7+ (Legal) Essentials You Need in Your Copyright Permission Request Email (+ Free Email Template)
Want to know what you need in your copyright permission request email? I'm telling you exactly what essentials you need to ask someone for permission to legally use their creation.
Knowing exactly what you need your copyright permission request email to say will get you access to all the content you want, but if you're anything like me, you want to ensure you use the proper wording to get the legal rights you need and be protected. As a lawyer myself who has drafted copyright permission request email templates for people like you, I am giving you a complete guide to the essentials you need to get the legal rights to use someone else's creations, plus a free template.
You will learn about the essentials you need in your copyright permission request email, including a copyright permission sample letter so you have a copyright permission statement example from a lawyer.
After learning all about the essentials you must have in your copyright permission request email, you will be able to get the legal rights you need to use anyone's creations!
This post is all about the essentials you need in a copyright permission request email to get the legal rights you need to use anyone's creations and be fully protected.
Ultimate Copyright Permission Request Email
The essentials for your copyright permission request email template
If you want to use someone else's photo, video, song, text, or other copyrighted material, the first step you need to take is to send them a copyright permission request email.
But what do you even say? Well, let me break down the essentials you need in your copyright permission request email.
Element 1: Proper salutation
This first element may be an obvious one to you, and if it is, you probably wonder why I even included this element. Unfortunately, that is not the case for everyone, and therefore, I must state that the first important element of any request letter starts with a proper salutation.
A proper salutation means:
you start with "Dear",
then follow it with the correct title for that person, like "Mx.", "Ms.", "Mrs." or "Mr.", "Dr.",
and then their last name.
It's that simple. But I cringe every time I receive an email just stating "Hi" and not followed by a name. It translates as, "I want something from you, but I do not even care to look up your name", and my name is everywhere. That will definitely not get you permission to use someone's content.
Obviously, you have done the research to find out who the owner of the creation is. So, call them by their name.
Element 2: Give them praise
We all love to be charmed, and we are more inclined to give someone what they want when they butter us up.
So, compliment them on either:
the work they do or
the creation you want to use.
This starts the copyright permission request email off on a positive note, and it shows the copyright owner that you know and understand their work.
If the first sentence is too general, they will think it's spam and not even read the rest of your email.
Element 3: Provide background information
Tell the copyright owner who you are and what your business is about in one or two sentences at most. You don't want to bore them with your lifelong story, but they do want to know who you are and if your business is legitimate. Provide them with a link to your website or socials so that it's easy for them to find out more about you (and figure out that you are not just a rando).
Element 4: Description of the creation
Now, tell them about the creation of the copyright owner that you are interested in. Be as specific as possible. If it's a photo in one of their blog posts, include the link to that blog post so that they don't have to search for what you mean.
Just like with your identity, it's important that they do not need to do any work to figure out what you are trying to say because otherwise, they will peace out.
Element 5: Purpose
The next crucial element of your copyright permission request email is the purpose.
Be upfront about how you want to use their creation.
Do you want to use it for one or several of your blog posts?
Do you want to use it for your social media?
Do you want to use it in your advertising?
Do you want to use it for educational purposes?
Do you want to use it as part of a creation you are making, like their song for your YouTube video?
The copyright owner wants to know what you will use it for and ensure you are not using their creation for something they might not want to be associated with, like a controversial article.
Element 6: Compensation
You need to give something in return in order to be taken seriously. Especially if they don't know you, they are not going to want to help you if you are not helping them in any way. And even if you do know that person, you don't want to give them the 'ick' by asking them a favour when you could do something for them too.
And I am not talking about having to pay monetary compensation. If you are using the copyright owner's photo or video for your advertisements, you should pay them. But if you are just using it for a blog post, then you might not want to pay for someone's picture.
You can offer other forms of compensation, too. Here are some examples:
You could provide them with a service in return, like a coaching call.
You could offer one of your creations in return.
If you are using one of their creations for a course you are creating, you could offer them free access to your course.
