Why This Step Matters More Than You Think
You have found the perfect scale for your thesis. It measures exactly what you need, it has been used in dozens of published studies, and your supervisor loves it. There is just one problem: you are not sure whether you are allowed to use it. If you are wondering how to get permission to use a published scale in your research, this guide walks you through the whole process — from finding out who owns the rights to writing the email that gets a yes — so you can collect your data with confidence and without an awkward email from a publisher later.
Here is the short version: most published scales are copyrighted works. Using one without permission is not a minor technicality. It can delay your thesis examination, force you to drop a measure after you have already collected data, or cause problems when you submit your paper to a journal. Getting permission is usually straightforward, it often costs nothing, and it protects your work. It just takes a little planning — ideally before you start collecting data, not after.
First, Check Whether You Even Need Permission
Not every scale requires a formal permission request, so do this check before you email anyone:
- Public domain or explicitly free scales: A few well-known scales are free to use for research. The PHQ-9 and GAD-7, for example, are freely available with no permission or fee required. Some authors state in their original article that the scale may be used freely for non-commercial research. If you find such a statement, save a screenshot or PDF of it for your records.
- Open-access licences: Some scales are published under a Creative Commons licence. Check the licence terms — many allow reuse with attribution, but a “non-commercial” or “no derivatives” clause may still restrict how you use the scale.
- Your university’s licences: A few universities hold institutional licences for commonly used commercial scales. Ask your department or library before paying for anything yourself.
- Translated or adapted versions: Using a translated version of a scale still requires permission from the original copyright holder, and usually from the translator too. Translating a scale does not make it yours.
If none of these apply, you need to ask. That is normal — researchers request scale permissions every day, and most copyright holders expect it.
Step 1: Identify the Copyright Holder
The copyright holder is usually one of three parties: the scale’s author, the journal or publisher that published it, or a licensing company that manages it on the author’s behalf (Mind Garden, for example, manages several well-known scales). To find out who holds the rights:
- Read the original article. The copyright notice is usually on the first page, and the article often says who to contact for permission.
- Check PsycTests or the publisher’s page. The APA’s PsycTests database and publisher websites usually list permissions information for each scale.
- Search the scale’s name plus “permission”. Many authors and publishers have a dedicated permissions page or a standard request form.
- Look for a licensing company. If a scale is managed by a company such as Mind Garden, you will apply through that company’s website rather than emailing the author directly.
Write down the name of the copyright holder and the exact title of the scale as it appears in the original publication. You will need both in your request email.
Step 2: Find the Right Person to Contact
For author-held scales, contact the corresponding author of the original article — their current email address is usually on their university profile page. If the author has retired or moved, try a co-author or the author’s departmental office. For publisher-held scales, use the publisher’s permissions department or its online request form (many publishers use RightsLink). Avoid messaging authors on social media for this: a formal email creates the written record you will need later.
Step 3: Write the Request Email
Keep your email short, polite, and specific. Copyright holders say yes far more often when they can see exactly what you are asking for. Include: who you are and where you study; the exact name of the scale; the title of your thesis or study; how many participants you expect; whether the use is non-commercial academic research; whether you need to translate or modify any items; and a promise to cite the original publication. Here is a template you can adapt:
Subject: Request for permission to use [Scale Name] in academic research
Dear Dr [Last Name],
I am [Your Name], a [Master’s/MPhil/PhD] student in [Department] at [University], supervised by [Supervisor’s Name]. I am writing to request permission to use the [Scale Name] in my [thesis/dissertation] titled “[Title of Your Study]”.
The study will involve approximately [number] participants and is for non-commercial academic purposes only. I will use the scale in its original form and will not modify any items without your approval. I will cite the original publication ([Author, Year]) in my thesis and in any resulting publications.
If permission is granted, I would be grateful if you could confirm this in writing. Thank you very much for considering my request.
Kind regards,
[Your Name]
[University and Department]
[Your Email Address]
Attach nothing unless asked. If you need a translated version, say so in the first email rather than surprising the author later — translation requests are common and usually approved, but they sometimes come with conditions.
