Copy of material for which permission to reprint is being requested attached. Insert details as indicated above. I am also requesting that you grant an irrevocable.
A “nonexclusive” permission may be granted by telephone or handshake, but an “exclusive” permission or a transfer of the copyright must be in writing and signed by the copyright owner. In all cases, a clearly written document with a signature is useful to confirm exactly what is permitted.
Some copyright owners furnish their own permission form that may be downloaded from a website. If the copyright owner does not provide a permission agreement form, you may use one of the forms listed at the end of this section under Resources, and follow these important pointers when drafting your own permission letter.
A most effective letter will include detailed information concerning your request for permission to use the work. Be sure to include the following pertinent information:
Who: Introduce yourself. Tell who you are and perhaps include a brief summary of your credentials. For example: “I am a professor of history at Columbia University and am the author of several books on American history.”
What: Be as specific as possible when you cite and describe the work you wish to use. If you plan to use the entire work, say so. If you need only part, give the details. For example: “I would like permission to reproduce pages 113 through 142 of [full citation to book].” You may need to be more detailed or include copies of the material, especially if you are using photographic images or sound or film clips.
How: Tell how you plan to use the work. Specify whether your use is commercial or nonprofit, for classroom learning or distance education, for research and publication, etc. Remember, the permission you obtain is limited by its own terms. For example, if you secure permission to include a video clip in a multimedia project for your own classroom teaching, the permission may not include sharing the project with colleagues, posting it to your website, or selling copies at a conference. If you want those rights, be sure to include them in the permission request.
When: State how long you plan to use the work, whether one semester or indefinitely. Some owners may be wary of granting permission for extended periods of time or for dates far in the future, but if that is what you need, go ahead and ask.
Where and How: Include information about how and where the work will be used. Such uses may involve classroom copies, reserves, coursepacks, password protected online displays, etc. Include the exact or estimated number of copies that you wish to make or the number of uses intended.
Why: Tell why you are contacting that person or entity for permission. For example: “I am writing to you, because I believe your company acquired the company that originally published the book.” Another example: “I believe that you are the grandson of the original writer, and therefore may have inherited the copyright to the letters and diaries.” If you are using materials from a library or archives, do not assume that the institution holds the copyrights. You need to investigate and ask.
Sometimes you need to be patient and persistent, and sometimes the owner responds quickly. In any event, the reply can take any number of possibilities:
Permission Granted. Great news. Move to Step 3.
Permission Denied. Find out why. Maybe you can negotiate a better result. In any event, you may need to change your plans or look for alternative materials.
Permission Granted, but at a Cost. The copyright owner may charge a fee for the permission. You might obtain a lower fee if you change your plans, e.g., by copying fewer pages from the book or making fewer copies of the work. Sometimes copyright owners require their own permission form. Read it carefully. The form may impose limits or include legal constraints (“You agree to be bound by the law of Illinois”) that are not acceptable to you. The decision to accept will be up to you, your counsel or supervisors, and your budget.
I would like your permission to include the following material in this project: Otherwise, your permission confirms that you hold the right to grant the permission.
To: [Type Recipient’s Address]
Subject: REQUEST FOR PERMISSION TO USE COPYRIGHTED MATERIALS AS PHOTOCOPIES
To the Permissions Editor:
The copyrighted material cited on the enclosed list has been assigned as course reserve reading by a member of the faculty of Dartmouth College for the [XXXXX] academic term. The enclosed list also indicates the estimated enrollment for the course.
The Copyright Clearance Center was not able to grant permission for this material. [The Dartmouth College Library/I] request[s] permission to make [XXXXX photocopy/ies] of this material available for future semesters beginning immediately.
Course readings will be made available to students at no cost. A notice indicating ownership of copyright and restrictions on use will appear on each document.
Thank you for your prompt reply. Please respond to the following address:
[Type Library Reserves/Course Instructor return address]
Permission is hereby granted for specified use of the material:
There will be an instance in your life where you will be required to come up with a request letter. The situation in which you are required to make the letter templates may vary, but if you want to look professional then that means you must come up with one that is polished.
And that is the main reason as to why everyone must learn the proper format and the tone of making an official request letter. So if you plan on creating a request letter format which allows you to properly ask for permission to use someone else’s property, facilities, or even to avail another’s services, then this article will help guide you.
Before you make the letter, you must know that there are certain things that you’ll need to do as well as things that you have to learn so that your it contains everything that it needs. You may also see Letter Format Templates.
So the following are steps that will allow you to create a permission request letter:
You won’t be able to make a a request if you have no idea about the person of whom you should be asking from. The only way to know who you should be communicating with is if you put in the time and effort to contact the right people to help you. For example, let’s say that you’re writing a formal request letter to a company because you’re trying to ask permission to avail a particular service. Seeing as you don’t know who you should address the letter to, you always have the option to contact the company and ask one of the secretaries or information support to help you figure it out. Although this will take some time and effort, it’s best that you do it to ensure that you’ll be asking the right person.
If you want to make the letter look as professional request letter as possible, then you’ll need to learn how to create it with a business letter format. Whether you’re sending the permission request letter via email or hard copy won’t matter as both benefit from you having followed the proper format.
