How to Format an ARC (Advance Review Copy) (2026)

Reviews on launch week do not happen by accident. They are built on advance review copies sent to reviewers, bloggers, librarians, and early readers weeks before release. But an ARC is not just your draft emailed as an attachment. Learning how to format an advance review copy correctly is what separates a professional pre-release edition from a leaky file that confuses reviewers and invites piracy. Getting the markings, file specs, and front matter right belongs to the same pre-launch discipline as a thorough book formatting checklist.

In this 2026 guide you will learn what formatting an ARC means in practice: “Advance Review Copy, Not for Sale” markings, file specs for print and ebook ARCs, what to include in ARC front matter and what to hold back, KDP and IngramSpark proof copies versus digital ARC services, watermarking against piracy, when to send ARCs out, how to collect reviews, and a pre-send checklist.

What an ARC Actually Is (and What It Isn’t)

An ARC, short for advance reader copy or advance review copy, is a pre-publication edition distributed to people whose job is to read early and review: book bloggers, trade reviewers, librarians, booksellers, and your own advance review team. Traditional publishers have produced these for decades under names like galleys or proofs. Self-publishers in 2026 do the same on a smaller, faster scale, usually with digital files or printed proof copies.

It is equally important to understand what an ARC is not. It is not a giveaway copy, although fans can be on your ARC team. It is not your final retail file with a different filename; an ARC is a distinct edition with its own markings and disclaimers. And it is not a beta draft. Beta readers give you editorial feedback so you can fix the book. ARC readers give the public their opinion of the finished book, which means the manuscript they receive should be fully proofread and as close to final as you can make it.

Why ARC Formatting Matters More Than You Think

Reviewers form an opinion of your professionalism within the first few pages, and an ARC with broken paragraph spacing or inconsistent chapter headings quietly tells them the book is not ready. Worse, reviewers quote from ARCs. If chapter numbering shifts between the ARC and the final edition, published quotes will not match the finished book. These formatting mistakes also sink retail editions, and all are avoidable with one careful pass.

There is also a business reason to take ARC formatting seriously. Every ARC you send out is a pre-release file outside your control, and a clean, clearly marked, watermarked file is far less likely to be pirated or mistaken for the finished book than a sloppy export. The core skill is learning how to format an advance review copy so it looks finished enough to take seriously, yet is unmistakably stamped as a pre-release edition that cannot be sold or confused with the retail version.

“Not for Sale” Markings: Cover and Title Page

The most recognizable feature of an ARC is the marking “ADVANCE REVIEW COPY, NOT FOR SALE.” It belongs in three places. First, on the front cover, usually as a bold banner across the top of the cover art, in capitals readable even as a thumbnail. Second, on the title page, centered beneath the title and author name. Third, many authors add a running footer to every page of a PDF ARC reading “Advance Review Copy, Not for Resale.”

These markings stop ARC copies from being listed on secondhand marketplaces, signal to every reviewer that the text is pre-release, and make it much harder for a leaked file to be mistaken for your retail edition. Place the marking so it cannot be cropped out of a cover image without obvious damage.

ARC Front Matter: Include vs Hold Back

ARC front matter looks almost identical to your final front matter, with a few deliberate differences. Include the title page with the ARC marking, the copyright page with an unedited-proof disclaimer, the table of contents, and any dedication or epigraph that is final.

Include a short review-request page at the front or back: thank the reader for reading early, ask them to post an honest review on Amazon and Goodreads on or after launch day, and give the exact date. A clear, polite ask on one page dramatically increases the reviews you receive. Do not print the final ISBN on an ARC, and never invent a placeholder number — our guide to ISBNs for self-published books explains why each format needs its own real number. Leave the ISBN line off the copyright page or mark it clearly as pending, and leave the barcode off the cover. If your author photo, back-cover endorsements, or Library of Congress data are not final, omit them or use an honest placeholder. On the cover: many self-publishers send ARCs with the final cover art to build recognition, while others use a simple temporary cover. Either is acceptable, but a finished cover makes your ARC look like a real forthcoming book.

On the copyright page, include an unedited-proof disclaimer along these lines: “This is an advance review copy. It is an uncorrected proof and may contain errors. Please do not quote for publication without checking against the finished book. Not for sale or resale.” That paragraph manages reviewer expectations and reinforces the not-for-sale status where industry professionals look.

ARC File Specs: PDF vs EPUB vs MOBI

Digital ARCs travel in three formats, and the right one depends on the recipient. Print reviewers, librarians, and anyone reading on a computer get a PDF, because it preserves your exact layout and fonts. Ebook reviewers on phones, tablets, and ereaders get a reflowable EPUB, which adapts to their device settings. MOBI exists mainly for owners of very old Kindle e-ink devices; Amazon’s Send to Kindle service has accepted EPUB for years. Never send a Word document as an ARC: a .docx file looks unfinished and its formatting shifts between computers.

Export your PDF from your final print interior file so the ARC matches the finished book’s pagination. Export your EPUB from your final ebook file and validate it before sending, since a corrupted EPUB that will not open is a lost review — the same validation habits that prevent Kindle upload errors apply here too.

Print ARCs: KDP and IngramSpark Proofs

Physical ARCs still carry weight with trade reviewers, librarians, bookstore buyers, and media contacts, and the simplest way to produce them is through print-on-demand proof copies. Amazon KDP lets you order proof copies of your paperback before approving it for publication. These arrive with a not-for-resale marking on the cover, exactly what an ARC needs, and you pay only print cost plus shipping. IngramSpark offers a similar proof-copy workflow with wider trim and paper options, which matters if your final edition will reach bookstores and libraries through Ingram’s network. KDP proof copies can only be ordered by the account holder, so you order a batch and mail them yourself; IngramSpark is more flexible about where proofs ship.

