Citation Guidelines
Manuscript Evaluation From
Gooder Grammar

Author Permission Letter for Copyrighted Material

Obtaining permissions for copyrighted material is often the author's responsibility and is considered part of the submitted manuscript (see manuscript guidelines). Usually your publisher will work with you obtain these permissions and will provide you with a permission letter like the one below. The author is also responsible for paying any necessary fees to obtain these permissions. If the fees become onerous, your publisher will often pay the fees and then deduct them from future book royalties.  If a publisher does not have the necessary permissions they will either eliminate the text and/or art from your manuscript, or halt the book production process until the permissions are obtained.  See the Chicago Manual of Style under "Rights and Permissions" for more information on fair use and permissions.

At iCopyright.com   you can search their database and submit a clearance request to a publisher—at no charge.

Note: Call the permission editor or departments for each publisher before sending a permission letter. If the publisher does not contact you within 2 weeks after sending the letter, call them.  Smaller publishing companies may not have the staff to pay close attention to these requests.
 

[Your Letterhead]

Date
Publisher
Name of person or Permissions Department
Address

Dear: Permissions Editor:

I am presently writing a book [article, etc.] and would like permission to use some of your material from:

 Name of book, magazine, etc.
 Author
 Date published

I would like to use [describe the material you want to use from their publication.]

Note: Make sure you include page number if text, and if a figure, figure number and page number. You can also include a copy of what you want to use. The more specific you are the better. Make it easy for the publisher or copyright holder to find the material.

[use one of these versions]

This material will appear as originally published in the following book [article, etc].

This material will appear as originally published in the following book [article, etc.] presently being prepared for publication.

This material will appear as adapted as shown in the following book [article, etc.] or [presently being prepared for publication]. Note: Provide an example of the adaptation. If your publisher ends up making the adaptations, the editors will provide the appropriate notes indicating the changes.

 Present working title
 Author
 Publisher and approximate publishing date.
 [If you do not have a contract with a publisher, list prospective publishers and/or your agent. You can also provide brief information about yourself, for example, previous published material.]

I request nonexclusive world rights, electronic rights, in all languages, and for all editions. If you are the copyright holder, may I have your permission to use the above material in this book [article, etc.]? I will use the appropriate citations to acknowledge your publication. If you have a preferred form of acknowledgment please let me know. I also understand you may charge a small fee for the use of the material.  If you like, you can use this letter to grant permission. Enclosed is a self-address envelope.

Thank you for your consideration. I look forward to hearing from you.

 ________________________________________  Date: __________________
 Your Name(s)
 Address
 Phone number/email
 

[Publishing Company] grants permission to use the above material:
 

 ________________________________________  Date:  __________________
 [Grantor's Name] [Title]