Another form of compensation that does not require any work from your end is simply crediting the creation to their name and mentioning their name and website below the image on your blog post, for example. If you have a large following, that could be something the copyright owner might be interested in, as that might direct more traffic toward them. In the copyright permission request email, you can ask what exactly they would like to have mentioned, like a link to a specific website page their website or their social media handle.
Element 7: Next steps
The next essential element of your copyright permission request email is to make clear what the next steps are. What is the copyright owner to do, and what will you do?
Keep it short and simple:
Tell them that if they would like to proceed, they can reply to your email.
Inform them that if they would like to proceed, you will send a license agreement for them to sign.
Express your willingness to include any concerns or specific needs they may have in your license agreement.
That way, if the copyright owner would like to give you permission but has reservations about something, like the compensation, the purpose, how long you will use their creation for, etc., they feel like you will address those concerns and give them that respect. That makes them feel safe enough to grant you the rights you need.
Bonus: Sweet closing
And here's a bonus for your copyright permission request email, which I consider essential as well: the closing.
Just like how you start your email, it's important to be formal, polite, and respectful at the end, too. Give them that fuzzy feeling that makes them say 'yes'.
End your copyright permission request email sincerely. Make a point of thanking the copyright owner for their time and consideration (as, if they read it until the end, they have really considered it, even if they don't give you permission).
Then, give a closing statement that you look forward to hearing from them, and don't forget to provide your full name. Just your first name is kind of sketchy.
So these were all the crucial elements you must have for your copyright permission request email!
Copyright permission sample letter
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Copyright permission request form
So, sending a copyright permission request email is the first step to how to get copyright permission for images.
Suppose they accept your request or you agree to provide them with other compensation. In that case, it's time for the next and most essential element of how to get copyright permission: the copyright permission form or the license agreement.
You do not only want permission to use the other person's content; you also want a formal license to use the content.
Therefore, it's important to know the distinction between permission and a license, the most important one being the potential for revocation. While your copyright permission request email may have been successful in getting you permission, that permission can be easily revoked at any time.
Thus, permission is not enough. The informality and revocable nature of permission alone give you no certainty and an unstable foundation for the use of the copyright owner's content.
A formal license, however, provides you the security that the license can not be revoked whenever that person chooses to. It's a legally binding contract, providing a robust legal framework and ensuring you get the stability and continuity you need for your business.
The license agreement includes details about the duration of the granted rights. You can get a license for a certain period or a so-called perpetual license, which means you can use the copyrighted material forever. A proper license agreement will also include the terms under which the copyright owner may terminate the license, but only in the case of a material breach of the agreement, like if you use the content to say something that hurts the copyright owner (which, of course, you won't).
So, have the copyright owner sign a license agreement after your copyright permission request email is accepted. It's a simple step you need to take to ensure security.
Learn more about the simple steps you need to take to get a license after sending your copyright permission request email in this blog post on A Practical Guide on How to Get Copyright Permission for Images | 7 Essential Elements.
Are you granting permission to use copyrighted material?
If you are granting permission to use copyrighted material, then you must read this blog post on the 11 Must-Haves for Every Content License Agreement.
This post was all about the essentials you need in a copyright permission request email to get the legal rights you need to use anyone's creations and be fully protected.
Want to know exactly HOW to get copyright permission? I am sharing the exact steps you need to take in this blog post on A Practical Guide on How to Get Copyright Permission for Images | 7 Essential Elements.
Want to learn more about the license agreement? Then read this blog post on What Is a Content License Agreement | The Ultimate Guide.
Want a bullet-proof license agreement to use all the images you want? Then you get your license agreement (also called a copyright permission agreement) on this page of my contract shop!
Are you taking photos of someone and want their permission to use their intellectual property rights? Then, you need a media release agreement. Read this blog post next on the 10 Key Reasons You Need a Photo Release Consent Form for Social Media, and get your media release agreement on this page of my contract shop.
