Building an ARC Team: How to Generate Early Reviews and Launch-Week Momentum

ARCs may be printed books or digital files. In print, they’re also commonly called galleys. Digital ARCs are also known as e-galleys or digital review copies (DRCs). No matter the format or name, the purpose is simple: to give reviewers time to read your book and, if they choose, leave an honest review around launch day. Sometimes ARC readers also spot errors in the text that can be corrected in time for final printing and launch.

For most authors, ARCs play an important role in finalizing and promoting a book. This guide will help you understand who ARC readers are, what they do, and how they can help you launch your book, whether you’re working with a traditional publishing house or doing it on your own.

What ARC Teams Do

An ARC team is a group of readers who receive your book before launch and agree to read it before publication. Their primary role is to provide honest reviews that help build credibility and awareness as your book enters the market.

For indie authors working with a limited promotional budget, an ARC team is particularly important. Reviews create social proof, showing potential readers that real people have already read your book. People are both more likely to discover and more willing to purchase a book that others have read and rated. 

Those early reviews are also important for booksellers and librarians. While good reviews alone won’t determine whether your title ends up on the shelf, visible reader engagement demonstrates demand and can strengthen your launch.

While editing is not their primary role, ARC readers do also occasionally identify typos, formatting issues, and plot inconsistencies that slipped by the editing process. Even though your manuscript should already be publication-ready, this insight gives you one last opportunity to polish the final edition before launch.

ARC Teams vs Beta Readers vs Street Team

Beta readers, ARC teams, and a street team all play an important role in the development, publication, and marketing of a book. However, they each serve a different purpose.

Beta readers receive a copy of your manuscript while it’s still in development. Their feedback is private and shared only with the author or their editorial team. Beta readers focus on big-picture issues such as pacing, plot, character development, dialogue, and the overall reader experience. Their goal is to help improve the manuscript before publication.

ARC readers receive a publication-ready version of the book after editing is largely complete. Rather than suggesting major revisions, they experience the book as future readers will. Their primary contribution is leaving a review before or shortly after launch. As such, ARC readers are most active right before the book launches.

Street team members focus on promotion rather than reviewing. They help spread awareness by sharing cover reveals, posting on social media, recommending the book to friends, requesting it at local bookstores and libraries, and encouraging others to purchase or pre-order the book. They are active before, during, and after launch.

In summary, beta readers make your manuscript stronger, ARC readers build review momentum, and street teams expand your reach.

How Many ARC Team Members You Need

The ideal size of your ARC team depends on your goals, your existing audience, and how many reviews you’d like to have when your book launches. 

Debut authors should recruit between 20 and 50 ARC readers. Authors with an established readership often engage 100 or more ARC readers, while some best-selling authors maintain ARC teams of several hundred members for major releases.

It’s important to remember that not every member of your ARC team will finish the book or leave a review. Many authors expect review rates between  20% and 40%. You can use this average conversion rate to estimate your team size. For example, if your goal is to receive 20 reviews by launch day and you expect a 25% review rate, you’ll want to build an ARC team of approximately 80 readers.

If this is your first launch, don’t be discouraged if your first ARC team’s review rate is lower than expected. Building a dependable team takes time, and participation often improves with each successful launch.

Rather than focusing solely on numbers, prioritize readers who regularly post thoughtful reviews. A smaller group of dependable reviewers is often more valuable than a much larger list of inactive participants. 

Find ARC Readers: Sources and Platforms

The best place to begin recruiting ARC readers is your existing audience. Email subscribers, social media followers, and previous readers have already shown interest in your work, making them more likely to enthusiastically participate in your book launch. 

If you’re active on Instagram, Facebook, TikTok, or other social media platforms, you can announce your ARC opportunity and explain what participation involves. Interested readers should understand the timeline, expectations, and how they’ll receive the book before they apply. 

BookTok and Bookstagram creators can also play an important role in expanding your reach. Whether they have a few thousand followers or a much larger audience, creators who regularly feature books in your genre may introduce your work to readers who are likely to enjoy it.

Genre-specific communities on Goodreads and Facebook are another valuable source of potential ARC readers. Look for groups dedicated to your genre and make sure you follow each community’s rules regarding promotional posts before inviting members to apply. 

If you’re still growing your personal audience, dedicated ARC distribution platforms can help you connect with reviewers. Services such as NetGalley, BookFunnel, and BookSirens connect indie authors with readers and help with ARC distribution.

Recruiting and Screening ARC Team Members

When you’re building an ARC team, quality is more important than quantity. The goal isn’t simply to distribute as many copies as possible. Instead, look for readers who genuinely enjoy your genre and consistently review the books they read.

Start by creating a simple application form. Many website-building platforms such as Squarespace and Wix include built-in tools to easily create and track form responses. Free online tools like Google Forms also make it easy to collect responses. 

Ask applicants for basic information, such as:

• Name
• Email address
• Preferred genres
• Favorite review platforms
• Social media handles

You may also ask whether they’ve participated on ARC teams before and approximately how often they review books. 

