesman turned corporate man and most of his job consists of telling people (nicely) that what theyre doing sucks and makes absolutely no sense)

Step 1: figure out who the email needs to go go

there is nothing wrong with emailing 11 million people if it gets the job done. if someone isnt helping you and you Know that they Should Be feel free to start to copy their boss on the email. copy your boss on an email. (or advisor or whoever). even if you think the person might only be like Vaguely helpful, sometimes people know people.

also theres nothing wrong with emailing the same email to several departments. sometimes you have to make a lot of noise to get something done (again. as like a last resort. dont email 11 million people right out of the gate)

Step 2: remember to be Polite

a very tempting step to ignore especially when you are 13 thousand emails deep in problems. but! if you are not nice to them! they will probably continue to smite you in the future! you want to make friends! not foes! so no matter how much people are smiting you, try to resist the urge to be an utter dipshit because it will not get the job done. vent to a friend or a coworker and send your polite and nice email

Step 3: articulate the problem Clearly.

a very important step. especially if you are adding more people to your email chain. dont assume they know your exact problem. they probably are dealing with other problems. articulate Clearly what is happening, no matter how long the email may be. its far better to get a long and detailed email rather than a non helpful short one. that will only prolong the process of how long it takes the problem to get solved.

Step 4: cite your reciepts.

wildly important. send your screenshots your attachments your whatever the fucking fuck youve got. its always good to have a paper trail. this is also where you would state any previously attempts to have the problem Sorted (ie i reached out to x person on x y and z days about x problem and it is still not resolved). you would not believe how many people dont scroll down in an email, especially a forwarded/replied one. so summarize whats Down There in your most recent email

Step 5: use the appropriate lingo

you dont have to be Overly Formal but there are a few good Buzz Sentences that usually get the job done. for example:

As Per My Last Email: a great line. emphasizes that youve already mentioned this. and this is not the first time youre mentioning this point. also emphasizes that the Thing has yet to be solved

See Attached/See Below: under utilized. again. people do not open attachments and they do not scroll down. almost had a friend once fail a class because a professor gas lit them in an email chain saying they didnt receive the final paper when the paper itself was attached earlier in the email chain. be Painfully Literal. it pays off.

Help Me To Understand: this is one of my dad's favorite lines. it really shows that you have no fucking idea what the person youre emailing is getting at and youre offering them the opportunity to spell out their nonsense for you. so that you can then be like. well. clearly This is where the miscommunication lies. its a great line. has saved my ass many times. because it is not accusing it is just offering someone to understand. it does not attack. it just is.

Step 6: give a polite sign off.

something along the lines of "thank you in advance for any help" or "i look forward to hearing from you" does the job. something that sends the message you are not pissed to shit at them even if you are.

Step 7: follow up and follow up often.

polite email response time is 48 business hours/2 business days. if it has been longer than that you have every right to email back and say hi x person just following up on this email, have you had the chance to review it yet? again. keep it polite. you actually want them to help you. and if they still dont respond well then maybe its time to loop in a boss or a supervisor or whoever the hell else. dont be afraid to go above them if you need to. nothing wrong with getting shit done when it needs to get done.

and really, if all that fails, as my dad says, a little office bribe in the form of cookies has never hurt anyone :)

so an email. should be formatted something like this:

Greetings/Good Morning (Afternoon) (Person)

I hope this email finds you well (or something similar for a greeting). I am reaching out regarding X incident/problem/whatever the fuck it is. I have previously reached out to X person on X dates and (summary of whatever they did or didnt do). See below/attached emails/pdf/screenshot/document (if applicable)

(explanation of the problem in as simple and detailed terms as possible. have someone re read it to make sure that it cannot be misconstrued)

(explanation of what you are looking for as a solution)

Please help me to understand why this (solution) has not been able to be reached. (explain you are on x timeline if the situation is urgent)

Kind regards/Thank you for any help in advance/I look forward to hearing from you etc,

email signature

go forth and conquer your emails. remember, sometimes you have to be a squeaky wheel. and in my million cases of email sending, it has ALWAYS paid off and i have gotten the problems solved. dont be afraid of the emails they can help you.

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chasinggumdrops · 1 month ago

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SO HERE IS THE WHOLE STORY (SO FAR).

I am on my knees begging you to reblog this post and to stop reblogging the original ones I sent out yesterday. This is the complete account with all the most recent info; the other one is just sending people down senselessly panicked avenues that no longer lead anywhere.

IN SHORT

Cliff Weitzman, CEO of Speechify and (aspiring?) voice actor, used AI to scrape thousands of popular, finished works off AO3 to list them on his own for-profit website and in his attached app. He did this without getting any kind of permission from the authors of said work or informing AO3. Obviously.

When fandom at large was made aware of his theft and started pushing back, Weitzman issued a non-apology on the original social media posts—using

his dyslexia;

his intent to implement a tip-system for the plagiarized authors; and

a sudden willingness to take down the work of every author who saw my original social media posts and emailed him individually with a ‘valid’ claim,

as reasons we should allow him to continue monetizing fanwork for his own financial gain.

