Preparing Your Manuscript for Production

• Preparing Your First Edition 
• Preparing Your Revision 
• Preparing a Book of Readings 
• Permissions 
• Model Releases 
• Sample Permission Letter (PDF) 
• Sample Permission Log (PDF) 
• Art and Photo Specifications 
• Supplementary Materials 
• Camera-Ready Copy 

PERMISSIONS

WHEN IS PERMISSION NECESSARY?

• No more than 500 words from any one source may be quoted in a work (text or supplement) without requesting permission. This number represents the total number of words. That is, if you use material from a source throughout your work, all of the quotations contribute to the 500-word limit.

 

 
 
 
 
 

• In addition, no more than 8% of a source's may be quoted. That is, if 500 words represents more than 8% of the source, permission must be requested to use the material.

 

 
 
 
 
 

• Permission is necessary to quote from Allyn & Bacon books published by another author. Please apply to our Permissions Editor at ab_permissions@abacon.com.

 

 
 
 
 
 

• Permission is necessary for any artwork from another source. If the art is from a secondary source, with a printed credit to a primary source, we only need permission from the primary source. However, if the secondary source adapted the art and we want to use that design, we must have permission from both sources.

 

 
 
 
 
 

• Permission is necessary for even one line of a poem or a song.

 

 
 
 
 
 

• Permission is necessary for unpublished theses, speeches, and letters. The content of a letter belongs to the person who wrote it, not the recipient.

 

 
 
 
 
 

• Permission is necessary for use of students' art or writings. If you want to use a drawing done by a child in your kindergarten class, you must have written permission from the parent or guardian.

 

 
 
 
 
 

• If you supply your own photos, send us Model Releases for anyone in the photos.

 

 
 
 
 
 

• While federal government publications are usually "public domain" (available for public use), they may include material such as studies done by private organizations for the government that may be copyrighted and therefore need permission.

 

 
 
 
 
 

• When in doubt, ask yourself who owns the copyright to the material and apply to that organization or person for permission. Our Permissions Editor (ab_permissions@abacon.com) may also be able to help you.

 

 
 
 
 
 

• Once you have determined which items require permission, you should organize your material and apply for permissions as soon as possible according to the procedures outlined above.

 

 
 
 
 
 

THE PERMISSIONS PROCESS

• Apply for permissions at least six (6) months before your manuscript is due. 
• Prepare a log of all permissionable items in order by chapter. 
• Contact the copyright holder or the party who has the right to grant permission with a written request for permission (see Sample Permission Letter (PDF)). You may find it easier to bundle all of your items from one source in one request. 
• Include a photocopy of the material for which you are requesting permission and of the permission letter for the copyright owner's files. 
• If you are editing the material in any way, you must clearly show that on the copy of the material and mention it in your permission request letter. 
• Always make a photocopy of the permission letter and material for yourself. Clip these together and file in a "pending file" until you receive a reply. These letters are your most reliable record that you did request permission and will come in handy if follow-up letters are needed. 
• Record all requests sent on your Permissions Log with the date they were sent (see Sample Permission Log (PDF)). 
• Contact your editor if the copyright holder requests specific publication data, such as the price of your book, format (paper or hard back), and print run. Publishers often use this information to determine how much they will charge for the permission. 
• Wait for the replies. Permissions offices are typically very busy and can take up to several months to get back to you. You may want to follow up with a phone call in one month if you haven't heard from your source. 
• Record the responses on your Permissions Log. If you were not granted permission, decide whether you would like to delete the material from your text or paraphrase it significantly. 
• Key the correspondence to the manuscript (i.e., mark permissions "Chap. 1, Item 1," etc.). If possible, keep the correspondence in the same order as the items appear in the text. 
• Read carefully any restrictions to the permission granted to be sure that you meet all of the conditions specified. If you do not comply with the restrictions, the permission is not valid. In some cases, you may have to sign the permission letter, return it, and wait for the final, approved form before the permission is valid. 
• Respond, as asked in the letter, to the copyright holder and/or their requests. For example, as a courtesy, many publishers ask that you ask for permission from the author as well. 
• File your permission responses in a "completed file." Attach a copy of your original letter and the quoted material. 
• When the file is complete, send all original permissions and your completed log to your editor. Keep a copy of the permissions and your log for your files.