Use this guide if your book includes quotations, images, charts, lyrics, poems or other material created by someone else. Permissions can take weeks, so start well before publication. This is general information about UK copyright; for complex or high-value use, seek advice from a qualified adviser or the Society of Authors.
Step by step
List all third-party material
Go through the manuscript and list every quotation, image, chart, table and extract you did not create. Record the source, length and where it appears. Mark anything longer than a short quotation and all images.
Decide what needs permission
Short quotations used for criticism, review or quotation and properly acknowledged may fall under fair dealing, but there is no fixed safe word count. Images, song lyrics, poems and longer extracts usually need permission. Material may be out of copyright if the creator died long enough ago, but check carefully.
Find the rights holder
For books, start with the publisher's permissions department. For images, contact the photographer, agency or collection. Record every contact attempt with dates.
Send a clear request
State exactly what you want to use, the book title, formats, territories, estimated print run and publication date. Ask for any fee and the credit wording they require.
Keep written records
Save each permission letter or email with your book files. Note any conditions, such as credit wording or limits on formats. Replace or remove material where permission is refused or unaffordable.
Credit correctly
Add credits as required, either next to the material or in an acknowledgements or credits section. Check every credit at proof stage.
Ready-to-use checklist
- Third-party material listed
- Fair dealing decisions noted
- Rights holders identified
- Requests sent with full details
- Permissions saved in writing
- Conditions recorded
- Refused items replaced
- Credits checked at proof
Practical tips
- Use your own photographs or diagrams where possible to reduce permissions work.
- Paraphrasing an idea with a reference often avoids a permission request, but do not closely copy the wording.
- Keep a permissions spreadsheet with status, fee, conditions and credit line for each item.
Common problems
I cannot find who owns the rights.
Record your search. The Intellectual Property Office runs an orphan works licensing scheme in the UK for some cases; otherwise consider replacing the material.
The fee is too high.
Ask whether a lower fee applies to smaller print runs or fewer formats. If not, use a shorter extract, a paraphrase or a different source.
I found an image online with no information.
Do not assume it is free to use. Use a reverse image search to trace its origin, or choose images with a clear licence that allows your use.