This permissions letter template is designed to be used to obtain the permission for the use of another person's pre-existing copyright material, such as artwork, photographs, text, etc, in a publication.It is not designed for use in relation to commissioned works. The letter should be sent to the rights owner in duplicate, the idea being that the rights owner then signs both copies and returns one to the person seeking the permission.The permissions letter template is provided in Word (.doc) format and is 4 pages long (including the coverpage).
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Example SectionsDear [name of rights owner],
Permission to use [identify material] (the "Material")
We are currently planning to publish a [book / magazine / journal / pamphlet / website] about [ subject ] [provisionally titled [ title ]] (the "Work") and would like permission to incorporate the Material into the Work, in accordance with the terms of this letter.
1. Grant of rights
[In consideration for the payment by us to you of the fee detailed below,] you grant to us a non-exclusive irrevocable licence to:
(a) incorporate the Material into the Work;
(b) market and sell the Work incorporating the Material [in [ territory ]]; and
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You acknowledge that the Work may be marketed and sold in the following forms: [volume form, electronic or digital form, and any other present or future form].
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2. Term of licence
This licence of rights will continue for the legal term of copyright in the Materials (including any and all extensions, renewals, reversions and/or revivals of that term).
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4. Credits
We will include[, and will ensure that all licences of rights under this letter require the licensee and any sub-licensee to include,] your name (or pseudonym) prominently on or near all published copies of the Materials.
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6. Your warranties
You warrant and represent to us that [to the best of your knowledge]:
(a) neither the terms of this letter nor their fulfilment will contravene any legal restriction (including any contractual restriction) upon you; and
(b) the Materials do not and the publication of the Materials in the forms contemplated by this letter will not breach any law or regulation, infringe any person’s intellectual property rights or other legal rights, or give rise to any cause of action against us or you or any other person.
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9. Assignment
You hereby agree that we may freely assign any or all of our rights [and/or obligations] under this letter, providing that any such assignment must be in writing and we must notify you of the assignment.
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If you agree to the terms of this letter, please sign both copies of the letter and return one to us [within 14 days of the date this letter was sent]. The letter will come into force when we receive the signed copy.
If you do not agree to the terms of this letter, we should be grateful if you would let us know.
If you have any questions about the terms of this letter, please also let us know.
In any case, we look forward to hearing from you.
Yours [sincerely / faithfully],
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