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Requesting Copyright Permission

When to Request Permission

You must seek written permission when:

  • The intended use exceeds Fair Dealing limits (for example, copying an entire book or reproducing multiple chapters).
  • The material is not covered by Western’s library licenses or by an open license (e.g., Creative Commons).
  • The content will be posted publicly (e.g., online course materials, websites, theses).
  • The work includes images, figures, or data that are not your own and not licensed for reuse.

Tip: Always check Western Libraries’ license terms before requesting permission — many resources already allow limited educational use.

Steps for Requesting Permission

Find the publisher, author, or organization listed as the copyright owner. If the work is published, start with the publisher’s permissions page.

Be specific about:

  • The portion you wish to use (e.g., 1 chapter, 2 figures, 30 seconds of video).
  • The format (e.g., PowerPoint slides, course pack, website).
  • The audience (e.g., registered students in a course, public access).
  • The duration of use (e.g., one academic term, ongoing).

Use the email template provided below or the publisher’s online Copyright Permission Form (if available).

Always keep a copy of correspondence and the rights holder’s written response.

Save the written approval and note:

  • Date of permission
  • Authorized use and duration
  • Any fee paid
  • Reference link or contact info

Store permissions with your project files or with course materials for audit purposes.

Sample Permission Request Emails

Subject: Permission request to include [Title] in [Course Code or Project Name]

Dear [Rights Holder Name],

I am affiliated with Western University and am preparing [course materials / a thesis / a research publication]. I would like to request permission to reproduce the following work:

  • Title: [Work Title]
  • Creator/Publisher: [Name]
  • Portion: [e.g. 1 chapter, 2 figures, table]
  • Intended use: [e.g. for registered students in an online course, in print and secure PDF formats]
  • Duration of use: [e.g. Fall 2025 term]

Please confirm whether permission may be granted and, if applicable, provide any terms or licensing fees.

Thank you,

[Name]
[Department or Faculty]
Western University
[Your Western email address]

 

Subject: Permission request to include [Title] in a [Doctoral/Master’s] Thesis

Dear [Rights Holder Name],

I am a Western University graduate student completing my Doctoral / Master’s thesis entitled [Thesis Title]. My thesis will be available in full-text online for reference, study and / or copy, through the Western University Open Repository, the Library’s catalogue, and through search engines. I will also be granting Library and Archives Canada a non-exclusive license to make my thesis accessible online. These rights will in no way restrict republication of the material in any other form by you or by others authorized by you.

I would like permission to allow inclusion of the following material in my thesis: [insert copy or detailed explanation including the title of the article or book, the figure or page numbers of the material used, the journal name, year, volume number or unique publication identifier, the publisher and year]

The material will be attributed through a citation.

Please confirm whether permission may be granted.

Thank you,
[Your name]

Frequently Asked Questions

Yes, unless it is explicitly licensed for reuse (for example, under a Creative Commons license). If the image has a reuse license, check the license terms carefully and always provide attribution.
Only under limited circumstances — for commentary, criticism, or teaching, and with proper citation. Seek permission if the content is substantial or used in public materials.
Yes. Written permission via email is acceptable, provided it clearly identifies what is being permitted and by whom.
Yes. The office can assist with identifying rights holders and reviewing draft requests.