Step 4: Be Ready for Fees and Licence Conditions
Many authors grant permission for student research free of charge. Some scales, however, carry a fee — especially those managed by licensing companies, where a student licence may cost a modest amount and a commercial licence considerably more. Read any licence carefully before you agree to it. Common conditions include: use only for the stated study, do not distribute the scale to others, do not post the full items online, and include a specific acknowledgement line in your thesis. If a fee is beyond your budget, ask your supervisor or department whether funding is available before you give up on the scale — and keep the written licence, because journals sometimes ask to see it.
Step 5: Follow Up, Then Keep the Proof
Allow two to four weeks for a reply; authors are busy and permission requests are not urgent to anyone but you. If you hear nothing after two weeks, send one polite follow-up. Once permission is granted, save the email or licence letter in two places — your thesis folder and a backup — and keep a copy to include in your thesis appendix if your university requires it. A verbal “sure, go ahead” is not enough: you need written permission, because examiners and journal editors may ask for it months or years later.
Step 6: Use the Scale Correctly and Acknowledge It
Permission is not the end of the job. Use the exact items as published unless the copyright holder approved changes, score the scale exactly as the manual or original article instructs, and cite the original publication every time the scale appears in your thesis or paper — not just in the reference list, but in the methods section where you describe it. If you translated the scale, describe the translation process briefly and credit the translator. Careful acknowledgement is both good scholarship and part of the deal you made when you asked for permission.
Worked Example: Ayesha’s Permission Request
Ayesha is an MPhil psychology student who wants to use a published self-esteem scale in her thesis on academic stress. She finds the scale in a 1965 journal article and learns from the author’s university page that the scale is free for research use, with a note asking users to cite the original paper. She saves a screenshot of that note, emails the author anyway to confirm, and receives a written reply within a week granting permission for her thesis. Her whole process takes nine days and costs nothing — but the key point is the order: she checked the rights, confirmed them in writing, and only then started collecting data. If she had collected data first and discovered later that the scale required a paid licence her department could not afford, she would have had to redesign her study.
Common Mistakes to Avoid
- Collecting data before asking. Permission can be refused or priced beyond your reach. Always ask first.
- Assuming a scale is free because it is widely used. Popularity is not a licence. Many heavily used scales are strictly copyrighted.
- Emailing the wrong person. Asking a co-author who does not hold the rights wastes weeks. Check who actually owns the copyright first.
- Forgetting to mention translation or modification. Permission for the original version does not automatically cover a translated or shortened version.
- Losing the written permission. Save the email or licence letter immediately. “The author said yes” is not evidence without a record.
- Posting the full scale online. Most licences forbid sharing the items publicly, including in an online thesis appendix — check before you upload.
Frequently Asked Questions
How long does it take to get permission to use a published scale?
Most authors reply within one to four weeks. Publisher permissions departments and licensing companies can take longer, sometimes four to six weeks, so start the process at least two months before you plan to collect data.
Do I need permission if I only use a few items from a scale?
Yes, in most cases. Using part of a copyrighted scale is still using copyrighted material, and it also weakens the scale’s validity — the scoring and interpretation were designed for the full set of items. If you need a shorter measure, look for a validated short form instead.
What if the author does not reply?
Send one polite follow-up after two weeks. If there is still no reply after a month, contact a co-author or the publisher, and ask your supervisor for advice. Do not assume silence means permission — it does not.
Can I use a scale I found in someone else’s thesis?
Only with the copyright holder’s permission. A thesis author does not own the scale they used, so their permission does not cover you. Go back to the original source and ask the holder.
Does permission cost money?
Often nothing for student research, especially when the author holds the rights. Scales managed by licensing companies usually charge a fee, with reduced student rates. Always confirm the cost before you agree to a licence.
Key Takeaways
Getting permission to use a published scale is a normal, expected part of doing research — not a bureaucratic obstacle. Identify the copyright holder, check whether the scale is already free to use, write a short specific email, allow plenty of time, and keep the written permission safe. Do it before you collect data, and your thesis, your supervisor, and your future journal editor will all thank you.