A Writer’s Guide to Fair Use and Permissions + Sample Permissions Letter

when you need permission - fair use guidelinesAndrea Costa Photography/ Flickr

Note from Jane: This is a cornerstone post of my area, regularly updated.

Whenever you decide to directly excerpt, excerpt, or photocopy someone else’s work in your own–whether that’s a bible, blog, publication section, or something else–you have to consider, for each exploit, whether or not it’s necessary to seek explicit, law permission from the work’s creator or owner.

Unfortunately, excerpting or excerpting someone else’s work falls into one of the grayest areas of copyright law. It is not possible to legal convention contracting what capacity is OK to use without striving allow from the owner or pioneer of the material. Major legal clashes have been opposed over this question, but there is still no black-and-white rule.

However, probably the biggest “rule” that you’ll find–if you’re searching online or expecting around–is: “Ask explicit permission for everything beyond X.”

What constitutes “X” depends on whom you ask. Some “theyre saying” 300 messages. Some say one wrinkle. Some say 10% of the word count.

But any rules you find are based on a general institutional guideline or a person’s experience, as well as their overall solace level with the risk involved in instantly excerpting and excerpting operate. That’s why rulings and guidelines vary so much. Furthermore, each and every instance of repeating/ excerpting the same work may have a different react as to whether you need permission.

So there is no one rule you can apply, merely principles. So I hope to provide some precision on those principles in this post.

When time you NOT need to seek permission?

You do not need to seek permission for employment that’s in the public domain. This isn’t ever a simple matter to determine, but as of Jan. 1, 2020, it includes any operate published before 1925.( As of Jan. 1, 2021, it will include any cultivate issued before 1926. And so on .)

Some drudgeries published after 1925 are also in the public domain. Read this guide from Stanford about how to determine if a work is in the public domain .

You also do not need to seek permission when you’re simply mentioning the claim or writer of a run. It’s like citing a detail. Any period you territory unadorned facts–like a register of the 50 set out in the United States–you are not infringing on anyone’s copyright.

It’s also punishment to link to something online from your website, blog, or publication. Linking does not require permission.

Finally, if your usage falls within “fair use, ” you do not need permission. This is where we enter the trickiest expanse of all when it comes to permissions.

What constitutes “fair use” and thus doesn’t require permission?

There are four criteria for determining fair use, which voices straighten, but it’s not. These criteria are unclear and open to interpretation. Ultimately, when squabble originates over what constitutes fair implementation, it’s up to the courts to make a decision.

The four criteria are 😛 TAGENDThe purpose and character of the use. For example, a distinction is often constituted between commercial and not-for-profit/ school squander. If the purpose of your work is commercial( to make money ), that doesn’t mean you’re unexpectedly in violation of fair use. But it fixes your bag less affectionate if you’re borrowing a lot of someone else’s work to prop up your own commercial-grade venture.The nature of the copyrighted work. Point cannot be copyrighted. More artistic or imaginative drives generally get the strongest protection.The quantity and substantiality of the component used in relation to the entire quoted task. The rule does not offer any percentage or name counting now that we can go by. That’s because if the parcel excerpted is considered the most valuable part of the labor, you may be violating fair use. That said, most publishers’ guidelines for scribes give a rule of thumb; at the publisher I manipulated at, that guideline was 200 -3 00 statements from a book-length work.The effect of the use on the potential market for or appraise of the paraphrased run. If your application of the original wield feigns the likelihood that parties will buy the original occupation, you can be in violation of fair use. That is: If you paraphrase information materials extensively, or in a manner that is that the original source would no longer be required, then you’re maybe altering the market for the quoted make.( Don’t confuse this criteria with the purpose of recollects or denunciation. If a negative review would dissuade beings from buying the source, this is not related to the fair use discussion in this post .)

To further explore what these four criteria mean in practice, be sure to read this excellent article by advocate Howard Zaharoff that originally appeared in Writer’s Digest magazine: “A Writers’ Guide to Fair Use.”

In practice, if you’re only paraphrasing a few cases rows from a full-length book, you are most likely within fair application specifications, and do not need to seek permission. But to emphasize: every case is different. Also, much depends on your risk tolerance. To eliminate all possible risk, then it’s best to either ask for permission or eliminate call of the copyrighted material in your own work. Here’s a flowchart that allows you to evaluate what you might need to ask permission for.

