[tab name=’Guidelines’]

Guidelines : Refusing Permission

Refusing Permission

Guidelines and Alternate Phrases

• Begin on a neutral or positive note about the specific permission request.
• Thank you for writing us about reprinting the newsletter column by Meg Whittier.
• We appreciate your kind comments about Mark Hatter’s new book, Time and Tax.
• We’re glad you enjoyed our editorial on creative penalties for drunk drivers.
• Explain your reasons and then decline to give permission.
• Mention any conditions under which you will reconsider.
• If there were no fees involved in your workshops, we would be happy to grant such permission.
• If the design is changed in later printings of your brochure, we will be happy to re-evaluate your request.
• Reestablish rapport with a general goodwill statement.
• Thank you for writing.
• We wish you well in your training project.
• Let us know if we can provide assistance in another way.
• We appreciate your letting us know of your interest in the material, and we wish we could help.

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[tab name=’Example 1′]

Example 1: Refusing letter to editor

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Jack:

I received your note about using the Hartford story in your upcoming tour. As you know, tales have a way of growing through retelling–particularly, my retelling. To be quite honest, I’m not sure all the figures I used are exactly correct. Time muddles the memory, and I don’t even know how to tell you where I got the numbers so you can verify and update them.

I know Raymond is depending on this media blitz to turn things around, and I believe we know each other’s thinking sufficiently so that I am correct in assuming you want every incident to be accurate and verifiable for any press people who would pick things apart. For all these reasons, I’d rather you not quote me and not use the story.

My best wishes for your tour efforts.

Sincerely,
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[tab name=’Example 2′]

Example 2: Refusal letter for reprint article

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Singer:

We received your request to reprint the material from Joe Davis’s article as it appeared in our company magazine. We get such requests frequently and like to think they are a compliment on the informative nature of our articles.

Several years ago, we did try to evaluate each reprint request that came to us as to its use and any possible liabilities relating to the situation. However, we have found this follow-up investigation too prohibitive in both time and cost. Therefore, we have recently established a company policy not to allow any such reprints of articles from our company newsletter. I am sorry.

Perhaps we can help you in another way sometime. If so, please write again. Best wishes with your other research and the final manuscript.

Sincerely,
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[tab name=’Example 3′]

Example 3: Permission decline letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Winger:

We are pleased to hear about your new seminar, Managing People Effectively, and to learn of your interest in our annual Memphis Management Institute.

As you may be aware, our trainers have spent more than five years assembling the case studies and other handout materials they use in this management training program. Some of the research and ideas came from our in-house staff; other materials have been purchased from outside sources. Because it would be impossible to trace the sources of all such materials and because of the fear of granting permission to rights we ourselves do not own, we must decline permission for our course materials to be used outside our own organization.

If we can help you with one specific class exercise, please write us again, and we will see if we own the copyright to that specific material. If indeed your selection has been developed by one of our staff trainers and if you can be more specific about your plans and audience, we will be happy to grant limited use.

We are most flattered by your interest and comments on the quality of our management training. Our best wishes as you develop your own seminar sessions.

Sincerely,
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