Take time to review each submission as you receive it. Look for readers who regularly post reviews on retailer websites, Goodreads, Fable, StoryGraph, or social media. Also consider their follower count, content quality, how well their past reviews align with your genre, and more. 

After selecting your ARC team, send a response to every applicant. Thank everyone who applied, whether or not they were selected. For those chosen for your ARC team, offer clear instructions about when and how they can expect to receive an advance reader copy of your book.

Deliver Advance Reader Copies Safely

Once your ARC team is chosen, it’s time to deliver the book. Because advance copies are distributed before publication, you’ll want to choose a delivery method that is both convenient for readers and secure for you.

Many indie authors use BookFunnel or NetGalley to distribute digital ARCs. These services simplify ebook delivery, provide technical support for readers, and offer features that help to discourage unauthorized sharing. 

No matter what platform you choose, make the experience as smooth as possible for your reviewers. Include clear download instructions, explain which formats are available, and let readers know who to contact if they encounter technical issues. 

While no delivery method can completely eliminate piracy, using a dedicated distribution platform is generally more secure than sending ebook files directly through email.

How To Run an ARC Team: Seven-Step Workflow

Good communication is essential to running an ARC team. Readers are much more likely to finish your book and post reviews when they know what to expect throughout the process.

A simple ARC team workflow includes the following steps: 

• Build a signup form. Collect applications from readers who are interested in joining your ARC team.

• Screen and confirm commitments. Select readers who regularly review books and confirm their participation.

• Deliver advance reader copies. Send publication-ready copies with clear download instructions.

• Send a welcome email with expectations and deadlines. Explain your timeline, review expectations, important dates, and where readers should post reviews.

• Perform a mid-point check-in. Send a friendly reminder about the book and key dates, and invite readers to ask questions or report technical issues.

• Send an email on launch day with links to review sites. Include direct links to retailer listings and review platforms so readers can easily post their reviews.

• Say thank you. Thank your ARC team for participating and invite dependable reviewers to join future launches.

Maintaining regular communication helps keep your team engaged without making readers feel pressured. Even if your readers never follow through with a review, showing gratitude for their participation helps to build a positive relationship with your audience.

Get ARC Readers To Leave Reviews On Launch Day

The goal of an ARC team is to generate authentic reviews around the time that your book becomes available for purchase. While you should never require a review to participate in your ARC team, thoughtful reminders can significantly improve participation rates.

A few days before launch, send a reminder thanking readers for their time and reiterating the publication date. On launch day, follow up with another email containing direct links to your book’s retail pages and review platforms such as Goodreads or Fable.

The easier you make the review process, the more likely readers are to follow through. One-click links remove unnecessary friction and save readers from having to search for your book themselves. It’s important to also remind reviewers to include a disclosure with their review indicating that they received the book free of charge.

Remember that every review should reflect the reader’s honest opinion. Some readers may post glowing reviews, while others offer constructive criticism. Genuine feedback builds credibility and helps future readers make informed decisions about whether to purchase your book.

ARC Reviews and Retailer Rules

Authors and reviewers should both understand the rules surrounding advance reader copies before committing to participate in your ARC team.

In the United States, the Federal Trade Commission (FTC) requires that ARC reviewers disclose when they receive a product for free if that relationship could influence customers. A simple statement is often sufficient, such as: “I received a free advance copy of this book from the author. All opinions are my own.”

It’s equally important to understand what ARCs are not. 

Receiving an advance reader copy is not considered compensation and does not obligate the reader to leave a review. It also should not create any expectation of a positive review. ARCs simply offer readers the opportunity to read your book and, if they feel compelled, to review it before launch. Authors should never offer a free book in exchange for favorable feedback or attempt to influence the content of a review.

Likewise, reviewers should avoid wording that suggests they were compensated to review the book. Instead of saying they received the book “in exchange for a review,” they should simply disclose that they received a complimentary advance copy and are sharing their honest opinions. 

Following these guidelines helps reviewers remain transparent while reducing the likelihood that reviews will be flagged or removed by online retailers.

Using a Street Team Alongside ARC Readers

Although ARC readers and street team members both play an important role in your book launch, they have different responsibilities.

ARC readers focus on reading the book and posting reviews. Your street team actively promotes your book before, during, and after launch to build awareness.

Your street team might share cover reveals, announce preorder dates, post photos of your book on social media, recommend it to friends, or encourage local bookstores and libraries to carry it. To make their job easier, you can provide promotional materials such as cover images, graphics, sample captions, suggested hashtags, and links to your website or preorder page.

While some readers might choose to serve on both teams, keeping the roles of ARC and street team members clearly defined helps everyone understand the expectations around each. Reviews and promotion are both invaluable to your book’s success, but they serve different goals.

Incentives For ARC Team Members For Indie Authors

While you can’t pay people to review your book or reward them for positive reviews, you can thank your ARC team for their participation.

Appropriate incentives are modest, non-monetary, and never contingent on the content of a review. For example, you might thank participants by mentioning them in your acknowledgments, providing early access to bonus chapters or exclusive content, or inviting them to future ARC opportunities before applications open to the public.

