Some publishers insist on the author writing or emailing them directly to request permission to upload a publication in a repository. If you are an author you may use the template below to construct your request. If you are acting on behalf of an author, you may use another template.
Dear [insert name of publisher's rights manager or similar],
I am writing to ask permission to mount a copy of an article of mine which was published in one of your journals in my institution's repository.
The article is:
[authors names] , [date], [title]
[journal name], [volume or number], [pages]
The institutional repository is a not-for-profit service for academic authors, providing access to the full-text of their publications. Full bibliographic details are given for each article, including the journal of original publication, etc.
If possible, I would like to use the finalised pdf version as it appears in print. The pdf version has an advantage over mounting my own version, in that it maintains consistency in appearance of the article wherever it is read. This also maintains a closer association of the article with the Journal, through the running headers and the journal house-style.
I would be grateful if you could contact me to give your permission for including this article and to pass on any conditions that are associated. If it would be possible to use the published pdf version of the article for this purpose, then please confirm this.
Thank you for your attention with this and I look forward to hearing from you.
SHERPA. (2006). Requests to publishers. Available from: http://www.sherpa.ac.uk/documents/request_template.htm Accessed 21 April 2009.
2 June 2009