What I Learned About Quoting From Letters While Researching Ted’s Story

My great Grandfather Jack, Ted's Cousin

When I first began writing about Ted — my great-grandfather’s cousin who was executed in 1916 and later pardoned — I knew the journey would involve difficult truths, military history, and some painful family discoveries. What I didn’t expect was the practical challenge of working with private letters written by researchers in the 1980s, whose words had become part of our family’s archive.

Among the papers handed down through the generations was a number of remarkable letters from researcher and author Julian Sykes. He supported my aunt’s investigation long before the files were officially opened. His letters were full of insight, interpretation, and information gathered during a time when so much of the data was embargoed. These letters added texture and humanity to our investigative story. As I started drafting the chapter, I naturally wanted to include them. They felt essential. And then the question hit me:

Am I actually allowed to quote this?

I own the letter, but I don’t own the copyright. Like many writers working with personal archives, I suddenly found myself wondering what I could and couldn't do. The last thing I wanted to do was mishandle someone else’s work, especially someone who had helped my family understand Ted’s case decades before I began writing.

What I Discovered

After digging into the guidance, I learned some important lessons:

1. Private Letters Are Protected by Copyright

Even though the physical letter is mine, the words belong to the author for 70 years after their death. This means I have to be careful when using them.

2. Facts Are Not Protected

When a letter quotes an archival document or gives factual information, that can be used freely. This is a relief because it allows me to share the essence of the information without legal concerns.

3. Fair Dealing Allows for Short, Necessary Quotations

As long as I quote sparingly and in a way that genuinely supports analysis, I can include excerpts with proper attribution. This gives me the freedom to include key phrases that enhance my narrative.

4. Tone and Meaning Can Be Described Without Quoting at Length

This was a breakthrough! I realised that I didn’t need to reproduce long direct quotes. Instead, I could paraphrase his intent and describe the feelings within the correspondence, limiting direct quotations to just a few words.

5. Sometimes the Ethical Approach Is as Important as the Legal One

For me, treating Sykes’s work with respect mattered just as much as ticking the legal boxes. I want to honour the contributions of those who came before me.

What I Chose to Do

I began rewriting sections of my chapter so that his advice, frustrations, and research wisdom came through without reproducing his letters or quoting verbatim. I kept their essence; his persistence, his guidance to my aunt, and the barriers he faced, while using only tiny direct quotes where absolutely necessary.

At the same time, I reached out to his publisher for clarity on any permissions needed. Even if fair dealing does cover me, I want to honour his contribution. It's about getting that balance right—being historically accurate, legally covered, and respectful to the man who did so much groundwork years before me.

Tips for Anyone Writing with Private Letters or Personal Archives

1. Don’t Panic—This Is a Common Issue!

Every historian, memoirist, and genealogist hits this moment eventually. It’s part of the process!

2. Separate Facts from Personal Expression

Facts can be used freely. Expressions—tone, opinions, commentary—require more care. Understanding this distinction is crucial.

3. Quote Only What You Truly Need

Think in terms of a sentence or a phrase, not whole paragraphs. This keeps your writing concise and focused.

4. Paraphrase When Possible

You can describe the purpose, meaning, or tone of a letter without quoting it verbatim. This allows for a smoother narrative flow.

5. Attribute Clearly

“Private correspondence, 1984” is enough unless you have permission to name the writer. Clear attribution is key to maintaining integrity.

6. Contact the Rights-holder if It Feels Significant

Publishers, literary estates, or family executors can often help. Don’t hesitate to reach out if you’re unsure.

7. Keep a Note of Your Reasoning

If you ever need to justify your use of material, having a record of your thought process is helpful. This can save you time and stress later.

Why It Matters

Doing research in this field can feel like walking a tightrope between exposing the truth and respecting individual privacy. Handling private letters with care isn’t just a legal precaution; these documents were written by real people, often for reasons deeply personal to them.

We need to approach their publication with sensitivity so that we honour both the story we’re telling and the people whose words helped us get there. By respecting their contributions, we enrich our narratives and connect more deeply with the past.

Final Thoughts

As I reflect on my journey with Ted’s story, I’m reminded of the importance of every voice in our historical tapestry. Each letter, each word, holds a piece of the puzzle. By treating these documents with the care they deserve, we not only preserve history but also create a bridge to understanding our shared human experience.

Let’s continue to explore, learn, and honour the stories that shape us!