Information to Include in a Permission Request

Publishers that handle large numbers of permission requests frequently will have a form, often online, that you can use to initiate the permissions process. If not, or if your use does not fit into the form's categories, you will need to draft your own permission request. Include as much of the information below as appropriate for your proposed use. For more information about the permissions process, visit our Requesting Permission page.

Description of Your Project

Include a short paragraph with a description of your project; if your use is associated with a class project, include the course title and professor’s name; clearly indicate if this is a non-profit academic use.

Material Requested

Text

  • Title
  • Author
  • ISBN
  • Pages Requested

Images

  • Artist or photographer
  • Title or description
  • URL if online, citation to a print source, or other identifying information (accession number for museums, or box and folder locations for archives)

Where the Material Will Be Published

Print Publication

  • Title, Author, Publisher, Date
  • Number of copies to be published
  • Cost of the book
  • Size and placement of the image in the publication
    • front cover, back cover, or inside
    • size of image to be published (full page, ½ page, etc.)

Online Publication

  • Title, Author, Publisher, Date
  • Cost of the online publication
  • Size and placement of the image in the publication
    • front cover, back cover, or inside
    • size of image to be published (full page, ½ page, etc.)
  • URL of the website where the publication will be hosted
  • Unlimited access or limited by password?
  • Unlimited time period or specific dates?

Website

  • URL of the website where the material will be uploaded
  • Free access or fee required?
  • How will the image be used on the website?
  • Unlimited access or limited by password?
  • Unlimited time period or specific dates?

Rights You are Requesting (sample language below)

This request is for a non-exclusive, irrevocable, royalty-free, worldwide permission to use the material as described above, and it is not intended to interfere with other uses of the same work by you. A complete citation and acknowledgement of permission to use this material will be prominently displayed with the work.

If you do not currently hold the rights, please provide me with any information that can help me contact the proper rights holder. Otherwise, your permission confirms that you hold the right to grant this permission.

Requesting the Work In Addition to Rights (sample language below)

Text

I am also requesting an electronic copy of this material for publication. Can you provide that?

Images

I am also requesting a high-resolution image of this image for publication. Can you provide that? If not, can you recommend a source that would have a high-resolution image?

Date Needed and Follow Up (sample language below)

I would greatly appreciate receiving your permission by [date]. If you require any additional information, please contact me at [preferred contact method]. Thank you for your consideration of this request.

Your Contact Info 

  • Name
  • Department/Position
  • Institutional Affiliation
  • Email Address
  • Phone Number