You can create a professional advance reader copy in under an hour — if you have the right templates ready before you start.
In this guide, you’ll learn:
- The exact ARC disclaimer template every advance copy needs
- A copy-paste ARC request letter for recruiting reviewers
- How to format your manuscript into a polished ARC file
- A feedback form template that gets useful reviews back
Here’s everything you need to build your ARC package from scratch.
What Is an Advance Reader Copy Template?
Advance reader copy template — A pre-built framework containing the disclaimer page, front matter, metadata block, and reviewer instructions you include in every ARC you send out before publication.
An advance reader copy is a near-final version of your book that goes to reviewers before your official release date. The template is the scaffolding you wrap around your manuscript to turn it from a raw file into a professional review copy.
Without a template, you’ll spend hours reinventing the wheel for every book launch. With one, you swap in your new manuscript, update a few fields, and your ARC is ready to distribute.
Most indie authors skip the template step entirely. They email a bare manuscript file with no disclaimer, no review instructions, and no metadata. That’s how you get ARCs that sit unread — or worse, get shared publicly before your launch date.
Why You Need a Dedicated ARC Template
Your ARC is often the first impression a reviewer gets of your book. A sloppy, unprofessional advance copy signals that the book itself might be sloppy too.
A well-built template does three things:
- Protects your work legally — The disclaimer establishes that this is an uncorrected proof not for resale or distribution
- Sets clear expectations — Reviewers know exactly when to post, where to post, and what you’re asking for
- Looks professional — Clean formatting and proper metadata tell reviewers you take your career seriously
Publishers like Penguin Random House and HarperCollins have used standardized ARC templates for decades. As a self-published author, you can achieve the same professional quality with a simple template you build once and reuse forever.
The ARC Disclaimer Template (Copy and Customize)
Every advance reader copy needs a disclaimer page. This is the single most important element in your template — it protects your intellectual property and sets the legal boundaries for how reviewers can use your pre-publication copy.
Place this on the page immediately after your title page:
Standard ARC Disclaimer Template:
ADVANCE READER COPY — NOT FOR SALE
This is an uncorrected advance proof. This copy is not for sale or distribution. The text, design, and other elements are subject to change before final publication.
Title: [Your Book Title] Author: [Your Name] Publisher: [Your Publishing Imprint or “Self-Published”] Expected Publication Date: [Release Date] Estimated Retail Price: [Price] ISBN: [ISBN if assigned] Page Count: [Approximate page count]
This advance reader copy is provided for review purposes only. Please do not share, upload, reproduce, or distribute this copy in any form. By accepting this ARC, you agree to post an honest review on or after the publication date listed above.
For questions or concerns, contact: [Your Email Address]
What to Include in Your Disclaimer
Your disclaimer needs five essential elements:
- “Not for sale” statement — Makes it legally clear this copy has no commercial value and cannot be resold
- Publication metadata — Title, author, release date, price, and ISBN give reviewers the details they need for accurate reviews
- Distribution restriction — Explicitly states the copy cannot be shared, uploaded to piracy sites, or redistributed
- Review expectation — States that you expect an honest review posted on or after your publication date
- Contact information — Gives reviewers a way to reach you with questions or issues
Some authors add a line about the ARC containing errors since it’s an uncorrected proof. This is optional but useful if your manuscript still has minor typos you plan to fix before publication.
ARC Request Letter Template (For Recruiting Reviewers)
Before you can send ARCs, you need to recruit reviewers. Whether you’re reaching out to book bloggers, building a launch team, or contacting reviewers through platforms like NetGalley, you need a professional request letter.
ARC Request Letter Template (Email Version):
Subject Line: ARC Available: [Book Title] by [Author Name] — [Genre] releasing [Month Year]
Hi [Reviewer Name],
I’m reaching out because [personalized reason — you reviewed a similar book, you focus on this genre, you were recommended by another author, etc.].
My upcoming [genre] novel, [Book Title], releases on [date], and I’d love to offer you an advance reader copy for honest review.
