Example Letter #1
I am the editor of a small technical communications journal named the Doe Insight and am in the process of reviewing articles for this semester's publication. One of the articles includes a quotation from your book. If you will allow our journal to include the quotation, it will run from the beginning of the last paragraph on page 22, beginning with the words "You can define your own constants ..." to the top of page 23, ending with the words "...can be increased to suit your application."
Enclosed is a copy of the article mentioned above, which we will publish upon receiving your permission to use the quotation. We will need your response by May 15. It will be my pleasure to send you a copy of the journal with your work cited in the bibliography immediately following the article.
I will appreciate receiving your permission to use the quotation very soon.
Example Letter #2
The Springfield Times is compiling information for a special environmental issue to be published in June. In reviewing past pertinent articles, we came across yours entitled, "Railroad: Springfield's Friend or Foe?" May we republish excerpts from your article?
Specifically, we are interested in the portion that details the environmental destruction railroads cause to the communities they service. The portion begins, "Rails laid upon fertile ground ...." and concludes, "Although this railroad provides Springfield with transportation alternatives, the environmental impact on our town is disastrous."
Being an advocate of environmental responsibility, we believe you will be very interested in our June issue, which will inform readers of current environmental dangers and advise them how they can preserve Springfield's natural beauty. Of course, we will credit your publication as follows: "Excerpts taken from John Doe's 'Railroad: Springfield's Friend or Foe?'" If this meets with your approval, we would appreciate a permission statement.
Example Letter #3
I am writing to ask that I be allowed to reprint several stanzas of your poem, "City Hawk," as epigraphs to the 'chapters' in my forthcoming book of photographs. I wish to use stanzas three and four, and stanza nine. They will appear as complete stanzas, exactly as they do in "Doe Works," and in their right order. The book is to be a visual essay of the industrial beauty of what I call "Working Springfield."
Your poem matches the tone I desire precisely. Unless you prefer otherwise, each epigraph will contain the credit line, "John Doe, from 'City Hawk.'" I hope you will approve this use of your work. I would be honored if you would accept a signed copy when the book is finished. I have enclosed a self-addressed envelope. If you would be so kind as to sign and return one copy of this letter indicating your approval, I will proceed.
Example Letter #4
I am compiling examples of advertisements to use in a study packet for the communications class I teach at Springfield College. I would like to use your ads for your new mini-van from three different magazines to illustrate the concept of appealing to different audiences. I would like permission to reproduce your ad on page 125 in the December 2018 issue of The Smithsonian magazine; the ad on page 6 in the November 2018 issue of The Ladies' Home Journal, and the ad on page 54 in the January 2019 issue of Field & Stream.
The ads will be reproductions, in color, in the students' course packet, along with ads illustrating other concepts. Below each ad will be the words, "Used by permission of Doe Motors, Inc." The attached permission sheet and payment form must be completed and returned to me by February 1, 2019 in order for me to include your ads. Thank you for your assistance. Your ads will be a great asset to my course.
Example Letter #5
I am presenting a paper on peer evaluations as a method of improving student writing at our national conference in June. I would like to use your critique of John Doe's paper as an example of an effective peer evaluation. I would focus particularly on your paragraphs regarding documentation, support, and persuasion.
The relevant paragraphs would be quoted in the paper and projected on a screen during my presentation. I plan to state verbally that this work is that of Jane Doe, a former student. In the paper itself, I will, of course, list your critique on my references page.
I am eager to receive your permission. If you will allow me to use your critique, please sign and return the enclosed standard agreement form in the stamped, self-addressed envelope.
Write Your Letter Step-by-Step
1 Briefly describe your project and explain why you are requesting permission to use some of the reader's material in it.
Sample Sentences for Step 1
- I am writing a textbook on acoustic phonetics to be published by
Doe Publishers next year. This letter is to request permission to include three of the illustrative spectrograms that you showed in your Paris conference presentation in my second chapter.
- I am writing to request permission to use the sales projection graph shown in your July report in my company's newsletter.
- We are preparing a text on dairy manufacturing in the nineties. Because your article in the December dairy magazine addresses a specific aspect of mastitis, we would like permission to include it in the text.
- I am preparing a motivational video for our sales people and request permission to include the personal story you told about your grandfather in your speech last Friday.
- I am preparing a brochure for prospective parents who visit my office. May I have permission to use a portion of the article you published on page A-3 of the Sentinel on Friday, June 3?
- We are publishing a directory of "Speeches of the Year," and would like to use a quotation from you on the cover. May we use the final statement in your commencement address: "Strive to do well the work of the world"?
- As a scout preparing a leadership course, I request permission to use the following sections from your book in my manual:
Sample Phrases for Step 1
- am preparing a presentation on
- am writing a
- am requesting permission to
- am preparing materials for
- am compiling a
- am seeking your permission to
- are publishing a
- are preparing a text on
- are planning a broadcast of
- are planning to present
- ask your permission to
- for distribution to
- may we use
- permission to use a portion of
- permission to include
- plan to perform your
- request permission to
- to be published by
- would like to use
- would like to have your permission to
2 Give exact descriptions of the materials to be used, including page numbers, lines or paragraphs, titles, labels, or first and last phrases of excerpted material.
