ARC Reader Application Form: Free Template and Questions to Ask

A note on the rules: Amazon does not allow reviews in exchange for money, gifts or other compensation, and you must never require a reader to post a review. An application form is a way to find the right readers, not a way to extract reviews. Nothing below promises reviews or star ratings.

If you give away advance copies of your book, you need a simple way to collect the people who want to read it. An ARC reader application form does exactly that: it replaces a messy inbox with one tidy list of readers, their preferred file format and their contact details. It also quietly filters for the right people, because a reader who enjoys your genre is far more likely to finish the book and tell others about it.

This guide gives you a form you can copy today, explains why each question is there, and shows what to avoid so the program stays honest and easy to defend. If you are new to the topic, start with our overview of how to find ARC readers and come back here when you are ready to build the sign-up page.

Why use an application form at all?

Many authors start with "just email me and I will send the file". That works for five readers. At thirty it becomes a spreadsheet problem: who asked for EPUB, who needs a PDF, who already got the book, who unsubscribed? A form solves four problems at once:

• One list instead of many threads. Every answer lands in a single sheet you can sort and filter.
• Better fit. A few genre questions show you who actually reads your type of book.
• Clear expectations. You state the rules once, in writing, before anyone receives a file.
• Consent. You collect an email address with permission, which matters under GDPR and similar laws.

Which tool should you use?

You do not need special software. Any of these works:

For a first book, Google Forms is enough. The questions matter much more than the tool.

The ARC reader application form template

Copy the sections below into your form. Required fields are marked with an asterisk.

Section 1: Who are you?

• First name or reader name*: a first name or a nickname is enough. You do not need a legal name.
• Email address*: where the file link will be sent.
• Country (optional): useful because some retailers and giveaways are country-specific.

Section 2: What do you like to read?

• Which of these genres do you read most?* (checkboxes: the genres that fit your book, plus "other")
• Which sub-genres or tropes do you enjoy? (short answer: for example "found family" or "locked-room mystery")
• Are there topics you prefer to avoid? (short answer: a courtesy question that shows respect for readers)

Section 3: How do you like to read?

• Preferred format*: EPUB, MOBI/Kindle, PDF or audiobook (if you have one).
• Which device or app do you use? (Kindle, phone, tablet, other)
• How long does a book of this length usually take you? (a few days, one to two weeks, longer). This helps you plan the schedule, not judge anyone.

Section 4: Where do you share opinions? (optional)

• Do you have a Goodreads profile, blog, newsletter or social account where you sometimes talk about books? (short answer: optional)
• Where do you usually leave opinions, if at all? (Goodreads, a blog, a retailer, nowhere)

Keep this section optional and neutral. The point is not to promise yourself a review. It is to know where a reader who chooses to share an opinion would likely do it, so you can send the right links on launch day.

Section 5: The agreement

Add a short block of text and a required checkbox:

I understand that this is a free advance copy. Reading the book is enough: leaving a review is welcome but never required. If I choose to share an opinion, I will be honest and mention that I received a free copy. I agree that the copy is for my own use and will not be shared.

That single paragraph does three jobs. It states that nothing is owed, it reminds readers of the disclosure that the FTC expects, and it protects you against file sharing.

Section 6: Consent

• Permission to email me about this book* (checkbox): "Yes, you may email me the ARC and a launch reminder for this book."
• Optional newsletter opt-in (separate, unticked checkbox): "I would also like to receive your newsletter."

Keep these two consents separate. Mixing them is a common privacy mistake. Link to a short privacy note that says who you are, what you store and how a reader can ask you to delete their data.

What to leave out of the form

These questions look harmless but cause problems:

• "Will you post a review on Amazon?" A yes or no here makes the review feel like a condition. Do not ask.
• "What star rating do you usually give?" Selecting readers by how kind they are is review manipulation. Never do it.
• "Do you have an Amazon Verified Purchase history?" Same problem, and irrelevant to whether someone enjoys your genre.
• Phone numbers, home addresses, birth dates. You do not need them for a digital copy. Collect the minimum.
• Anything that offers something in return: gift cards, entries into a prize draw "for reviewers", or bonus content only for people who review. All of these can count as compensation.

Our plain-language guide to the Amazon review policy explains the line in more detail.

What to do after someone applies

1. Send a confirmation immediately. A short thank-you with the launch date and what happens next.
2. Send the file about two to four weeks before launch. Give readers time to read without pressure. Include your disclaimer on the title page (see our guide to advance reader copy disclaimer wording).
3. Send one friendly reminder on launch day. Include links, say thank you, and repeat that no review is required. Our review request email templates show the tone to aim for.
4. Do not chase. If someone does not write anything, that is a normal outcome. Many readers never finish an ARC, and some finish and prefer to stay silent.

How many applicants should you accept?

There is no ideal number, and nobody can honestly promise you a review rate. A sensible approach for a first book is to accept every genuine applicant you can personally manage, then grow the list book by book. Readers who enjoyed one ARC often return for the next one, which is exactly why a form with an "ARC team" tag in your mailing list is worth keeping.

Where to share the form

• The back matter of your previous book and your newsletter footer.
• Your author website, on a page that explains what an ARC is.
• Genre communities and groups where the rules allow author posts. Read each group's rules first.
• Your profile on GetBookReviews, where readers browse for new indie titles.

Frequently asked questions

Do I need an ARC reader form?

No, but it saves time as soon as you have more than a handful of readers. It also gives you consent records and a clear list of who received which file.

Can I ask ARC readers to post a review on Amazon?

You may let readers know where they can share an honest opinion if they wish to. You must not require a review, offer anything in exchange, or select readers by the rating they might give.

Is a Google Form GDPR-compliant?

The tool alone does not make you compliant. You also need a clear consent checkbox, a short privacy note and a way to delete someone's data on request. This article is not legal advice; check the rules that apply to you.

How long should the ARC period be?

Two to four weeks before release is common for a novel. Shorter books can work with less time. What matters is that readers receive the file early enough to read at their own pace.