About the book: [2-3 sentence book description — think back cover copy, not synopsis]
The details:
- Genre: [Genre/subgenre]
- Word count: [Approximate word count]
- Release date: [Date]
- Comp titles: [2-3 comparable books]
- Format available: [ePub, PDF, MOBI, print — list what you can provide]
What I’m asking:
- Read the book before [date — typically 1-2 weeks before launch]
- Post an honest review on Amazon and/or Goodreads on or after [release date]
- No obligation to leave a positive review — honesty is what matters
If you’re interested, just reply and I’ll send your preferred format right away.
Thank you for your time, [Your Name] [Your Website or Author Page]
Tips for Higher Response Rates
Your request letter competes with dozens of other ARC pitches in a reviewer’s inbox. Here’s how to stand out:
- Personalize the opening line — Reference a specific review they wrote or a book they loved in your genre. Generic “Dear Blogger” emails get deleted.
- Keep the book description tight — Two to three sentences maximum. If your book blurb is polished, use that.
- Include comp titles — Reviewers quickly assess fit when you say “for fans of [Author A] and [Author B].”
- State the no-obligation clause — Reviewers avoid authors who pressure them for positive reviews. Making it clear you want honesty builds trust.
- Offer format flexibility — Some reviewers prefer ePub for their Kindle, others want PDF. Offer multiple options when you can.
Track your outreach using a simple spreadsheet: reviewer name, contact date, response, ARC sent date, and review posted date. Your ARC team management system should include this tracking from day one.
How to Format Your ARC File
Your ARC needs to look professional without being your final published file. Here’s the formatting template to follow:
ARC Front Matter Template (In Order)
- Title page — Book title, your name, and “Advance Reader Copy” in smaller text below
- ARC disclaimer page — Use the disclaimer template from above
- Reviewer instructions page — Where and when to post the review (see template below)
- Table of contents — Optional for fiction, recommended for nonfiction books
- Dedication/epigraph — Include if you have one finalized
- Chapter 1 — Start the actual manuscript content
Reviewer Instructions Page Template
Place this after your disclaimer and before the manuscript begins:
Reviewer Instructions
Thank you for agreeing to read and review [Book Title]!
Review deadline: Please post your review on or after [release date].
Where to post:
- Amazon: [Direct link to your book’s Amazon page, or “Link will be provided on release day”]
- Goodreads: [Direct link to your Goodreads book page]
- BookBub: [Link, if applicable]
- Your blog or social media (optional but appreciated!)
Review tips:
- Honest reviews only — your genuine opinion matters more than a star rating
- Even 2-3 sentences help! A short review is better than no review
- Please avoid major spoilers
- Mentioning what type of reader would enjoy this book is always helpful
Questions? Email me at [your email].
Thank you for supporting indie authors!
Digital ARC File Formats
Most reviewers prefer digital ARCs. Here’s which format to provide:
| Format | Best For | How to Create |
|---|---|---|
| ePub | Kindle, Kobo, Apple Books, most e-readers | Export from your formatting software or use Calibre (free) |
| Computer reading, print-on-demand proof feel | Export from Word, Google Docs, or formatting tool | |
| MOBI | Older Kindle devices | Convert from ePub using Calibre or Amazon’s Kindle Previewer |
The safest approach is to offer both ePub and PDF. ePub works on virtually every modern e-reader, and PDF works on any computer or tablet.
If you’re using Chapter to write your book, you can export a clean manuscript file directly from the platform and wrap it in your ARC template before distribution.
ARC Formatting Checklist
Before sending your ARC to anyone, run through this checklist:
- Disclaimer page is present and complete
- Reviewer instructions page is included
- “Advance Reader Copy” appears on the title page
- All chapters are present and in order
- Table of contents links work (for digital formats)
- No placeholder text or [NOTES TO SELF] markers remain
- Copyright page reflects ARC status, not final publication
- File opens correctly on at least two different devices or apps
- File size is reasonable (under 5MB for most fiction ARCs)
ARC Feedback Form Template
Not every ARC reviewer will write a full Amazon review. A feedback form gives you structured input you can use to improve your book — even from reviewers who never post publicly.
Send this form alongside your ARC, or email it when the reviewer finishes reading:
ARC Feedback Form Template:
ARC Feedback Form — [Book Title]
Thank you for reading! Your honest feedback helps me publish the best version of this book. Please answer as many questions as you’re comfortable with.