Three important caveats about this chartNothing can stop someone from suing you if you use their copyrighted work in your produced work.The only road your exert of intellectual property rights is measured is by way of a dispute. That is, it is not possible to general policing of intellectual property rights. Therefore, how you administer copyrighted content depended on how threat averse you are. If you decide not to seek permission because you plan to use a bazaar employ rationale, be prepared with the best-possible case to defend your exploit of the copyrighted content in the event that you are sued.If you intend to produce material that is accessible worldwide and in digital form( such as material on the internet, ebooks, etc ), and if you are using content considered in the public domain in the United Commonwealth, you should double-check whether the content is also in the public domain in non-eu countries. You can learn more about this issue in The Public Domain by Stephen Fishman.

If you’re concerned about your risk, you can also search for the rights owner’s name and the keyword “lawsuit” or “copyright” to see if they’ve tried to sue anyone. However, time because someone hasn’t indicted yet doesn’t mean they won’t sue you.

If you seek permission, you need to identify the rights holder

Once you’ve decided to seek permission, the next assignment, and one of the most difficult, is identifying who currently helps intellectual property rights or licensing to the work. It will not always is clearly who the copyright holder is, or if the work is even under copyright. Now are your starting points.

First, validate the actual source of the textbook. Sometimes writers use excerpts from Goodreads or other online informants without supporting the precision of those excerpts.( As someone who is misattributed on Goodreads, I serves to confirm: parties are misattributed all the time .) If you don’t know the source, and you don’t know the length of the source work, and you don’t know if what you are quoting is the “heart” of the job, then you are putting yourself at risk of infringement.If you’re attempting permission to quote from a journal, look on the copyright page for the rights holder; it’s usually the author. However, presupposing the book is currently in print and on sale , commonly you contact the publisher for assent. You can also try contacting the author or the author’s literary worker or owned.( Generally, it’s best to be done in order to whomever seems the most accessible and responsive .) If the book is out of print( sometimes you can tell because editions are only available for sale from third parties on Amazon ), or if the publisher is out of business or otherwise unreachable, you should try to contact the author, presupposing they are listed as the rights holder on the copyright page.You can also check government records. Most published works, as well as other materials, have been officially registered with the US Copyright Office. Here is an excellent guide from Stanford on how to search the authorities concerned records .For photo or epitome dispensations: Where does the photo appear? If it’s in a newspaper, periodical, or an online publication, you should seek permission from the publication if the photo is taken by one of their faculty photographers or otherwise created by staff. If you’ve received the photo online, you need to figure out where it originated from and/ or who it’s primarily ascribed to.( Try utilize Google Image Search .) When in doubt, strive dispensation from the photographer, keeping in mind that countless photographers work through large-scale agencies such as Getty for licensing and allows. Photo allows can get complex quickly if they boast simulations( you may need a framework release in addition to permission) or trademarked produces. Now is an excellent, in-depth guide if you need it: Can I Use That Image ?

Generally, you or your publisher will want nonexclusive macrocosm freedoms to the mentioned textile. “Nonexclusive” means you’re not frustrating the copyright owner from doing whatever they want with the original fabric; “world rights” means you have the ability to distribute and sell your own work, with the mentioned fabric, in all regions of the world, which is almost always a inevitability given the digital world we live in.

Also, allow is generally granted for a specific print extend or period of time. For example, if you seek permission for a 5,000 -copy print lope, you’ll need to secure permission a second time if you go back to press.( And if you produce a second edition, you’ll need to seek permission again .)

A possible answer for some generators: PLSclear

PLSclear, a UK firm, can help secure permissions. It is a free work; here is the list of publishers that participate.

If you’re under contract with a publisher

Just about every traditional publisher provides their authors with a assents species to use for their programme( be sure to ask if you haven’t received one !), but if you’re a self-publishing author, or you’re working with a brand-new or inexperienced live, you may need to create your own.

To help you get started, I’ve created a sample allows symbol you can customize; it will be especially helpful if you’re contacting authors or individuals for assent. It will be less necessary if you’re contacting publishers, who often have their own form that you need to sign or complete.

To request permission from a publisher, tour their website and look for the Dispensations or Liberties bureau. Now are links to the New York publishers’ rights departments, with instructions on how to request permission.

