to include when requesting permission --
To reproduce, in full or in part, copyrighted
material you will need to request formal permission. Communication of complete
and accurate information to the copyright owner will facilitate the request.
To expedite the process the following
information be included in a request for permission to copy:
- name of the author and/or web author or editor. Call or email
the person to confirm the copyright ownership.
- Title and edition of materials to be reproduced.
Exact material to be used, giving amount, page numbers, chapters,
etc. -- whatever details you can provide -- and, if possible, a copy of
the material. If necessary, attach a copy of the quotations,
diagrams, images, and other materials. In a web environment, use a URL link to
an image or diagram to point to the item you want
Describe the proposed use of the copyrighted material,
including the duration and form of distribution (e.g. student or school webpage,
multimedia presentation, etc.)
Whether the material is to be sold or the use of it will result in
financial gain or compensation.
A description of the individual making the request. Include your
name, return address, telephone number, FAX number, email address, and the
date in the letter. State clearly the name of your organization/school to
provide context for the consideration of your request.
The request should be sent to the
author, webmaster, or the permissions department of the publisher in
question. For purposes of proof and
to define the scope of the permission being requested, it is important that
the permission be in writing, and that you retain that permission in a
The process of considering permission requests requires
time for a webmaster or publisher to check the status and ownership of rights
to evaluate the request, so leave sufficient lead time to allow for this process to take place. In some instances
the author or publisher may assess a fee for permission, which may be considered
reasonable and therefore paid -- or it may mean that you will consider
alternative choices instead.
||Obtaining Permission by
The occasional use of phone permissions may be a useful means
of fast-tracking permission to copy. The person receiving permission should
make written notes of the time and date of the call, the name of the person
authorizing copying, and the extent of the permission granted. Follow up
with a formal request for permission in writing/by email to have written confirmation that permission is given.
|Sample letter/email Requesting Permission to Copy
Oct. 10, 2012
Material Permissions Department
Hypothetical Book Company
500 East Avenue
Opening statement: I really appreciate your excellent content about.......(provide
details and background to set the stage for the request) I
wish to obtain permission to copy the following:
Title: Knowledge Site - the ancient
Copyright owner: Hypothetical Book Co
Material to be duplicated: I would like
to copy the description that you have provided of the horse in ancient times.
I would also like to include a copy of the image of the early horse located
Use: The paragraph and image will be
used by students to produce their own multimedia projects. The projects
will be shared on our website for educational purposes only. Students will
cite the original source and location of the material you have agreed to
allow use to reproduce.
Duration of use: Our student multimedia
projects will be posted on our website for one year from June 2012 to June
Closing: I would appreciate your
support of my students and their work.....and so
on. Make sure that you have provided any detail which would support your
use of the material.
Teacher (or Student) name: - Jim