Copyright at University Libraries, Virginia Tech, Sample Request Permission Letter


To:   [copyright holder]

Virginia Polytechnic Institute and State University

Re:  Permission to use copyrighted material


University Libraries at Virginia Tech has expanded its Reserve Desk to include online access to class materials for its university community. Students and faculty can access class materials from their dorms, campus computer labs, homes, and offices through the World Wide Web. Materials available through electronic reserve are accessible only by the university community whose Internet addresses are, through proxy servers that authenticate VT students and faculty, or to patrons using workstations in the University Libraries. Such measures assure compliance with fair use guidelines through both the manual and the online systems. At the close of the term, the [article/chapter] will no longer be accessible through ereserve.


As the copyright holder, I would like your permission to scan the [article/chapter] described below so that the University Libraries can provide online access to the VT's university community through its electronic reserve system during the [term and year]. The reproduction will faithfully copy the work in its entirety and will include the copyright notice.


[author(s), article/chapter title, journal/book citation]


If you agree, please sign here


and return this letter to me at:


If you have questions, concerns, or if you would like additional information, Gail McMillan, Director of the University Libraries' Scholarly Communications Project, will discuss them with you. She can be reached by e-mail ( ), phone (540-231-9252), and fax (540-231-3694). You may access the Virginia Tech reserve system at

Use statistics

If you would like information about how many times this [article/chapter] was accessed during the semester, she can provide it at the close of the term if you contact her.

I sincerely hope you will allow continued "fair use" by my library and my students in this new electronic environment. Thank you for considering my request.