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Copyright: Permissions

This guide presents information about copyright law. HSHSL makes every effort to assure the accuracy of this information, but does not offer it as counsel or legal advice. Consult your own attorney for advice concerning your specific situation.

Obtaining Permissions

You may need permission to use a copyrighted work if:

  • Your intended use does not qualify as fair use (for example., using a substantial portion of a book or article).
  • You are sharing full-text materials beyond what a library license allows.
  • You want to include images, tables, or figures from copyrighted works in presentations, publications, or online courses.
  • You plan to republish content (for example, in a thesis, dissertation, or institutional repository).
  • The work is not in the public domain or covered by an open license (like Creative Commons).

Before requesting permission, check if the work is:
✅ Covered under fair use (see our Fair Use guide).
✅ Licensed for educational use via Creative Commons or Open Access.
✅ Available for use under library licenses (for example, electronic journal articles that you can link to).

If none of these apply, proceed with a formal permission request.

How to Identify the Copyright Owner

Before requesting permission, you need to identify the copyright holder. Here’s where to check:

  • The work itself (for example, copyright page in books, attribution lines in articles).
  • Publisher’s website – Most publishers list copyright and permissions contacts.
  • U.S. Copyright Office Database – For registered works.
  • Licensing agencies – Some content requires permissions from third parties (for example, the Copyright Clearance Center).

For images or artworks, check sources like:

What to Include in a Permission Request

When contacting a copyright holder, be clear and specific. A good request includes:

✅ Your name, institution, and purpose for use.
✅ The specific work and portion you want to use (for example, page numbers, image details).
✅ How you plan to use it (for example, in an online course, thesis, or publication).
✅ The duration and audience (for example, enrolled students only, one-time conference presentation).
✅ A request for written permission (or an alternative license option).

🔹 Download a Sample Letter: Sample Letter to Copyright Owner Requesting Permission to Copy (University of Texas)

Some publishers and organizations have online permission request forms—check their websites before sending an email or letter.

  • Directly from the copyright owner (author, publisher, or creator).
  • Through licensing services, such as:

If you can’t obtain permission or the cost is too high, consider these alternatives:

🔹 Use open-access or Creative Commons materials.
🔹 Request to use a smaller portion (which may qualify for fair use).
🔹 Look for an alternative work with more flexible rights.
🔹 Modify your content (for example, summarize a text instead of quoting it directly).
🔹 Assess whether fair use applies (see our Fair Use guide).

How long does it take to get permission?

It varies. Some rights holders respond quickly, while others take weeks or months. If you need permission for a publication, request it as early as possible.

What if I can’t find the copyright holder?

If the creator is unknown or unresponsive, consult a copyright specialist. You may also consider whether fair use applies.

Can I use copyrighted content if I cite the source?

No. Proper citation does not replace copyright permission. Even with attribution, you still need permission unless the work qualifies for fair use, public domain, or an open license.