Open up a new document using your computer's word processing software. At the top left of the first line, type your full name. Go down one line and type your street address followed by your city, state and zip code on the next line down. Go down one line and type your phone number and then enter down another line and type out your email address.
Go down two lines and type the current date. Go down two lines and type out the full name and then go down one line and type the address of the copyright holder. Go down two lines and type an opening line, such as "To Whom It May Concern:" or "Dear Sir or Madam:"
Go down two lines and begin typing your first paragraph. Introduce yourself to the recipient and tell the reader that you want to use screen shots from their website or software. Explain where you plan to use the screen shots, such as in a published book, a user's manual or on your own website.
Go down two lines and start a new paragraph. Explain in detail which screen shots you are requesting to use and why (i.e. "I'd like to use a screen shot from your blog post dated 4/22/2010 as an example of citizen journalism"). Tell the recipient why you want to use a screen shot of their material as opposed to the work of someone else. Also mention the date or deadline by which you will need to use the screen shots.
Go down two lines and write a concise closing paragraph. Thank the recipient for his time reading your letter, for his consideration of your request and that you are looking forward to his reply. For example, you could write "As previously stated, I would greatly appreciate your permission to use the screen shots requested. I want to thank you for your time reading this letter and for your consideration of my request. I look forward to hearing back from you."
Go down two lines and type a closing line such as "Take care," "Best wishes" or "Sincerely." Go down four lines and type your full name. Print out the letter and sign it in the space between your closing line and your typed name or send your letter via email to the copyright holder.