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Web Publishing & Collaboration Guide

For LEARN NC partners

3.5 Obtaining permission for copyrighted materials

By David Walbert

If your desired use of a copyrighted work does not fall under fair use and the work is not licensed for public use, you must ask permission before using it. Be sure to think through carefully what you will want or need to do with the material and to request all the permissions you will need! If the owner of copyrighted material grants you specific permissions, that does not constitute a blanket grant to do what you like with the material. For example, if you obtain permission to include a photograph in a printed class anthology, you may not additionally post the anthology on your school’s website unless you obtain separate permission for web use! Most copyright holders are willing to help teachers and students, however, so long as the request is reasonable.

Permission request letters

A permission request should include the following:

  • Any information needed to identify the original work, such as author and/or editor, title, edition, copyright date, volume and issue number, etc. If the work is available on the web, provide the URL.
  • The exact material to be used, including page numbers, chapter, etc. If possible, include a photocopy of the material you wish to use.
  • How you will distribute the copies — on the web, in a newsletter, in a printed anthology of student work, etc.
  • The number of copies to be made, if applicable.
  • Whether or not you intend to sell the material.

Be sure to address your letter to the proper person — make sure that the person giving you permission is in fact the copyright owner!

A sample permission request letter is available from the Consortium for Educational Technology in University Systems (CETUS).

If the material you wish to use is on the web, an email request for permission is appropriate.

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