Both charge print cost per copy, so budget accordingly: twenty print ARCs of a 300-page paperback is a real line item. Reserve print ARCs for reviewers where a physical book genuinely moves the needle, and serve everyone else digitally. Allow lead time: from final interior file to printed proofs in hand, budget two to three weeks including production and shipping.

Digital ARC Distribution

Most self-published ARCs in 2026 are distributed digitally, through three broad routes. First, direct distribution: you email files or send download links to your own ARC team, usually readers from your mailing list or social following, sometimes with delivery tools that handle tracking and reminders. Second, catalog-based ARC services, where your book is listed and reviewers request it; these charge the author a fee that varies by service and tier, so check current pricing before committing. Third, co-op or publisher-style programs, which work similarly but generally suit larger catalogs.

Whichever route you choose, follow the same hygiene rules. Never post your raw ARC file on a public link anyone can forward; use expiring or tracked download links. Keep a simple log of which file went to which reviewer, the date sent, and the format. Test your download link on a phone and an ereader before the campaign starts, and tell reviewers the genre, length, and the exact date reviews may be posted.

Watermarking ARCs Against Piracy

Watermarking is the most practical piracy defense for ARCs: personalize each copy so a leak can be traced. For PDFs, stamp the reviewer’s name or email in the footer of every page, or at minimum on the title and copyright pages, in light gray. For EPUBs, add a line on the copyright page such as “Advance review copy prepared for [reviewer name].” This is sometimes called social DRM: the reviewer’s identity becomes part of the file, which deters casual sharing far more effectively than most authors expect.

Be realistic about what watermarking achieves. It strongly discourages casual forwarding, which is how most ARC leaks actually happen, but it will not stop a determined pirate, and nothing will. Do not apply hard DRM encryption to ARCs: it frequently breaks on reviewers’ devices and signals distrust to people doing you a favor. A watermarked, DRM-free file given to a vetted reviewer is the professional standard. Number your copies too: a simple “ARC-014” on the copyright page, matched to your distribution log, turns an anonymous leak into an identified one.

ARC Timing and Collecting Reviews

For most self-published books, send digital ARCs four to eight weeks before launch day. That window gives reviewers time to read without letting your book go stale; six weeks is the sweet spot for most genres. Trade reviewers, library journals, and major media work on three-to-four-month lead times and need a separate, earlier wave. Order print ARCs so they arrive inside the same four-to-eight-week window.

Collecting reviews starts with the rules. Reviews can only be posted once your book is live, so tell your ARC team the exact launch date and ask them to post that day or later. Never pay for reviews or require positive ones; ask only for honest reviews, and make it easy by sending direct links to your Amazon and Goodreads pages on launch morning. One polite reminder a week before launch and one on launch day is appropriate. Expect a realistic conversion rate: if a third of recipients post reviews, you are doing well. Thank every reviewer regardless of stars, and never argue with a review publicly.

Your Pre-Send ARC Checklist

Run through this list before any ARC leaves your hands. Every item is a real mistake authors make.

• Cover and title page marked “Advance Review Copy, Not for Sale” in bold, uncroppable lettering.
• Copyright page carries the unedited-proof disclaimer and the not-for-sale notice.
• No final ISBN appears anywhere; the number is omitted or marked pending.
• No barcode appears on the cover.
• Interior text is the final, proofread draft with no placeholder chapters.
• A review-request page at the front or back gives the launch date and where to post reviews.
• PDF exported from the final print interior; EPUB exported from the final ebook file and validated.
• Each digital file is watermarked with the reviewer’s name or email, and copies are numbered.
• Files are named clearly, for example Title-ARC-AuthorName.pdf.
• A distribution log records who received which copy, in which format, and on which date.
• Download links are tested on a phone and an ereader before the campaign starts.
• Launch-day review links for Amazon and Goodreads are prepared in advance.

Frequently Asked Questions

What does ARC stand for?

ARC stands for advance reader copy or advance review copy: a pre-release edition sent to reviewers, librarians, booksellers, and early readers before publication to generate reviews and early buzz.

Can I sell my advance review copy?

No. ARCs are marked “not for sale” because they are pre-release editions, not retail products. Selling them violates the terms under which reviewers receive them and damages your standing with the review community.

Should my ARC have an ISBN?

No. An ARC does not need an ISBN, and you should not print your final ISBN on a pre-release edition. Leave the number off the copyright page or mark it as pending; never invent a placeholder number.

PDF or EPUB for my ARC?

Send PDF to reviewers on computers, librarians, and anyone needing your exact print layout. Send EPUB to ebook reviewers on phones, tablets, and modern ereaders. Reserve MOBI for very old Kindles.

How do I stop ARC piracy?

Watermark each copy with the reviewer’s name or email, number your copies, keep a distribution log, and send files only through tracked links to vetted reviewers. This deters casual sharing, which causes most leaks. Skip hard DRM, which mostly punishes honest reviewers.

When should I send ARCs?

Send digital ARCs four to eight weeks before launch day, with six weeks as the sweet spot for most genres. Trade reviewers and library journals need three to four months of lead time. Order print ARCs so they arrive inside the same window.

Conclusion: Send ARCs Like a Publisher

A well-formatted ARC is one of the highest-leverage assets in a self-publisher’s launch plan. Mark it clearly as a pre-release edition, build ARC-specific front matter with an honest disclaimer, choose PDF for print reviewers and EPUB for ebook reviewers, watermark every copy, distribute through tracked channels, and time the campaign four to eight weeks before launch. Your ARC then becomes a professional tool that earns the reviews launch week depends on.