Sample letter of approval to reprint an essay for Symposium


  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],

I am granting you permission to reprint and distribute my essay titled, ?The Golden Years of Victorian Literature? at the symposium you will be holding at the State University this May. I trust that you will give the proper credit where it is due and will only use this authorization for the event you specified.

As you will be giving your lecture in my alma mater, I have decided to waive my republishing fees.


[Senders Name]
[Senders Title] -Optional-

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

Sample letter of approval to reprint an essay for Symposium.

Further things to consider when writing approval letters to publishers

Further things to consider when writing approval letters to publishers

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 Publishers

Letters to publishers are letters written to individuals or corporations responsible for printing and distribution of printed and digital publications. Mostly, these are cover letters to introduce you and your book to potential publishers. Before writing to any publisher, it is important that you do your market research to find out which firms can publish the type of book you have written. An excellent starting point is the bookshops and public libraries. While at it, check the submission guidelines of each publisher to see which one is easier and more convenient to work with.

Letters to publishers should be formal and well-presented. Start your letter with a punchy subject line that catches the attention of the recipient. Talk about your book briefly; write a short paragraph that summarizes the most important details about your book. For instance, mention what makes your book different, whom it is written for, and what drove you into writing it. Mention any relevant qualifications and skills that qualify you to write your book. If you have published a book successfully before, make sure to mention it in your letter. Finalize by thanking the recipient for his/her time and consideration and provide your contact information.

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