Donating Materials to the Collection

The Linda Hall Library is committed to serving as a repository for print material related to science, technology, engineering, and their histories. The Library welcomes gifts of books, periodical literature (journals, serials), and other printed materials related to these subjects.  Additionally, the Library is interested in acquiring subject-appropriate conference papers and/or organizational records. 

What We Accept:

We are interested in collecting:

• Technical standards and specifications 
• Back issues of science and engineering periodical literature 
• Non-western scientific literature 
• Science and technology books published before 1900 
• Working papers of scientists and engineers; non-current records of science-related organizations, corporations, etc. 

What We Cannot Accept:

The Library cannot accept:

• Items outside of our collecting scope (i.e. science, technology, engineering, and their histories) 
• Scientific instruments, patent models, paintings, sculptures, furniture, and other forms of material culture 
• Works-for-hire without written permission from the employer or corporate entity 
• Materials in poor physical condition 
• Titles that are already in the collection, except under special circumstances (e.g. replacements for materials that are already in poor physical condition) 

Gift Acceptance Process

All potential donations must be submitted in writing for advance consideration by the Library’s collections department. The Linda Hall Library will review all gifts prior to their acceptance into the collection. To start the donation process, donors should submit a list of materials to be donated including the following information:  

• Donor name and contact information 
• The types of material being donated (books, periodicals, etc.) 
• An itemized list of the items under consideration, including: 
  • Authors, titles, and publication dates of all books 
  • Titles, volumes, issue numbers, and publication dates of all serials 
• Donor’s statement of ownership 

Once submitted, this list of materials to be donated will be reviewed by the Library’s collection department. They will analyze each item to ensure that the materials are in-scope and not already owned by the Library. A finalized list of items the Library can accept will be sent back to the donor. At this point, donors should submit a signed letter officially expressing their desire to donate materials to the library. Click here to download a template for your donation letter.

PLEASE DO NOT DELIVER GIFTS WITHOUT FOLLOWING THIS PROCEDURE.

Gifts are accepted with the understanding that they become the property of the Linda Hall Library upon receipt and that the Library may make all necessary decisions concerning their retention, location, cataloging, and other considerations relating to their use and disposition. Materials accepted but not added to the Library’s collections may be exchanged with other libraries, sold, or disposed of through charitable organizations, or other means. 

Tax Benefit Information

Gifts of books and other print materials to the Linda Hall Library may provide you with federal and state income tax benefits. In accordance with IRS regulations, the Library cannot appraise any donations, however a letter of acknowledgement for items donated to the library will be mailed to each donor. This letter may be used for income tax purposes. Donors wishing to claim a tax deduction should consult with their income tax preparer or the Internal Revenue Service to confirm the proper procedure. 

Thank You!                

We are grateful to all the individuals and institutions who have previously donated to the Linda Hall Library. If you are interested in making a gift to the Linda Hall Library’s collections, please contact Sophia Hahn, Collections and Reference Librarian via phone (816-926-8784) or e-mail.

Donations of any kind will not be accepted without prior approval from the Library Collections staff. The Library will not accept drop-off donations or materials of any kind in the mail without prior approval. The Library will carefully consider donations of any kind based on available space, preservation needs, and alignment with ongoing Library goals.  

Frequently Asked Questions about Book Donations 

Does the Library accept everything that is offered?  

No, according to Linda Hall Library’s Collection Development Policy, the Library collects printed, published materials related to science, technology, and engineering. The Library reserves the right to refuse gifts that do not conform to this policy and are inconsistent with the mission of the Library. 

Does the Library provide appraisals or value estimates for donated materials?  

No. The Library is prohibited by law from appraising any property, even if it has been donated to the Library. To obtain an appraisal value for your materials, please contact the American Society of Appraisers, Appraisers' Association of America, or the American Institute of Appraisers.  Additionally, the Rare Books and Manuscripts association has a helpful guide about appraisal of old and potentially rare books.  

What will the Library do with a donation once it is accepted?  

The donation will be processed by the collections department and added to the Library’s catalog. A letter of acknowledgement for items donated to the library will be mailed to each donor. 

Does the Library take permanent or long-term loans? 

No. As a nonprofit institution, the Library does not accept long-termed or so-called “permanent” loans. The Library has a responsibility to direct its resources toward the general community’s benefit, and not to act as caretakers for an individual’s property. To give collections the very best care and storage conditions, all items in the collections must be owned by the Library and unencumbered by restrictions. 

Can a donor take a tax deduction on a donation? 

Yes, but the IRS and Library policy prohibits the Library from appraising donations. For the donor’s own records and protection, an independent appraisal is recommended.  

How will the Library acknowledge a donation? 

If a donation is accepted for the collection, the donor will receive a personal letter of thanks. They will also receive a Donor Intent Letter to sign. The Donor Intent Letter transfers ownership to the Library. 

Will donated materials be returned upon request? 

No. The Library can't return accessioned materials to the donor or family member. When the donor intent letter is signed, ownership of the materials is legally transferred to the Library. 

Does the Library cover the cost of shipping for donation items?  

No, the cost of shipping donation items to the Library is the responsibility of the donor. The donor should not ship items to the Library without donation approval from the Collections team. Donation items can also be received in-person at the Library by appointment only.