When we less-than-kindly refused, he took down his ‘apologies’ as well as his website (allegedly—it’s possible that our complaints to his web host, the deluge of emails he received or the unanticipated traffic brought it down, since there wasn’t any sort of official statement made about it), and when it came back up several hours later, all of the work formerly listed in the fan fiction category was no longer there.

THE TAKEAWAYS

1. Cliff Weitzman (aka Ofek Weitzman) is a scumbag with no qualms about taking fanwork without permission, feeding it to AI and monetizing it for his own financial gain;

2. Fandom can really get things done when it wants to, and

3. Our fanworks appear to be hidden, but they’re NOT DELETED from Weitzman’s servers, and independently published, original works are still listed without the authors' permission. We need to hold this man responsible for his theft, keep an eye on both his current and future endeavors, and take action immediately when he crosses the line again.

THE TIMELINE, THE DETAILS, THE SCREENSHOTS (behind the cut)

Sunday night, December 22nd 2024, I noticed an influx in visitors to my fic You & Me & Holiday Wine. When I searched the title online, hoping to find out where they came from, a new listing popped up (third one down, no less):

This listing is still up today, by the way, though now when you follow the link to word-stream, it just brings you to the main site. (Also, to be clear, this was not the cause for the influx of traffic to my fic; word-stream did not link back to the original work anywhere.)

I followed the link to word-stream, where to my horror Y&M&HW was listed in its entirety—though, beyond the first half of the first chapter, behind a paywall—along with a link promising to take me—through an app downloadable on the Apple Store—to an AI-narrated audiobook version. When I searched word-stream itself for my ao3 handle I found both of my multi-chapter fics were listed this way:

Because the tags on my fics (which included genres* and characters, but never the original IPs**) weren’t working, I put ‘Kara Danvers’ into the search bar and discovered that many more supercorp fics (Supergirl TV fandom, Kara Danvers/Lena Luthor pairing) were listed.

I went looking online for any mention of word-stream and AI plagiarism (the covers—as well as the ridiculously inflated number of reviews and ratings—made it immediately obvious that AI fuckery was involved), but found almost nothing: only one single Reddit post had been made, and it received (at that time) only a handful of upvotes and no advice.

I decided to make a tumblr post to bring the supercorp fandom up to speed about the theft. I draw as well as write for fandom and I’ve only ever had to deal with art theft—which has a clear set of steps to take depending on where said art was reposted—and I was at a loss regarding where to start in this situation.

After my post went up I remembered Project Copy Knight, which is worth commending for the work they’ve done to get fic stolen from AO3 taken down from monetized AI 'audiobook’ YouTube accounts. I reached out to @echoekhi, asking if they’d heard of this site and whether they could advise me on how to get our works taken down.

While waiting for a reply I looked into Copy Knight’s methods and decided to contact OTW’s legal department:

And then I went to bed.

By morning, tumblr friends @makicarn and @fazedlight as well as a very helpful tumblr anon had seen my post and done some very productive sleuthing:

@echoekhi had also gotten back to me, advising me, as expected, to contact the OTW. So I decided to sit tight until I got a response from them.

That response came only an hour or so later:

Which was 100% understandable, but still disappointing—I doubted a handful of individual takedown requests would accomplish much, and I wasn’t eager to share my given name and personal information with Cliff Weitzman himself, which is unavoidable if you want to file a DMCA.

I decided to take it to Reddit, hoping it would gain traction in the wider fanfic community, considering so many fandoms were affected. My Reddit posts (with the updates at the bottom as they were emerging) can be found here and here.

A helpful Reddit user posted a guide on how users could go about filing a DMCA against word-stream here (to wobbly-at-best results)

A different helpful Reddit user signed up to access insight into word-streams pricing. Comment is here.

Smells unbelievably scammy, right? In addition to those audacious prices—though in all fairness any amount of money would be audacious considering every work listed is accessible elsewhere for free—my dyscalculia is screaming silently at the sight of that completely unnecessary amount of intentionally obscured numbers.

Speaking of which! As soon as the post on r/AO3—and, as a result, my original tumblr post—began taking off properly, sometime around 1 pm, jumpscare! A notification that a tumblr account named @cliffweitzman had commented on my post, and I got a bit mad about the gist of his message :

Fortunately he caught plenty of flack in the comments from other users (truly you should check out the comment section, it is extremely gratifying and people are making tremendously good points), in response to which, of course, he first tried to both reiterate and renegotiate his point in a second, longer comment (which I didn’t screenshot in time so I’m sorry for the crappy notification email formatting):

which he then proceeded to also post to Reddit (this is another Reddit user’s screenshot, I didn’t see it at all, the notifications were moving too fast for me to follow by then)

... where he got a roughly equal amount of righteously furious replies. (Check downthread, they're still there, all the way at the bottom.)

