Review copies and the independent reader

Separate access from an obligation

A review copy gives someone access to a book. It does not entitle the sender to a favourable opinion, a particular rating or a guaranteed publication date unless a separate and appropriate editorial arrangement establishes a deadline. Keep the request clear about what is being offered and what response, if any, is being sought.

Begin with relevance. Read the reviewer's stated interests and submission guidance. A reviewer who covers translated poetry is unlikely to be helped by an unsolicited business manual. A smaller, well-matched list of recipients can be more manageable than a large list assembled only because the addresses are available.

Record why each recipient is a fit. This note helps personalise the request without resorting to flattery, and it makes later decisions easier. It also reveals when an address has been included with no real editorial reason beyond the hope of additional attention.

Prepare an accurate invitation

Identify the book, its subject or premise, the available format and any relevant publication timing. Keep the description concise enough for the recipient to decide whether to request a copy. Link to fuller information rather than attaching a large file without checking the recipient's process.

State whether the copy is an advance version or the final edition. If an advance proof contains known production differences, explain them briefly. A reader should not have to guess whether missing illustrations or incomplete front matter are errors in the finished book. Do not use “advance” as a way to excuse an unreadable or confusing file.

Let the reviewer choose an appropriate format when options exist. Some prefer a physical copy; others accept a digital file through a specified route. Confirm a postal address privately and use it only for the agreed purpose. Avoid collecting more personal information than the delivery requires.

Keep the review independent

Do not make a copy conditional on a positive review or ask a recipient to hide the fact that it was supplied. Review platforms and applicable advertising rules may have their own requirements. In the United States, the FTC's endorsement guidance discusses disclosure of material connections, including free products. Check the relevant current guidance and the destination's policies rather than relying on a general assumption.

You can ask whether a recipient is interested in considering the book, but leave room for a decline or no coverage. A reviewer may accept a copy and later decide that the book is not suitable for their publication. Repeatedly pressing for a rating is unlikely to improve either the relationship or the usefulness of the review.

If a factual error appears in published coverage, distinguish that from an unfavourable opinion. A courteous correction of the publication date is different from arguing that the reviewer should have liked the ending. Use the outlet's normal contact process and keep any correction narrow and verifiable.

Track logistics without tracking approval

Keep a simple record of the invitation, response, format, dispatch date and any agreed follow-up. Record a review link if one appears. The tracker should prevent duplicate shipments and missed commitments, not become a scoreboard of which reviewers owe praise.

For physical copies, check the address and packaging before sending. Protect corners and include a short note identifying the book and contact route. For digital copies, test the file and access instructions on a device or account other than the one used to prepare them. A failed download wastes the recipient's time before they begin reading.

Plan the number of copies around the resources available. Include printing, packing, postage and the time needed to manage correspondence. Do not assume that every copy will produce coverage or that every review will lead to sales. The purpose is to make the book available to relevant independent readers.

Close the request cleanly

Follow the recipient's guidance about follow-ups. If a reasonable enquiry is appropriate, ask about receipt or availability to consider the book, rather than demanding a public response. Stop when the person declines. Keep the record current so another message does not restart the same request accidentally.

When coverage appears, respect quotation permissions and platform rules before reusing it in promotional material. A review's full text is not automatically yours to republish. Preserve the source and context of any permitted extract. The relationship remains clearest when access, editorial judgement and later promotional use are treated as distinct decisions.