Request Permission to Cite a Colleague’s Unpublished Work

Pin down the material and purpose

Avoid a broad request such as “Can I cite your research?” Your colleague needs to know which version or item you mean: for example, a draft section dated [date], a particular slide, or a preliminary table. If you are unsure which version is current, say so and ask them to identify the material they are comfortable discussing.

Then name the intended use in plain terms. Explain whether you want to quote a sentence, summarize a finding, reproduce a figure, or mention that the work is in progress. Include the title of your report or presentation, its audience, and whether it will be circulated outside your team. A reference in an internal draft is not necessarily the same request as inclusion in a public presentation.

Ask for both permission and boundaries

A useful request does not treat permission as all-or-nothing. Invite your colleague to specify what is acceptable: a short summary but not a direct quotation; a citation without an attached copy; or use only in a named presentation. Ask whether any parts should be left out because they are preliminary, sensitive, or likely to change.

Make clear that you will not treat permission to refer to the material as permission to distribute the underlying file. If the material contains information from other people or teams, ask whether your colleague can authorize the proposed use or whether someone else should also approve it. Respect any workplace review process that applies; a colleague’s reply may not be the only required approval.

Set attribution without assuming a format

Ask how your colleague wants to be credited rather than choosing a title or affiliation for them. Offer practical options, such as naming them and identifying the work as an unpublished draft, or using a description they provide. Confirm whether they want a date, draft title, team name, or another detail included.

Attribution should not imply endorsement. If your report draws a conclusion beyond what the colleague’s material says, distinguish your interpretation from their work. You can offer to share the sentence, slide, or reference entry you plan to use so they can check whether it represents the material accurately.

Editable request

Replace the bracketed fields and remove options that do not apply. Keep the request focused; attach or quote only material you are authorized to share.

To: [colleague@example.com]
Subject: May I refer to your [draft/slide/data item] in [report or presentation]?

Hi [Name],

I’m preparing [report or presentation title] for [audience or group], planned for [date or circulation period]. Would you be comfortable with me referring to your [specific unpublished material and version/date] in it?

My intended use is to [quote a short passage / summarize a finding / refer to a figure or idea]. The proposed wording is: “[brief proposed wording].” The material would be seen by [intended audience] and [would/would not] be shared beyond that group.

How would you like the work attributed? I was considering “[proposed name, title, and description],” but please suggest wording you prefer. Please also let me know whether this use is within scope, whether I should omit or qualify anything, and whether I may include the underlying figure or file. I understand that permission to refer to it does not necessarily mean permission to distribute the material itself or imply your endorsement of my conclusions.

If you can reply by [date], I can incorporate your guidance before [next step]. If this use is not suitable, I can leave it out.

Thanks,
[Your name]
[Your role or team]

Make the approval specific

If your colleague agrees, check that their answer covers the material, wording, audience, and attribution you proposed. A reply such as “sure” may not resolve whether they approved a direct quote, a public slide, or circulation of an attachment. If any part is unclear, ask one concise follow-up and restate the proposed use.

Keep the relevant email with your working materials, and record any limits alongside the citation or draft. This is a practical way to remember the agreed scope, not a guarantee of legal permission or proof of every approval required. If the audience, wording, or distribution changes, check again rather than assuming the earlier response covers the new use.

Check before you share

Before sending or presenting the finished work, compare it with the colleague’s response. Confirm the version and attribution, make sure the wording has not grown beyond what they approved, and remove any file or detail they did not authorize. If they requested a correction or qualification, apply it where the reference appears—not only in your notes.

If you do not receive a clear response by your deadline, do not treat silence as approval. Leave the material out, use an independently available source if appropriate, or adjust the schedule to allow time for confirmation. A respectful request gives your colleague a real choice and gives you a clear basis for deciding what can be included.

• Material and version identified
• Use, audience, and distribution stated
• Attribution and limits confirmed
• Final wording checked against the reply