Sample Letter from Sponsoring Department for Visitors who are Scholars

Letters for Visitors who are Scholars

Please note: This letter serves as a template to assist visitors who are scholars being hosted by Urbana campus departments in presenting the necessary information to obtain access to the Urbana campus library collection. If the department has arranged for a zero percent appointment for this person, they should be eligible for an i-card and do not need to apply for a courtesy card.

The actual letter, on departmental letterhead, containing the completed information indicated below, and signed by an authorized representative of the sponsoring department, should be presented by the visitor who is a scholar to Central Access Services staff at the Circulation Desk on the second floor of the Main Library. Alternatively, the letter can be emailed to

See the Courtesy Cards page for full instructions on how campus visitors who are scholars can apply for a library courtesy card. Questions may be addressed to the Central Access Services circulation desk staff at or 217-333-8400.

Letter Template


To Whom It May Concern:

We understand that visitors who are scholars being hosted by academic departments may apply for a Courtesy Borrowing Card at the Main Stacks Circulation Desk by presenting a photo ID and a letter from their University of Illinois at Urbana-Champaign sponsoring academic department assuming financial responsibility for any library materials checked out by the card holder.

This is to inform you that [visitor] is a guest of [department] from [start date] until [end date], and [Sponsoring Department] assumes financial responsibility for any library materials checked out to [visitor].

We would appreciate your assistance in helping [visitor] obtain courtesy borrowing privileges. [Visitor] is aware of the courtesy card application process as indicated at the following link:

[Visitor] is also aware that they have access to most regular circulating items in Urbana campus library collections. Courtesy cards do not permit borrowing from some special collections, I-Share, or Interlibrary Loan. [Visitor] agrees to adhere to all library policies.



[Sponsor’s telephone number]

[Sponsoring department’s address]