1. This is a brief but sharp-toned letter about how the reader can use your material. If you want to restrict the reader about using your material, convey it in a polite way. Explain the reader that the copyright of some material does not belong to you. Also, let the reader know how he or she could reach the actual owner.
  2. Mention strictly about the permissions to use your material.
  3. State the fees you would charge for using your material.
  4. You may have concerns about publishing your material. Request for drafts before the material gets published.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Thank you for your interest in the research I did about ancient Asian civilizations. I would be more than happy to allow you to use the short essay I wrote, summarizing my findings during the 2-year trip I took to China. I hope that your class will learn a lot from it and gain as much enlightenment as I did.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Example letter of approval to use data on Asian civilization.

Further things to consider when writing approval letters to authors

Approval Letters

Approval letters are letters written to show that a person has officially agreed to something or accepted something as satisfactory. Approval letters simply mean that something (loan, mortgage, sick leave, etc.) has been approved. There are many reasons for which approval letters may be written. Some of the common ones include giving permission at work, to approve a loan or finances, and to approve or endorse a construction project, just to mention a few.

If you are a creditor, working with a government body, or an employer with staff, chances are you will be required to know how to write an approval letter. You need to be aware of the writing style and the basic rules for writing such letters. Be friendly and relaxed and convey the message in a pleasant tone. Open the letter with a confirmation of the approval giving reasons for the approval where necessary. If the recipient is required to take further actions, state so clearly. Give all the relevant information including the contact details. Include any agreements or arrangements made. End the letter with a positive tone and a note about the service or offer where appropriate.

Letters to Authors

Letters to authors are letters written to writers of books, reports, or articles. Such letters are used to express appreciation of the authors' work and to motivate them to produce even better pieces. In rare cases, letters to authors may be used to point out mistakes in their work. A letter to the author can be of great help to the recipient in that it could help him/her know whether his/her piece is reaching the intended audience. It could also be a great opportunity for the author to learn and understand what he/she needs to do to produce a masterpiece.

Letters to authors can be formal or informal depending on the relationship you share with the recipient. If the recipient is a person you have never met, for example, use a professional and formal tone. On the other hand, if you know your recipient on a personal level, you may choose to go casual. Regardless, your letter should be brief and should only carry the intended message. Keep it classy and avoid making mean comments. Be specific and know exactly what you are talking about. If you feel that the recipient needs to improve, offer improvement suggestions. Close positively.

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