Overall Impressions:
- On a scale of 1-5, how would you rate the book overall?
- What was your favorite part of the book?
- Was there anything that confused you or felt unclear?
For Fiction: 4. Did you connect with the main character(s)? Why or why not? 5. Was there a point where the story lost your attention? If so, where? 6. How did you feel about the ending? 7. Were there any plot holes or inconsistencies you noticed?
For Nonfiction: 4. Was the information actionable and easy to follow? 5. Were there topics you expected to see covered that were missing? 6. Did any section feel too long or repetitive?
Final Questions: 7. Would you recommend this book to a friend? What type of reader is it best for? 8. Did you notice any typos, formatting errors, or other issues? (Page numbers appreciated!) 9. Any additional thoughts?
Optional: Would you be willing to post a short version of this feedback as an Amazon/Goodreads review on [release date]?
This template overlaps with a beta reader feedback form, but there’s a key difference. Beta reader feedback happens earlier in the process when you’re still revising. ARC feedback comes after your manuscript is essentially final — you’re collecting reviews, not rewriting chapters.
For a deeper dive into what to ask early-stage readers, check out what questions to ask beta readers.
Where to Distribute Your ARC
Once your ARC package is ready — disclaimer, instructions, formatted file, and feedback form — you need to get it into reviewers’ hands. Here are the most effective channels:
Direct Distribution (Your ARC Team)
If you’ve built a launch team, send ARCs directly through email or a delivery platform like BookFunnel or StoryOrigin. BookFunnel is the industry standard for indie authors — it handles file delivery, provides reading links for any device, and tracks who downloaded your ARC.
Typical cost: BookFunnel starts at $20/year for the basic plan that includes ARC delivery.
ARC Platforms
Platforms like NetGalley and BookSirens connect your ARC with their networks of verified reviewers. NetGalley reaches librarians and professional reviewers. BookSirens focuses on Amazon reviewers specifically.
Typical cost: NetGalley runs $450+ per title for indie authors (less through co-op programs). BookSirens charges $30-50 per listing.
Social Media Outreach
Post your ARC availability on BookTok, Bookstagram, book Twitter/X, and genre-specific Facebook groups. Include your book cover, genre, release date, and a link to sign up. Many reviewers actively search for ARC opportunities in these communities.
Book Blogger Outreach
Use your ARC request letter template to contact bloggers who review books in your genre. Search “[your genre] book blog” or “[your genre] book reviewer” to find targets. Check that they’re actively posting — a blog with no posts in six months won’t review your book either.
ARC Timeline Template
Timing your ARC campaign correctly is the difference between reviews appearing on launch day and reviews trickling in weeks after anyone cares. Here’s the template:
| Weeks Before Launch | Action |
|---|---|
| 8-10 weeks | Finalize your ARC template (disclaimer, instructions, feedback form) |
| 6-8 weeks | Format your manuscript into ARC files (ePub + PDF) |
| 6 weeks | Begin sending ARC request letters to bloggers and reviewers |
| 4-6 weeks | Distribute ARCs to your launch team and accepted reviewers |
| 4 weeks | Submit ARC to platforms (NetGalley, BookSirens) |
| 2 weeks | Send reminder email with review links and deadline |
| 1 week | Final reminder — include direct links to Amazon and Goodreads pages |
| Launch day | Reviews go live! Send thank-you emails to reviewers |
| 1 week after | Follow up with non-reviewers — gentle reminder only |
This timeline works for most book launches. If you’re running a tight schedule, compress it — but never send ARCs less than three weeks before launch. Reviewers need time to actually read your book.
For a complete launch timeline, grab the book launch plan template that includes ARC distribution alongside every other pre-launch task.
Common Mistakes to Avoid With ARC Templates
- No disclaimer page — Without a disclaimer, you have no legal protection if your ARC gets uploaded to piracy sites or shared publicly before launch
- Sending a raw manuscript file — A .docx straight from your word processor looks amateurish. Take five minutes to format it properly with your ARC template.
- Forgetting review instructions — If you don’t tell reviewers where and when to post, most won’t figure it out on their own
- Making the ARC too different from the final book — Minor typo fixes are fine, but if your ARC has a different ending or missing chapters, reviewers will feel misled when the published version doesn’t match
- Not tracking who received copies — You need a spreadsheet. Full stop. Track every ARC you send, to whom, and whether they reviewed.
