Permissions and formatting essentials

Avoiding the three most common pitfalls

1. Outstanding permissions

Not clearing all permissions can cause major delays and put your manuscript on hold.

Follow these tips to get accurate clearance:

  • Plan ahead: Permissions can take weeks or months to process, so start early.

  • Avoid using: Song lyrics, poetry, copyrighted quotes from famous people, and film stills.

  • Check public domain: Works published before 1923 or explicitly released into the public domain may not require permission.

  • Use Creative Commons: Look for materials licensed under Creative Commons, which often allow free use with attribution.

  • Personal copies: Keep a record of all permissions granted, including signed agreements or email confirmations.

Steps to clear permissions

Identify and contact copyright holders

  • Determine who owns the rights to the material you wish to use. This could be the author, publisher, artist, or organisation. For journal articles or book excerpts, check the publisher’s website or copyright page.

  • Write a formal request explaining how you intend to use the material (e.g., in a book, for educational purposes).

Use permission clearance services

If contacting copyright holders directly is not feasible, use professional services to streamline the process. Examples include:

  • Copyright Clearance Center (CCC): Ideal for clearing permissions for text excerpts, journal articles, and book content. Visit CCC

  • PLS Clear: A UK-based service for clearing permissions for books, journals, and other published works. Visit PLS Clear

  • RightsLink: Often integrated into publisher websites for clearing permissions for figures, tables, and excerpts. Visit RightsLink

Check out our in-depth guide for some examples on permissions requirements.

2. Image quality

To ensure your images look their best in print, we need high-resolution files that are clear and appropriately sized. For the best results, please send images as separate files rather than embedded in Word documents (unless they’re editable within Word). This helps us maintain the quality you want for your finished book.


For the best image quality in your book, here are our top tips:

  • Quality checking: Ensure all images are high-resolution (at least 300 DPI for print) and free from pixelation, blurriness, or distortion. Check for proper lighting, contrast, and colour balance.

  • File format: Submit images in editable formats like PNG, PDF, GIF, JPEG or TIFF, whenever possible. Avoid screenshots or low-quality scans.

  • Labelling and organisation: Clearly label files in line with their place in the chapter ‘Figure 1.1, Figure 1.2 etc).

  • Editable versions: If the image was made in Microsoft Word or PowerPoint, please include the editable version.

  • Test viewing: For photographs and screenshots, check the file size (right click and select ‘properties’ or ‘file info’. Also, zoom in to check for clarity and detail before submission.

3. Your essential accompanying documents

Including all accompanying documents helps keep your book on track and ensures our editorial and production teams have everything they need to deliver the best results.

Here’s how each document supports your project:

  • Author questionnaire: This includes endorsements, index preferences, and author biography. Missing this document can delay decisions on indexing, endorsements, and promotional planning.

  • Notes for the copy-editor: These help your copyeditor understand your specific preferences, terminology, and formatting requirements, ensuring they can work efficiently and deliver exactly what you’re looking for.

  • Permission declaration form: This confirms that all permissions for copyrighted material have been obtained. Missing this form can halt production until permissions are verified.

  • Art log: The art log lists all figures and tables, ensuring they are accounted for and correctly placed in the manuscript. Without it, production teams may struggle to organise visuals, causing errors and delays.

Submitting these documents helps create a smooth workflow, reduces the need for follow-up questions, and keeps your publication moving forward on schedule.

Where to next?

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