A figure can make a presentation clearer, but finding it online does not tell you whether you may reuse it. Before adding it to your slides, identify who controls the rights and describe exactly how, where, and to whom you plan to show it. A clear, specific request makes it easier for the rights holder to assess your use and for you to follow any conditions. Use the steps and editable email below to ask for permission and keep a reliable record of the response.
The useful bits
- Check the figure’s source and who handles reuse requests before writing.
- Describe the audience, format, distribution, and any edits you plan.
- Keep the written permission and follow its attribution and use conditions.
Identify the figure and the right contact
Start with the exact figure, not just the article or report it appears in. Note its title or caption, figure number, creator if listed, publication name, publication date, and a page number or stable web address. If you found the image in a search result or a presentation, trace it back to its original source before asking.
The author, publisher, organization, or another rights holder may handle permissions; the creator is not necessarily the person who can grant them. Check the source’s reuse or permissions information, and contact the listed rights or permissions address if there is one. If ownership is unclear, ask who controls permission rather than assuming that the person who shared the figure can authorize reuse.
Describe the proposed use so it can be evaluated
Give enough detail for the rights holder to understand the request without having to guess. State whether the presentation is for work, a conference, training, teaching, or another purpose. Identify the expected audience, whether the slides will be shown live or shared afterward, and whether distribution is internal, public, or limited to a particular group.
Explain whether you want to reproduce the figure as published, crop it, resize it, recolor it, add labels, or combine it with other material. If you do not know how many people will attend, say so rather than inventing a figure. Do not imply that a permission request is approval: wait for a clear written response before using the figure in the proposed way.
Use an editable, specific email
Replace every bracketed field with accurate details. Include a copy or description of the figure when practical, but avoid sending a large attachment if the contact has not requested one. A concise subject line helps the recipient recognize that you are asking for permission, not merely notifying them of planned use.
Subject: Permission request to use [figure number/title] in a presentation Hello [rights holder or permissions contact], I am requesting permission to reproduce [figure number and title or caption] from [publication title], by [creator, if listed], published by [publisher or organization] in [year]. The figure appears on [page or section] and can be identified here: [source address or other location]. I would like to use it in [presentation title or topic] for [audience and purpose]. The presentation will be [shown live/shared afterward] with [intended audience or distribution]. I plan to [use it unchanged / describe the specific edits]. Would you grant permission for this use? Please let me know any required credit wording, limits on sharing or editing, or other conditions. If you are not the rights holder, could you direct me to the appropriate contact? Thank you, [Your name] [Role or organization, if relevant] [Contact email]
Check the attribution and the scope
Before sending, confirm that the figure details match the source and that your description covers the actual plan. A request to show slides to a team does not necessarily describe posting those slides publicly later. Likewise, permission to use an unaltered figure does not automatically answer whether a crop or annotation is acceptable.
Ask what credit line the rights holder requires and where it should appear, such as beneath the figure or in a references slide. If you want to change the figure, ask specifically about those changes. Do not treat attribution alone as permission; credit and authorization are separate matters.
- Source and figure identified precisely
- Audience, purpose, and slide-sharing plan stated
- Edits described, or explicitly ruled out
- Required credit wording and placement requested
Wait for a clear written answer
Save the sent request and the reply in a place you can find when preparing or updating the slides. Check that the reply comes from someone authorized to address reuse, and read its conditions carefully. A response may allow only a particular audience, format, duration, or version of the figure; it may also request a fee or direct you to another rights holder.
If the answer is unclear, ask a focused follow-up before using the figure. If you do not receive a reply, do not treat silence as approval. Either follow up through an appropriate contact or choose material for which you have confirmed permission or another suitable basis for use.
Confirm the permission matches the finished slides
Before presenting, compare the approved use with the final deck: figure, edits, audience, and any later sharing should stay within the written terms. Add the required attribution where specified, and keep the permission record with the presentation materials. If your plans change—for example, you decide to publish the slides online—ask whether the existing permission covers that additional use.
You can confirm the request worked by checking that you have a written response from the appropriate contact, that it clearly covers the use you intend, and that the slide includes the requested credit. If any of those points is missing, resolve it before relying on the figure.
About this guide
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