How Many ARCs Should You Send Out?
The number of ARCs you distribute depends on your genre, platform, and how many reviews you want on launch day. A realistic conversion rate — the percentage of ARC recipients who actually post a review — sits between 20 and 50 percent for well-managed teams.
Here’s a quick reference:
| Target Launch Reviews | ARCs to Send (at 30% conversion) |
|---|---|
| 10 reviews | 35 ARCs |
| 25 reviews | 85 ARCs |
| 50 reviews | 170 ARCs |
If you’re launching your first book and building a team from scratch, aim for 30-50 ARCs distributed. That should net you 10-15 launch reviews — enough to give your book credible social proof on Amazon.
For tips on improving your ARC-to-review conversion rate beyond 30%, read the full ARC team management guide.
Can You Use AI to Create Your ARC Materials?
You can use AI tools to speed up several parts of your ARC preparation. AI is particularly useful for drafting your ARC request letters, writing book descriptions for your outreach emails, and generating multiple versions of your reviewer instructions.
Chapter helps you write and export your manuscript — the core content of your ARC. Once your manuscript is ready, wrap it in your ARC template, export the formatted file, and you’re ready to distribute.
AI won’t replace the personal touch in your ARC outreach — personalized request letters consistently outperform mass-produced ones. But it can help you create a strong first draft that you then customize for each reviewer.
Do ARCs Have to Be Free?
Yes. Advance reader copies are always free. You’re providing a complimentary copy of your book in exchange for an honest review — that’s the fundamental ARC arrangement.
Charging for an ARC would violate Amazon’s review policies and undermine the entire point of advance distribution. Reviewers provide their time and honest opinion. You provide the book at no cost.
The only costs involved are your own: formatting the ARC file, platform fees if you use BookFunnel or NetGalley, and the time you invest in outreach and tracking.
What Is the Difference Between an ARC and a Beta Copy?
An advance reader copy goes out after your manuscript is essentially finished — you’re collecting reviews for launch day, not revision feedback. A beta copy goes to beta readers earlier in the process when you’re still actively revising based on their input.
| ARC | Beta Copy | |
|---|---|---|
| Timing | 4-8 weeks before publication | During revision (months before publication) |
| Purpose | Generate launch-day reviews | Get feedback to improve the manuscript |
| Manuscript stage | Near-final or final | Draft or early revision |
| What you ask for | Honest review posted on Amazon/Goodreads | Detailed feedback on story, characters, pacing |
| Recipient | Reviewers, bloggers, launch team | Beta readers, critique partners |
Some readers serve as both beta readers and ARC reviewers across different books. But for any single book, these are separate stages with different goals. Don’t confuse them.
FAQ
What should an advance reader copy include?
An advance reader copy should include a title page marked “Advance Reader Copy,” a disclaimer page stating the book is not for sale, reviewer instructions with posting dates and links, the complete manuscript in near-final form, and your contact information. Including a short feedback form is optional but recommended for collecting structured responses.
How far in advance should you send ARCs?
You should send advance reader copies four to six weeks before your publication date. This gives reviewers enough time to read your book, write a review, and post it on or near launch day. Sending ARCs less than three weeks before launch risks having reviews arrive too late to impact your first-week sales momentum.
Can you send an ARC as a PDF?
Yes, you can send an ARC as a PDF file, and many reviewers prefer it for reading on tablets or computers. However, offering an ePub version alongside the PDF is best practice since ePub works natively on most e-readers including Kindle (via the Send to Kindle feature), Kobo, and Apple Books.
How many ARCs should a new author send?
A new author should aim to distribute 30 to 50 advance reader copies for their first book launch. At a typical conversion rate of 25 to 35 percent, this should generate 8 to 17 launch-day reviews — enough to establish credible social proof on Amazon and Goodreads.
Is it legal to sell an advance reader copy?
No, selling an advance reader copy is not authorized by the author or publisher. ARC disclaimers explicitly state the copy is “not for sale.” While some used ARCs appear on secondary markets, this violates the terms under which the copy was provided. As an author, your disclaimer page is your primary legal protection against unauthorized resale.