After which Cliff went ahead & deleted his messages altogether.

It’s not entirely clear whether his account was suspended by Reddit soon after or whether he deleted it himself, but considering his tumblr account is still intact, I assume it’s the former. He made a handful of sock puppet accounts to play around with for a while, both on Reddit and Tumblr, only one of which I have a screenshot of, but since they all say roughly the same thing, you’re not missing much:

And then word-stream started throwing a DNS error.

That lasted for a good number of hours, which was unfortunately right around the time that a lot of authors first heard about the situation and started asking me individually how to find out whether their work was stolen too. I do not have that information and I am unclear on the perimeters Weitzman set for his AI scraper, so this is all conjecture: it LOOKS like the fics that were lifted had three things in common:

They were completed works;

They had over several thousand kudos on AO3; and

They were written by authors who had actively posted or updated work over the past year.

If anyone knows more about these perimeters or has info that counters my observation, please let me know!

I finally thought to check/alert evil Twitter during this time, and found out that the news was doing the rounds there already. I made a quick thread summarizing everything that had happened just in case. You can find it here.

I went to Bluesky too, where fandom was doing all the heavy lifting for me already, so I just reskeeted, as you do, and carried on.

Sometime in the very early evening, word-stream went back up—but the fan fiction category was nowhere to be seen. Tentative joy and celebration!***

That’s when several users—the ones who had signed up for accounts to gain intel and had accessed their own fics that way—reported that their work could still be accessed through their history. Relevant Reddit post here.

Sooo—

We’re obviously not done. The fanwork that was stolen by Weitzman may be inaccessible through his website right now, but they aren’t actually gone. And the fact that Weitzman wasn’t willing to get rid of them altogether means he still has plans for them.

This was my final edit on my Reddit post before turning off notifications, and it's pretty much where my head will be at for at least the foreseeable future:

Please feel free to add info in the comments, make your own posts, take whatever action you want to take to protect your work. I only beg you—seriously, I’m on my knees here—to not give up like I saw a handful of people express the urge to do. Keep sharing your creative work and remain vigilant and stay active to make sure we can continue to do so freely. Visit your favorite fics, and the ones you’ve kept in your ‘marked for later’ lists but never made time to read, and leave kudos, leave comments, support your fandom creatives, celebrate podficcers and support AO3. We created this place and it’s our responsibility to keep it alive and thriving for as long as we possibly can.

Also FUCK generative AI. It has NO place in fandom spaces.

THE 'SMALL' PRINT (some of it in all caps):

*Weitzman knew what he was doing and can NOT claim ignorance. One, it’s pretty basic kindergarten stuff that you don’t steal some other kid’s art project and present it as your own only to act surprised when they protest and then tell the victim that they should have told you sooner that they didn’t want their project stolen. And two, he was very careful never to list the IPs these fanworks were based on, so it’s clear he was at least familiar enough with the legalities to not get himself in hot water with corporate lawyers. Fucking over fans, though, he figured he could get away with that.

**A note about the AI that Weitzman used to steal our work: it’s even greasier than it looks at first glance. It’s not just the method he used to lift works off AO3 and then regurgitate onto his own website and app. Looking beyond the untold horrors of his AI-generated cover ‘art’, in many cases these covers attempt to depict something from the fics in question that can’t be gleaned from their summaries alone. In addition, my fics (and I assume the others, as well) were listed with generated genres; tags that did not appear anywhere in or on my fic on AO3 and were sometimes scarily accurate and sometimes way off the mark. I remember You & Me & Holiday Wine had ‘found family’ (100% correct, but not tagged by me as such) and I believe The Shape of Soup was listed as, among others, ‘enemies to friends to lovers’ and ‘love triangle’ (both wildly inaccurate). Even worse, not all the fic listed (as authors on Reddit pointed out) came with their original summaries at all. Often the entire summary was AI-generated. All of these things make it very clear that it was an all-encompassing scrape—not only were our fics stolen, they were also fed word-for-word into the AI Weitzman used and then analyzed to suit Weitzman’s needs. This means our work was literally fed to this AI to basically do with whatever its other users want, including (one assumes) text generation.

***Fan fiction appears to have been made (largely) inaccessible on word-stream at this time, but I’m hearing from several authors that their original, independently published work, which is listed at places like Kindle Unlimited, DOES still appear in word-stream’s search engine. This obviously hurts writers, especially independent ones, who depend on these works for income and, as a rule, don’t have a huge budget or a legal team with oceans of time to fight these battles for them. If you consider yourself an author in the broader sense, beyond merely existing online as a fandom author, beyond concerns that your own work is immediately at risk, DO NOT STOP MAKING NOISE ABOUT THIS.

Again, please, please PLEASE reblog this post instead of the one I sent originally. All the information is here, and it's driving me nuts to see the old ones are still passed around, sending people on wild goose chases.

Thank you all so much.

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