How To Obtain Permission For Use Of Copyrighted Materials

When a use of photocopied material requires that you request permission, you should communicate complete and accurate information to the copyright owner. The American Association of Publishers in "Explaining the New Copyright Law" suggests that the following information be included in a permission request letter to the publisher in order to expedite the process:

1. Title, author and/or editor, and edition of materials to be duplicated.

2. Exact material to be used, giving amount, page numbers, chapters and, if possible, a photocopy of the material.

3. Number of copies to be made.

4. Use to be made of duplicated materials.

5. Form of distribution (classroom, newsletter, etc.).

6. Whether or not the material is to be sold.

7. Type of reprint (ditto, photography, offset, typeset).

The request should be sent, together with a self-addressed return envelope, to the permissions department of the publisher is question. If the address does not appear at the front of the material, directories such as Ulrich's International Periodicals Directory are available in the library for addresses.

The process of granting permission requires time for the publisher to review the status of the copyright and to evaluate the nature of the request. It is advisable, therefore, to allow enough lead time (at least 2-4 weeks) to obtain permission before the materials are needed. In some instance, the publisher may assess a fee for the permission.

When writing your permission letter, "eliminate ambiguity." Make sure that the permission you are requesting "encompasses the full scope of your needs." The following are a few suggestions:

1. Include your return address, phone, fax, e-mail, and date.
2. "Precisely describe the proposed use of the copyrighted material."
3. Include a signature form at the end of the leter.
(CSU-CUNY-SUNY, 31)

Here is a sample letter to copyright owner (publisher) requesting permission to copy:

Material Permissions Department
Hypothetical Book Company
1234 5th St. So.
Anywhere, US 56789

Dear Sir or Madam:

I would like permission to copy the following for continued use in my classes in future semesters:

Title: Learning is Good, Second Edition
Copyright: Hypothetical Book Co., 1965, 1971
Author: Frank Jones
Material to be duplicated: Chapters 10, 11 & 14
Number of copies: 3
Distribution: The material will be distributed to students in my classes by placing on reserve at the library
Type of reprint: Photocopy
Use: The chapters will be used as supplementary teaching materials

I have enclosed a self-addressed envelope for your convenience in replying to this request.

Sincerely,

Faculty Member

Taken in part from: Reed, Mary Hutchings. The Copyright Primer for Librarians and Educators. Chicago, American Library Association, National Education Association, 1987. pp. 54-55.

CSU-SUNY-CUNY Joint Committee, Working Group on Ownership, Legal Rights of Use and Fair Use. Fair Use of Copyrighted Works. Seal Beach, CA: CSU Chancellor's Office, 1995. p.31.

http://www.mnstate.edu/library/instruct/library/permission.htm
Created 4/8/98
Last updated 5/4/98
chenault@mnstate.edu