🛠️ How to Use This Template

Use the database below to log every piece of third-party content you plan to include in your book. You’ll also find some information on why permissions clearance matters and how to go about it.

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Useful Resources

Understanding Copyright & Fair Use

• U.S. Copyright Office – https://copyright.gov

Official source for copyright law, registration, and FAQs.

• Stanford Fair Use Guide – https://fairuse.stanford.edu

Clear explanations of what qualifies as fair use, with examples.

• Authors Alliance Guide to Fair Use – https://www.authorsalliance.org/resources/fair-use/

Especially helpful for academic and nonfiction authors.

Licensing & Permissions

• Creative Commons License Chooser – https://creativecommons.org/choose

Helps authors select and apply a CC license for their own work.

• Copyright Clearance Center – https://www.copyright.com

A service for obtaining permissions for published content.

• Getty Images Rights & Licensing – https://www.gettyimages.com/license

For authors using editorial or stock photography.

Tools & Templates

• Permissions Request Template (Authors Guild) – https://www.authorsguild.org

Sample emails and contracts for requesting permission.

• Public Domain Review – https://publicdomainreview.org

A curated archive of public domain texts and images.

• Creative Commons Search – https://search.creativecommons.org

Find CC-licensed content across multiple platforms.

Publishing & Legal Support

• Editorial Freelancers Association (EFA) – https://the-efa.org

Find professional editors who can help flag permission issues.

• Authors Guild Legal Services – https://www.authorsguild.org/legal-services/

Legal support for U.S.-based authors (membership required).

Tracker

Third Party Permissions Tracker

Why Permissions Clearance Matters

Even if your book is original, you may be using content that belongs to someone else: quotes, lyrics, images, interviews, or research. Securing permissions ensures:

• You’re legally protected from copyright infringement
• You respect the intellectual property of others
• Your book won’t be flagged or removed by distributors

When Do You Need Permission?

You typically need permission if you use:

Text

• Quotes from copyrighted books, articles, or blogs
• Song lyrics (even short excerpts)
• Poems, scripts, or speeches
• Translations of copyrighted material

Visuals

• Photographs, illustrations, or artwork not created by you
• Charts, graphs, or infographics from other sources
• Screenshots from websites, apps, or media

Audio/Interviews

• Transcripts or recordings of interviews with identifiable individuals
• Quotes from podcasts or videos
• Any third-party audio embedded in digital formats

Data & Research

• Tables, statistics, or findings from proprietary studies
• Excerpts from academic papers or textbooks
• Government data (check if public domain or licensed)

How to Secure Permission

1. Identify the rights holder
2. Contact them with a clear request ⁠◦ Describe what you want to use, how, and where it will appear ⁠◦ Include word count, format (print/eBook), and distribution scope
3. Get written permission ⁠◦ Email or signed document ⁠◦ Include terms: attribution, usage limits, revocation rights
4. Keep records ⁠◦ Store all permissions in a dedicated folder or in the tracker above (under the “File” column) ⁠◦ Note expiration dates or usage conditions

What If You Can’t Get Permission?

• Replace with original content or royalty-free alternatives
• Paraphrase instead of quoting directly
• Use public domain or Creative Commons materials
• Limit usage to what qualifies as fair use (but consult a legal expert if unsure)

Tips for Nonfiction Authors

• Start early—permissions can take weeks to process
• Keep all correspondence and agreements in one place
• If permission is denied, replace or revise the content
• Use public domain or Creative Commons alternatives when possible
• Consult a legal expert if you're unsure about fair use

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