Requesting Permission to Use Copyright Protected Materials

Tips for composing permission letters:

  1. Be sure to include your return address, telephone number, fax number, and the date at the top of the letter.
  2. Spare no effort in confirming the exact name and address of the addressee. Call the person to confirm the copyright ownership.
  3. Clearly state the name of the College and your position.
  4. Precisely describe the proposed use of the copyrighted material. If necessary or appropriate, attach a copy of the article, quotations, diagrams, pictures, and other materials. If the proposed use is extensive, such as the general use of an archival or manuscript collection, describe it in broad and sweeping terms. Your objectives are to eliminate any ambiguities and to be sure the permission encompasses the full scope of your needs.
  5. The request should be sent, together with a self-addressed return envelope, to the permissions department of the publisher in question.

[letterhead stationery or return address]
FAX: [fax number]

[Date]

Permissions Department
[Name & address of addressee]

Dear [title, name]:

[If you called first, begin your letter: This letter will confirm our recent telephone conversation.] I am a faculty member at El Centro College. May I please have your permission to use these materials on a continuing basis as library course reserve in support of my course [title of course]:

[Insert full citation to the original work.]

Please indicate your approval of this permission by signing the letter where indicated below and returning it to me as soon as possible. My fax number is set forth above if a return fax would be more convenient for you. I have also included a stamped self-addressed envelope. Your signing of this letter will also confirm that you own [or your company owns] the copyright to the above described material.

Thank you very much.

Sincerely,

Faculty member’s name and signature

PERMISSION GRANTED FOR THE USE REQUESTED ABOVE:

[Type name of addressee or company here]
Title:
Date:

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Reference/Information Desk: 214-860-2174         Circulation: 214-860-2175
West Campus: Reference/Information Desk: 972-391-1433          Circulation: 972-391-1427
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©2006    El Centro College Library    Dallas, TX
Last Updated: September 21, 2009