CZ:Media Assets Workgroup/Example permission request letters

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Very formal example to an eminent organization

English

August 18, 2015

Dear Sir or Madam:

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I am writing to request permission to use a photo of Johannes Diderik van der Waals, the copyright of which is held by the Nobel Foundation. A thumbnail of the image I wish to use appears to the right and is located at (URL, Call#, book and page#, etc.)

The usage will be to illustrate the following Citizendium articles in multiple languages: 1) Johannes Diderik van der Waals; 2) Van der Waals force; 3) Van der Waals equation; 4) Van der Waals radius; 5) History of physics; and, 6) Physics. Citizendium is a non-profit free online encyclopedia. Volunteer credentialed experts—professors at universities, for most subjects—vet articles for accuracy and indicate so through an approval process that shares checks with peer review.

Within the above six online article titles, as well as a page common to and adjunctive to the articles, the photo(s) will be viewable worldwide in perpetuity. In each place the image appears, it will be conspicuously labeled "© The Nobel Foundation", until the copyright has expired. While Citizendium editors are keenly sensitive to portray subjects in only a scholarly fashion, if at any time you request the photo's removal, such request will be honored.

Since Citizendium is a non-profit run by volunteers worldwide, it organizationally has no funds for images. Nevertheless, we would be very grateful if the person with authority to do so would kindly grant the permission as a public educational service. Ideally, we would prefer the image be released under the Creative Commons license of your choice (see http://creativecommons.org/license/), but will gladly accept the terms with which you are most comfortable.

Sincerely,

Your Name

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My signature below evidences my agreement and consent to everything foregoing in this letter:

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Signature

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Print name

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Title

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French (version 0.1 alpha)

Bonjour,

Je vous ecris de la part de Citizendium, une encyclopedie en ligne, publiquement accessible, ou des experts volontaires -- des professeurs d'universites et autres membres de l'Academia pour la plupart des cas -- verifient le contenu des articles avant les approuver. (cf. http://en.citizendium.org).

Pourrais-je vous demander une permission pour utiliser l'image ............. sur le Citizendium? (Voici le lien a l'image:)

Un article portant sur ......... vient d'apparaitre et, j'en suis persuade, il sera encore developpe par nos auteurs, cf. http://en.citizendium.org/wiki/...............

Je tiens a preciser que les images affichees sur Citizendium sont proprement marquees: la source d'image, telle que p.ex. une bibliotheque ou un musee concerne, est bien visible dans la legende et droits d'auteur sont indiquees dans la description detaille.

Le Citizendium est une association a but non-lucratif et nous n'avons pas de moyens pour financer des illustrations pour nos articles.

Less formal example, to an artist

Hello Mr. #####.

I am wondering if I might obtain your permission to use photos of your "Butlers in Love" series as found at http://www.magnoliaeditions.com/Content/Stock/Stock.htm. The use will be as part of an adjunctive gallery, "Butlers in Art", to a Citizendium encyclopedia article I am co-authoring. Citizendium is a non-profit free online encyclopedia. Volunteer credentialed experts—professors at universities, for most subjects, as in this case—vet articles for accuracy and indicate so through an approval process that shares checks with peer review. The article your art will appear as part of is located at http://en.citizendium.org/wiki/Butler

You will of course be credited in a byline just beneath the photos, as in this example: http://en.citizendium.org/wiki/French_fries/Gallery

As well, the photos will be conspicuously labelled on the image upload page as in this example: http://en.citizendium.org/wiki/Image:Alden_Nowlan.gif

Since Citizendium is a non-profit run by volunteers worldwide, it organizationally has no funds for licensing of images. Nevertheless, we would be very grateful if you would kindly grant the permission as a public educational service.

Additionally, I would appreciate if you might dialog with me some about your intent in creating this series. For example, what "message" are you hoping to convey in the pieces?

Kindly let me know,