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Home > Book Production Guide > Cambridge > Humanities & Social Sciences > Manuscripts in LaTeX > Permissions
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Important notes

It is preferable that you use your own material for illustrations, figures and tables, or that you adapt other material, rather than reproducing from another source. If material is taken directly from another source without substantial modification you must obtain written permission from the copyright holder, who may be a scientific society, author or publisher. Note that hospitals hold copyright for any photographs taken during the course of work done on their premises and permission has to be obtained from the patients if the subjects of the photograph can be recognised.

Part of our standard contract with authors and editors is that you are responsible for obtaining the necessary permissions for materials from other sources used in the book. If you did not create the material used in the book, or it has been published elsewhere, you will need to get permission from the copyright holder of the material. This applies even if it is material created by you, but used in another book or journal article, as you may not be the copyright holder.

Do not wait until you have submitted the book before obtaining permissions. There is always a chance the permission won't be given. The figure will then have to be removed, which may mean you will have to adapt the text.

Materials from another source must always be acknowledged at the end of the caption. Material has to be substantially modified to avoid needing permission to reproduce. Cosmetic changes such as tinting, relabeling or redrawing are not enough.

It is important that you request all permissions as soon as you have the necessary details so that any fees can be settled and you can insert any special credit lines into the captions before the typescript is sent to the typesetter. If in doubt, please consult your Press editor.

It is very important that you complete full details of your permissions on the Illustration checklist, which lists what type of permission you have. You must also supply a copy of each permission you receive, labelled with the figure it corresponds to in the book. We will not begin any production work (copy–editing, typesetting, etc.) on your book until we have the completed spreadsheet and copies of all permissions. This is because without permissions information we will be unable to create an electronic version of your book, which is important because ebooks now form an increasing percentage of total book sales.


If taken from material still in copyright, quotations will require permission from the copyright holder if they are to be reproduced in any form. Copyright applies to anything published during the life of the author or in the seventy years following his/her death.

Texts of previously out of copyright works that have since been edited and now appear in revised editions may also be in copyright.

If the quoted material is subjected to a direct critical analysis or review (where the actual lines quoted are engaged with critically, rather than being reproduced merely in order to illustrate a point), it may be covered by the fair-dealing clause of the Copyright Act and permission may not need to be applied for, although the source will still need to be acknowledged. If you are unsure whether something will be covered by fair dealing, please contact your Press editor.