Harpercollins dispensations datumPenguin Random House allows portalMacmillan dispensationsSimon& Schuster dispensationsHachette allowsWill you be charged for allow?

It’s hard to say, but when I acted at a mid-size publisher, we admonished scribes to be prepared to pay $1,000 -$ 3,000 for all required allows fees if they were quoting regularly and at length.( Publishers don’t cover permissions costs for writers, except in special cases .) If you’re aiming assent for expend that is nonprofit or educational in nature, the fees may be lower or waived.

What if you don’t get a response or the conditions are unreasonable?

That’s unfortunate, but there is little you can do. If you can’t wait to hear back, or if you can’t afford the costs, you should not use the work in your own. However, there is something known as a “good faith search” option. If you’ve gone above and beyond in your efforts to seek permission, but cannot influence the copyright holder, reach the copyright holder, or get a response from a copyright purchaser( and “youve had” documented it ), this will be weighed as part of the penalty for infringement. This is not protection, nonetheless, from being indicted or being found guilty of infringement.

How to avoid the necessity of attempting permission

The best room to avoid searching allow is to not paraphrase or excerpt another person’s copyrighted occupation. Some believe that paraphrasing or summarising the original–rather than quoting it–can get you off the hook, and in a number of cases, this may be acceptable. Ideas are not protected by copyright, but the construction of those ideas is protected. So, putting something in your own words or paraphrasing is usually okay, as long as it’s not too close to the way the original impression was expressed.

You can also try to restrict yourself to using work that is licensed and available under Artistic Commons–which does not require you to seek permission if your exploit is in accordance with specific guidelines. Learn more about Creative Commons .~ ATAGEND

What about aiming permission to use work from websites, blogs, or in other digital media?

The same rules apply to work published online as in more formal contexts, such as engrave bibles or magazines, but attitudes tend to be more lax on the Internet. When bloggers( or others) aggregate, repurpose, or otherwise excerpt copyrighted employment, they typically view such call as “sharing” or “publicity” for the original author rather than as a copyright contravention, specially if it’s for noncommercial or educational purposes. I’m not talking about wholesale piracy now, but about extensive excerpting or aggregating that would not be considered OK otherwise. In short, it’s a controversial issue.

Does fair use and dispensations are available to images, artistry, or another type of media?

The same rules apply to all types of work, whether written or visual.

Typically, you have to pay licensing or royalty costs for any photos or artwork you want to use in your own work. If you can’t find or contact the rights holder for an image, and it’s not in the public domain, then you cannot use it in your own work. You need explicit permission.

However, more and more epitomes are being issued by rights holders under Imaginative Commons rather than traditional copyright. To search for such personas, you can look under the “Creative Commons” category at Flickr or VisualHunt.

Note: If you find “rights-free images, ” that doesn’t mean they are free to use. It simply means they are usually cheaper to pay for and overall less of a hassle.

No permission is needed to mention song claims, movie titles, calls, etc.

You do not need permission to include song deeds, movie entitlements, TV support titles–any kind of title–in your work. You can also include the names of places, things, episodes, and beings in your work without asking permission. These are facts.

But: be very careful when mentioning song lyricals and poetry

Because chants and songs are so short-lived, it’s dangerous to use even 1 string without asking for permission, even if you think the use could be considered fair. However, it’s still fine to use song titles, poem titles, artist figures, band calls, movie titles, etc.

If you want to consult with someone on permissions

I recommend all my fellow members at Copy Write Consultants, who have experience in permissions and proper use of citations.

For more help12 Copyright Half-Truths by Lloyd Jassin at CopyLaw–addresses mistaken beliefs commonly held by columnists; Jassin’s entire blog is very useful and usefulnes readingCitizen Media Law: Drudgery Not Crossed By CopyrightIs It Fair Use? 7 Questions to Ask Before You Use Copyrighted Material by lawyer Brad FrazerCopyright Office FAQ: very helpful–addresses recipes, designations, hypothesis, identifies, and moreVery supportive interview with Paul Rapp, an intellectual property rights expert, over at Huffington Post. Discusses song poetics, mentioning famous people, what constitutes fair expend, and much more.Are You Worried Your Work or Ideas Will Be Stolen ?Sample Permissions Letter

Read more: janefriedman.com