Specimen request for permission to reproduce previously published material

Anyone who wishes to reproduce material that has been published elsewhere generally needs permission from the copyright holder. Exceptions are material that is in the public domain (for instance, because the author died more than 50 years ago, or has waived ownership) and what is called "fair use" (for instance, extracts reproduced for private study, research or review, or extracts that are not "substantial").

It has to be assumed that figures, tables, photographs and portions of text that are more than a few lines long are "substantial" and that written permission to use them must be obtained. Do not assume that just because you know the author of an article, WHO may reproduce a figure from it. Most publishers, like WHO, will grant permission free of charge when asked. A specimen letter requesting permission to reproduce copyright material can be obtained from IMD.

Fair use does not extend to putting other people’s copyright material on the World Wide Web. The request letter from IMD asks for reproduction rights in all editions, in all languages and in all forms, but many publishers nowadays specifically refuse permission for electronic reproduction. Because of this, WHO staff intending to put information on the WHO Web site are advised not to rely too heavily on illustrations from non-WHO published sources.

Dear [Name],

[Name of Organization] is at present preparing for publication a manuscript entitled [Title].

We propose to reproduce in this publication the following material previously published by you:

 Item(s) to be reproduced: [Description and references]
 Title of book: [Title of Book]
 Year of publication: [Year]
 Page/ Figure/Table no: [References]

 Item(s) to be reproduced: [Description]
 Name of journal: [Journal name]
 Title of article/names of authors: [Title and names]
 Year/Volume no: [Year and Volume number]
 Page/ Figure/Table no: [Page/Figure/Table no]

We should be grateful if you would grant [Organization] permission to reproduce this material. Permission is requested for this and all future editions, in all languages and in all formats (print and non-print, including electronic). We shall, of course, give a full bibliographic reference to the source of material.

Permission may be granted by signing and returning one copy of this letter. Please indicate any special requirements regarding the acknowledgement to be given.

Please note that WHO is a not-for-profit intergovernmental organization. The bulk of WHO’s publications are distributed free of charge to developing countries.

Yours faithfully,

[Name and title of responsible officer]

Permission is hereby granted for reproduction by [Name of Organization] of the material mentioned above.

 Date:
 Signature:
 Special requirements or comments: