Asking for Permission
Requests to Use Images
Information to Include
- Return address
- Phone and fax numbers
- Date of request
- Name and address of recipient
- Identification information for the image
- Title of the work
- Artist's name
- Accession number (if relevant and if you know it)
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Your method of reproduction
(scanning, photocopying, via disk, etc.) - Will the reproduced image be in color or in black and white?
- How large will it be?
- How much of the image will be used?
- Do you plan on altering the image? (Note that some license agreements do not allow this.)
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Your method of distribution/transmission
(via website, printed publication, audiovisual presentation, etc.) -
The distribution/availability of your project
(campus-wide, world-wide) - Is it a website that will be limited to the college community or protected by a password?
- Will it be a printed publication distributed only to students?
- If applicable, how many copies do you plan to make?
- The duration of your project or use
- How long, for example, will your website be up?
- How long will you be using a particular slide?
- 1 semester, 1 year, indefinitely?
- Include starting date.
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The nature of your use
(personal, educational, commercial) - Will you be charging any money at all, for profit or otherwise? Make this very clear.
- Course name and number, if relevant
- A request for written permission (see below)
- Name of faculty member/contact
- Position
- Department
- Name of institution
You may want to include a form at the bottom of your letter for your correspondent to complete and send back. For example:
The end of a letter addressed directly to an artist or his/her heirs:
Permission granted to use (name of the material in question) in the manner described above.
Signature ______________________________ Date _______
Name(s) (printed) ________________________
Signature confirms that the person(s) indicated above own the copyright of the material in question.
The end of a letter addressed to an agency or service that represents or has obtained permission from the artist or his/her heirs:
Permission granted to use (name of the material in question) in the manner described above.
Signature ________________________________ on the behalf of (name of agency/service) Date ______
Name (printed)______________________________
Signature confirms that the company indicated above has been given proper authority to grant such permission by the copyright owner of the material in question.
The end of a letter addressed to a museum or gallery:
Permission granted to use (name of the material in question) in the manner described above.
Signature ______________________________ on the behalf of (name of museum/gallery) Date ______
Signature confirms that the institution indicated above owns the work(s) of art in question.