Sample Sentences for Step 2
- The spectrograms that I have in mind are labeled examples four, five, and six, and are found on pages 20 and 24 of the conference proceedings.
- I am enclosing a copy of that graph as it appears on page three of your report.
- The part I would like to use begins at the third paragraph with the words "Although many husbands are..." and ends with the fifth paragraph and the words"...receive full satisfaction."
- I have enclosed my version of the story as it would be told in the video.
- I would use section one of Chapter five, with the exclusion of the last paragraph.
Sample Phrases for Step 2
- a three-minute clip of
- adapted for children
- am enclosing a copy of
- are found on pages
- are labeled as follows
- begins on page
- exactly as it stands
- from the notes I took
- have simplified the text for
- have marked the portions that
- my recollection of what you said
- need to adapt the language for
- play the entire first movement
- so you can check it for accuracy
- starting on line
- the part I would like to use
- the enclosed paraphrase of
- the second edition
- the entire chapter on
- the part I have in mind is
- the entire chapter, except
- the work in its entirety
- will include the section on
- will purchase the scripts from
- with the exclusion of
- with the following modifications
- would like to quote from
3 Explain how you envision your work being published or used.
Sample Sentences for Step 3
- Doe Press will publish the text sometime next spring, and it will be available for use in advanced college and university courses nationwide.
- The newsletter will appear in September and will be distributed to over 500 managers and salespeople in the Kansas area.
- We will give a copy of the brochure to every patient who visits my office.
- Our trainers will use the video to orient new graduates joining our sales force.
- The University will send the directory to all alumni and other subscribers to our alumni magazine.
- We also plan to translate the magazine into Spanish for use in our California offices.
Sample Phrases for Step 3
- as a resource for
- as an introduction to
- at a community concert
- by our church's youth group
- by the school drama club
- edition for nonnative students
- educational materials for
- in our magazine
- in a training video for
- in a textbook on
- is a nonprofit organization
- no admission charge
- our local community theater
- quoted in a speech at
- the circulation is anticipated to be
- used in classroom teaching
- will give it to
- will be performed on
- will be translated into
- will send it to
- will present it as an example of
- will use the material to
- will distribute it to
- will appear in
- will be available for use in
- will be open to the public
- will cite it in
- will publish it by
4 State exactly what the credit or permission line will say, so the person can approve it or make suggestions.
Sample Sentences for Step 4
- Your name and the title of your speech will appear under the quotation as shown below:
Quoted from Professor John Doe's "Trends in Advertising."
- Both your name and the name of your magazine will appear on the credit page as follows:
Used by permission of Jane Doe. "Pharmaceutical Magazine."
- With your approval, we will include the following credit line: Courtesy of John Doe.
- Under the title we will add "Reprinted by permission.."
- Unless you prefer otherwise, I will use the following credit line: Reprint courtesy of John Doe.
- With your approval we will include the following credit: Reprinted by permission. From Agriculture Today, by H. Doe, September, 2018.
Sample Phrases for Step 4
- a copy of your byline
- as it appeared in the original
- for all work cited
- in the bibliography
- in standard citation format
- in the footnotes
- on the credits page
- reprinted by permission
- reprinted courtesy of
- the following acknowledgment
- title of your
- unless you prefer otherwise
- used with permission
- will naturally be acknowledged
- will include the
- will give credit for
- will appear as follows
- with your approval
5 Express appreciation and, if appropriate, offer to share a copy of your finished work.
Sample Sentences for Step 5
- I will sincerely appreciate your permission to use the illustrations, and will be happy to send you a copy of the published book. For your convenience I have included two copies of this letter. Please sign one and return it in the self-addressed envelope.
- For your convenience, I have enclosed a permission form and a copy of this letter. Please fill out the form and return it in the self-addressed envelope, and keep the copy of the letter for your records. I will send you a copy of the complete work as soon as it is published.
- Thank you for your kindness in allowing us to use this material.
Such statistics will be very useful for our trainers. You will receive a copy of the newsletter that contains your analysis.
- If you grant permission for this use, please sign the bottom of one copy of the letter in the space provided and return it in the self-addressed envelope. We will include a permission line that reads, "Reprinted by courtesy of John Doe." Thank you for this consideration.
- I am anxious to receive your permission. Please indicate on the space provided at the end this letter whether I can use your material. A self-addressed envelope is enclosed for your convenience.
Sample Phrases for Step 5
- am eager to receive
- am eager to proceed with
- appreciate your
- as soon as it is published
- believe the finished work will be
- for your convenience
- have enclosed a copy of
- if you grant permission for
- in the enclosed envelope
- please indicate in the space provided
- please sign the permission form
- please sign one copy of
- return it in the self-addressed, stamped envelope
- will be happy to send you
- will sincerely appreciate
- will be very useful to our
- will receive a copy of
- will be a great asset to
- work is extremely relevant to