Plan and manage advance copies
Confirm ARC format and quantity
Agree how advance reading copies will be produced (printed, digital, or both) and how many there will be, including how many you get.
Authors often hire help with this: design or production, publicity or marketing.
Why it matters
The ARC plan is the physical constraint on the entire review and outreach effort. Knowing you will have 25 printed copies rather than 200 changes who you approach and how. Knowing you will have only digital copies means you check that the outlets you want accept them. Finding this out late leaves no room to adjust.
Your part
- What you do
- Ask. Someone else normally owns it. Get an answer, then record it.
- Who normally owns it
- Publisher and Author. Publisher decides and produces; author confirms allocation and plans around it
- When
- Six to nine months before publication, when print quantities are set and before review submissions begin (Plan and manage advance copies: twelve to six months before publication, ahead of every review deadline)Checked September 13, 2026
Your part changes with your publishing route.
How to do it
The full walkthrough
An advance reading copy (ARC), also called an advance reader copy or uncorrected proof, is the pre-publication version sent to reviewers, booksellers, librarians, and media. It can be a printed paperback, a digital file on a review copy platform, a plain PDF, or all three. The format and the quantity decide what kind of outreach is possible: a trade review outlet may want a printed copy, a book blogger may prefer digital, and a bookstore event may need a few in hand.
Find out three things: what formats will exist, how many printed copies, and how many are yours to send. Ask early. Print quantities are set months in advance, so if you plan to do your own mailing, say so before the number is fixed. If you are paying for the copies, whether through a hybrid contract or as your own publisher, find out what more would cost: digital advance copies are inexpensive and printed ones through a print-on-demand service cost roughly the same as a finished copy each. Mark every advance copy clearly as an advance copy.
Record formats, quantities, and your allocation in the Book Identity Sheet and put the ARC arrival date on the calendar.
Common mistakes
- Assuming there will be printed ARCs when the publisher plans only digital.
- Not asking for an author allocation until the copies are already spoken for.
- Ordering hundreds of printed copies as a self-publisher and mailing thirty.
- Sending an ARC without a clear "uncorrected proof, not for sale" marking.
Identifiers for Confirm ARC format and quantity
Set a status on any record and it joins this step. All book identifiers.
| My status | Identifier | Why this matters | Yours |
|---|---|---|---|
| NetGalley The main platform for giving reviewers, librarians, and booksellers a secured digital review copy before publication. | This decides who can read your book before it is out and how early, and feedback posted through it frequently reappears as reviews on Goodreads and retailers around publication. Traditionally and hybrid published authors normally ask whether the book will be listed, when the listing goes live, how long it stays up, and who approves requests, and a hybrid author should confirm who is paying. If you publish the book yourself, this is a real expense you choose, and it needs an approval plan, a plan for reading the feedback, and enough lead time, typically three to six months before publication, to be worth anything. Record the listing dates and check that the description and review file match the book you intend people to read. | Add your NetGalley listing link | |
| Edelweiss+ The digital catalog where booksellers, librarians, and reviewers see forthcoming books, months before publication. | Buyers deciding what to stock and librarians deciding what to buy often see your book here first, so the description, the author biography, and the comparison titles in that listing do their work long before anyone has read the book. It displays what the publisher's feed and catalog team supply, so it is a downstream view rather than a source, and a mistake in it came from upstream. Traditionally and hybrid published authors normally ask which catalog the book sits in and to see the listing before buyers do, and a hybrid author should confirm the publisher has an account at all; a self-published book appears only if a distributor lists it, and titles published through IngramSpark don't appear automatically. Check the listing against your own record, especially the description, biography, comparison titles, and publication date. | Add your Edelweiss+ listing link |
What done looks like
- Formats confirmed: printed, digital review copy platform, PDF, or a combination.
- Total printed quantity and the number allocated to the author.
- The arrival date for printed copies and the go-live date for digital ones.
- A note of what the publisher will send and what the author will send, so nobody is double-mailed.
- Costs recorded if the author is paying for any of it.
Ask your publisher
Copy this into an email. Replace the bracketed parts with your details.
Sources and last checked
- Official source
- No single official page for this step.
- Last checked
- September 13, 2026
- How confident we are
- Partially verified
Rules and deadlines change. We last checked this information on September 13, 2026. If you see something that needs updating, please tell us.