If you don’t know how to structure the letter, then here are a couple of pointers:
Now that we’re on the topic of actually writing your permission request letter, the first thing that you need to take note of is the kind of greeting that it should have. The recipient of the letter should be greeted and addressed properly as this alone can show that you’re someone who respects those you would be making requests from. The most common form of a proper greeting would usually start with “Dear” followed by either “Mr.” or “Ms.” and the recipient’s last name. If you aren’t really sure of the recipient’s gender, then you can always go with “Dear” followed by the recipients complete name. You may also see Free Request Letter Templates.
Remember that you should never only use someone’s first name as that will just be considered as rude. Always use either the last name or the person’s complete name.
If you’re going to ask someone for permission, then that person will want to know who you are before he or she can even decide. Make a brief introduction of yourself, such as your job/position or affiliated organization so that the recipient will have an idea as to who you are. When making your introduction, make sure that it’s only a sentence or two as you wouldn’t want to make it too long to the point where it becomes inconvenient to your reader. Just give him or her enough information about yourself about yourself. You may also see Business Letter Templates
Remember that the person you’re asking from isn’t exactly required to accept your request, he or she can easily turn it down. Which is why a proper introduction is a sign of good manners and that you’ve put effort into actually making the letter. While to most that may not seem like such a big deal, it’s actually very helpful as a proper introduction may just influence the recipient’s decision to a positive direction. You may also see Reference Letter Templates.
One you’re done introducing yourself, the next part is to actually write down what it is that you’re asking for. When doing this, you must make sure that you’re asking in a polite manner so that there’s a higher chance that your request will be approved. Also, you’ll need to be a little detailed as to what it is that you’re asking for. If you already know what it is that you’re asking permission for, then write it down in the letter. you may also see Introduction Letter Templates.
You should also include other important details such as the date or time in which you would like to have whatever you’re asking for.
Remember that you should go into this without being too detailed as to what you’re asking for. Just state what you want, when you want it, and how you would like to get it all in a polite manner and that should be good enough to get the reader to consider your request. Be sure that you’re clear on what it is that you’re asking for and that everything can fit in a few sentences or at least just one page. You may also see Simple Request Letter Templates.
This is especially important if what you’re asking for permission is from someone who holds a high position. You need to be able to convince the recipient to approve your request and that’s only going to happen if you state why he or she should do so. By proving how important it is, you’re creating a sense of urgency which will make the recipient decide as to whether not you should get what you’re asking for. To help you with this, try to support your claims of the requests’s importance by providing supporting evidence as well as a statement as to how it can benefit both you and the recipient. You may also see Information Request Letter Templates.
If you want to make the recipient learn just how important it is that you get your request approved, then one of the best ways to do that is if you tell that person that you’re willing to assist him or her with anything. Even the simplest of statements such as “if you would like more information, then you may always contact me with the number I’ve provided” can show that you’re willing to work together and that you’re willing to be as helpful as you can.
Now that you’ve pointed out what it is you wanted to ask and just how important it is that you get your request approved, the last step is for you to close the letter as politely as possible. What you will want to do is thank the recipient for the time that he or she has invested into reading your request letter and that you’re hoping to hear from him or her back. Then end with a proper salutation such as “Sincerely.” You may also see Certification Request Letter Templates.
Before you send it to the recipient, you have to make sure that you’ve polished it to the point where there aren’t any mistakes pertaining to grammar, spelling, or even the information about your request. Which is the reason as to why you’ll have to proofread your letter before you send it as this shows that you’ve put a lot of though and effort into actually making it. Never send a letter that you haven’t proofread as even one mistake will make it look unprofessional and that could diminish your chance of having your request approved letter.
Go through your request letter at least two or three more times so that you can immediately spot and fix any mistakes that you may have missed. Once that’s all done, then you may proceed to send the letter to the person who should receive it. You may also see Request Letter Templates for Leave.
If you would like to learn about the other types of letter formats that you can make, then you always have the option to go through our site. It has all the articles you need that contain information which could help you in certain situations. Just make sure that you thoroughly go through whatever you have gathered to guarantee that you are able to use them all effectively.
Sample letter: permission to use copyrighted material in a thesis. Title of thesis: Degree: Graduating year: Permission is hereby granted to: (author of thesis).
[Day Month Year
Firstname Lastname, editor or rights holder
Dear [Title Lastname,]
My name is [Firstname Lastname] and I am writing to you from UC San Diego Library, located at 9500 Gilman Drive #0699, La Jolla, CA 92093-0699[or your institution and address].
I would like permission to include the following material in our institutional repository, eScholarship, https://escholarship.org/uc/ucsd.
[Citation of material for which permission is sought, specifying exactly what material would be used]
eScholarship is non-commercial and intended for educational purposes. It is meant to reflect the scholarship produced at the University of California campuses by students, faculty and researchers. eScholarship is not password protected and openly accessible on the internet.
If you do not control the copyright on all of the above mentioned material, I would appreciate any contact information you can give me regarding the proper rights holder(s), including current address(es). Otherwise, your permission confirms that you hold the right to grant the permission requested here.
Permission includes permanent non-exclusive world rights to archive, preserve, disseminate and promote the material and will not limit any future publications-including future editions and revisions-by you or others authorized by you.
I would greatly appreciate your consent to my request. If you require any additional information, please do not hesitate to contact me. I can be reached at:
[Your contact information]
Sample Letter Requesting Permission to Reproduce Copyrighted Material requested herein and I hereby grant Cornell University permission to use the above.