Requesting Permissions

You want to use an image that is copyrighted. You have to ask, and occasionally, you have to be prepared to pay for the privilege.

For an image you've found on the Internet, requesting permission to reproduce is usually fairly simple. Most sites have a "contact" page, allowing you to email directly. Use "Permission to Reproduce" as your subject line. Clearly state your request.

A typical such email:

Dear Bob,
I am in the process of writing a book on the derivation of the street names of my town. A local 19th-century author, writing about our main street, referred to it as "the Nevsky Prospect of Portsmouth" - I am including this quote and would very much like to illustrate it with a photo of the Nevsky Prospect itself. Could I have your permission to lift the image on your site for use in my book? I would be most grateful if I could. Thanks so much, Nancy Grossman, Portsmouth, NH

Bob's response, happily, was "No problem! Good luck with your book." Not all requests are that simple. Some organizations want a healthy fee for the use of their material. Some fees are negotiable.

As with all research, keep clear notes on requests and responses. A spreadsheet is recommended, with a description of the image, the date permission was requested, the address to which the request was sent, the date of response, the content of that response and information on any necessary follow-up. File a hard copy of all permission requests and responses by email.