The key is that any thank you gift recognizes a reader’s participation, not the act of leaving a review, and especially not the decision to leave a favorable review. Readers should always feel free to share their honest opinions about your book, whether they love it or not.

Common ARC Team Mistakes To Avoid

Even experienced authors occasionally make mistakes when managing an ARC team. Fortunately, most problems are easy to avoid with thoughtful planning. 

Some of the most common ARC team mistakes include:

• Relying too much on reviews from friends and family instead of recruiting readers in your target audience.
• Confusing beta readers with ARC readers and distributing unfinished manuscripts as ARCs.
• Waiting too long to send advance copies, leaving readers without enough time to finish the book before launch.
• Failing to communicate before launch day.
• Forgetting to send review links.
• Recruiting large numbers of readers without properly evaluating whether they leave reviews.

By setting clear expectations, recruiting thoughtfully, and maintaining consistent communication, you’ll improve both your review rate and your team’s overall experience.

Analyze Results and Keep ARC Team Momentum

Even after launch, your ARC team can continue providing value. Every launch is an opportunity to improve your ARC team and build momentum for future releases.

Paying close attention to your ARC team data can help make future launches even more successful. As your readers post, track how many posted reviews, when those reviews appeared, and which platforms they used. Make note of which members consistently met deadlines and wrote thoughtful, detailed reviews. Those readers are great candidates for future ARC opportunities.

Your review rate can also help you refine your recruiting strategy. If only a small percentage of your team left reviews, you may need to recruit more readers or improve your communication next time. If your participation rate exceeded expectations, you may be able to focus on a smaller, more engaged team for future releases.

More importantly, stay connected with your best reviewers. Invite them to future launches and keep them informed about upcoming books. Over time, a reliable ARC team can become one of your best marketing assets.

Templates, Tools, and Email Examples for ARC Readers

Having a repeatable process makes every book launch easier. The following templates can help you recruit readers, communicate expectations, and encourage reviews without having to start from scratch every time.

ARC Signup Form Template

In your ARC application form, include fields such as:

• Name
• Preferred email address
• Preferred genres
• Favorite review platforms
• Social media handles
• Have you reviewed ARCs before?
• Are you able to read this book and, if you choose, review it before the launch date?

Welcome Email Template

Hello [NAME],

Thank you for joining my ARC team for [BOOK TITLE]! I’m excited to share an advance copy of my upcoming book with you.

Your download instructions are included below. If you experience any technical issues, please reply to this email to let me know.

My launch date is [DATE]. If you enjoy the book, I’d greatly appreciate an honest review on launch day or shortly afterward. I’ll send another email with direct review links as we get closer to publication.

Thank you again for being part of this launch!

Sincerely,

[AUTHOR NAME]

Launch Day Review Email Template

Hello [NAME],

Launch day has finally arrived! [BOOK TITLE] is now available for purchase at [BRIEF LIST OF RETAILERS]. 

Thank you for taking the time to read an advance copy of my book. If you’ve finished reading and would like to leave a review, you can use the links below:

• Amazon: [LINK]
• Barnes & Noble: [LINK]
• Goodreads: [LINK]
• Fable: [LINK]
• Other retailer: [LINK]

When posting a review, please remember to include a brief disclosure that you received a complimentary copy of the book, such as “I received a free advance copy of this book from the author. All opinions are my own.”

Thank you again for your support. Every authentic review helps new readers discover the book.

Sincerely,

[AUTHOR NAME]

FAQ and Next Steps For Launch Day Success

Below are some common questions about ARC books and teams.

Do ARC readers have to leave a review?

No. An ARC gives readers the opportunity to read your book before publication, but it does not require them to leave a review.

When should I send my ARCs?

Most authors distribute advance reader copies four to eight weeks before launch. This gives readers enough time to finish the book while keeping excitement high for publication day.

Can I use friends and family as ARC readers?

Family and friends can be great ARC readers, but they shouldn’t make up the entire team. Authors should also recruit readers who regularly read and review books in your genre and who frequently post helpful reviews.

What is the difference between an ARC and a beta copy?

A beta copy of your book is shared while the manuscript is still being revised. Beta readers provide developmental feedback to help shape the plot, characters, and core framework of your book. An ARC is distributed after editing is largely complete and is intended as a publication-ready advance copy to elicit honest pre-launch reviews from readers.

How do I distribute ARCs to readers?

Some authors send ARCs directly to readers. Others use dedicated platforms like BookFunnel and NetGalley to simplify delivery, provide technical support, and utilize tools that make managing ARC teams much easier.

Next Steps for Launching Your ARC Team

An effective ARC team can help your book launch with greater visibility, stronger social proof, and a valuable collection of early reviews. By recruiting readers who enjoy your genre, communicating clearly throughout the process, and respecting both retailer and FTC guidelines, you’ll create a positive experience for both you and your reviewers.

Your first ARC campaign can also lay the groundwork for future launches. As you identify dependable readers and refine your process, you’ll spend less time recruiting new readers and more time building relationships with established supporters. The ARC team you build today can prove invaluable throughout your publishing career.