Sometimes the only way forward is to seek direct permission from the copyright owner. This is a last resort option when copying the material is not covered by licence or one of the legal exceptions. Permission is best sought in writing, i.e by letter or by email.
When asking for permission to reuse a copyright-protected work, you should clearly state:
- who you are (i.e. your name, your job title (if any), and that you represent Loughborough University);
- what work you intend to reuse (if you only intend to reuse part of the work, you should specify this – e.g. ‘the graph on p. 10’, ‘the first five seconds of the sound-track’ etc. etc.);
- how exactly you intend to reuse the work (copy, display, perform etc.);
- in what context you intend to reuse the work, i.e. when, where, how, with whom etc. (e.g. a journal article, a video presentation at a conference, a performance to a University society etc.);
- any other relevant detail.
Be as clear as possible so that, if and when the copyright-owner agrees, you can be sure that you have permission to do exactly what you want.
If, having obtained permission, you decide to reuse the work differently or to reuse a different work or a different part of the same work, then you must ask for permission all over again.
You should keep copies of all correspondence in case any dispute arises in future.
If the copyright owner does not reply to your request, this does not imply consent: in this case you simply do not have permission.
Sample permission letters to download:
- to reuse articles, chapters, long quotations etc.
- to reuse images, diagrams, or figures etc., in teaching materials uploaded onto Learn.
- to reuse images, diagrams or figures etc for publication in articles, conference papers or posters – updated 2019
- to reuse material in a PhD thesis – updated for 2019
For more information please contact the University Copyright Advisors:
Updated by C. Greasley 15 August 2019
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