Think the author of a new book is entitled to unlimited copies? Think again. Here we look at author copies, review copies, and giving away freebies.

What is a review copy? 

Often known as ARCs (advance review copies), review copies are a promotional version of the book for the trade and media. They will not always have the final cover and will be marked as “not for resale.” There may be a few things missing, such as index and pagination, and some editing often needs to be done.

What are they for? 

They’re sent out months in advance to publications, influencers, wholesalers, and sales reps in the hopes of generating reviews and publicity. It’s always understood that the ARC is not the final version of the book.

Does the author get any review copies?

Not necessarily, as they are mostly for the publisher to share with their network. Hope’s publisher gives her no print ARCs but does provide ebook ARCs via NetGalley. The publisher of my short story collection typically sends out ten print ARCs to authors, with the possibility of more if needed.

What’s the difference between an ARC and an author copy?

Author copies are simply the agreed number of copies of the final book that will be provided free to the author. For the avoidance of disagreement, this number is almost always stipulated in the contract, together with an agreed discount at which the author can buy further copies. Hope gets 15 author copies free of charge, for example, and can buy more for 50 percent off.

Alex Woolf is an author of over 100 titles, many of them nonfiction for children and YA, who has worked with several publishers. “In my markets, you’re not normally sent advance review copies,” he says. “I generally receive six copies of any first edition and two of any subsequent editions – but it depends on the contract.”

What’s the best way to use your free copies? 

Though tempting to hand these out to family and friends, you will only have a limited supply. It’s better business to send them where they will work hardest for you. “All my free copies go to reviewers,” says Hope.

People you are close to will often offer to buy a copy – don’t feel you have to contradict them! As Hope says, “My friends and family know how hard I work at this profession, and those who read my work always purchase my books to assist in sales numbers. I think a lot has to do with how you project yourself as a professional.”

What about getting more copies?

Authors often invest in more copies of their books at the discounted rate to use for promotional purposes. “I usually invest in the purchase of 100 copies of each new release, and probably half are distributed to reviewers,” says Hope. “The others are sold at personal events like book clubs and libraries.”

Alex says, “I often buy extra copies of my books for when I go into schools, so I can sell signed copies after my talk. I buy these at author discount, which is generally 50 percent. With one publisher, I’ll get a load of books sent to me, and I pay only for the books I’ve sold, so I’m not out of pocket.”

So, what are the key takeaways?

= Don’t be sentimental about giving away free books. Give them to those with a chance of helping you promote/sell more books.

= Don’t be afraid to ask for more ARCs, especially where you can show you have good homes for them. There’ll be no use once the book is published.

= Negotiating is about giving and getting. If you can’t get the full advance you want, try for more author copies or a better author discount instead.

= Bookselling is a long haul, so consider investing in a bulk discount, so you always have copies on hand to give to useful new contacts.

BIO: Dan Brotzel (@brotzel_fiction) is author of a collection of short stories, Hotel du Jack, and co-author of a new comic novel, Kitten on a Fatberg (Unbound). To pre-order Kitten on a Fatberg for a ten percent discount, quote KITTEN10.