Email Templates for Your Book Review Crew
You should plan to send six emails:
- 4–6 months before launch: Begin building your ARC team. Send invitations to your email list, reach out to bookfluencers and bloggers, identify Goodreads reviewers of comparable books.
- 8–12 weeks before launch: Send the download link and let them know when the review is needed by.
- One week before launch: Remind them the book comes out next week and resend the download link.
- Day before launch: Let them know the book releases tomorrow and that you will send the review links on launch day.
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Launch day: Send the Amazon review link and Goodreads link. On Amazon, you’ll need to send a clean link. You’ll copy and paste the link out of the address bar at the to of the page. A clean link looks like this:
You copy just until you reach the end of the number that follows the dp, and that’s your clean link, (the part underlined in yellow). You should paste the clean link into your browser to make sure that it still takes you to your book. -
Two week after launch: Send thank-you notes to everyone who posted a review. Note who participated for your next book's ARC team
If you do not have an email newsletter provider, you may need to split your emails into smaller groups. Personal email providers often do not like large bulk emails. If you split the list, use BCC and rotate the groups each time so the same people are not always grouped together.
Even better, start an author newsletter. MailerLite has a free starter plan, and your review crew is a great place to begin building your reader list. As an author, your email list can become one of your most valuable long-term marketing tools.
Email 1: Initial Outreach (4–6 months before launch)
This initial outreach email should be tailored to the recipient, so for this first email, instead of a template, we have some general guidelines.
1. A warm, personal opener
Reference something specific — a review they wrote, a book they championed, or their platform's focus. This signals you did your homework and aren't blasting a generic mass email.
2. A one-sentence hook about your book
Lead with what makes it compelling, not just what it's about. Think of it as your elevator pitch — genre, mood, and what sets it apart.
3. A brief comp title connection
Since you're reaching out to reviewers of comparable books, mention that. Something like: "I noticed you reviewed [Title] and thought my book might appeal to your readers for similar reasons." This is your strongest relevance signal.
4. Key book details
Keep it tight — title, genre, release date, and page count. Reviewers want to know what they're committing to before they say yes.
5. A clear, low-pressure ask
Ask if they'd be interested in receiving an ARC in exchange for an honest review. Emphasize "honest" — it builds trust and sets the right expectations.
6. Format options
Let them choose between an e-ARC (PDF, Kindle, NetGalley) or a print copy if you're able to offer one. Removing friction increases your yes rate.
7. Your timeline
Give them the ARC delivery date and your ideal review window. Respect their time by being upfront about deadlines.
8. A brief author bio
Two or three sentences — who you are, any relevant credentials, and your platform if it's established.
9. Easy next steps
End with a single clear call to action: reply to express interest, click a link, or fill out a short form. Don't make them figure out what to do next.
A few things to avoid:
- Don't attach the full manuscript to a cold email
- Don't demand a positive review or suggest what rating you're hoping for
- Don't write more than 250–300 words — reviewers are busy and get a lot of these
- Don't follow up more than once if you don't hear back
Email 2: Initial Review Crew Email (8–12 weeks before launch)
Subject: Your advance copy of [Book Title] is here!
Hi [Name],
Thank you so much for being part of my review crew for [Book Title]. I’m so grateful for your support and excited to share this book with you!
You can download your advance copy here:
[Download Link]
The book officially releases on [Launch Date]. If you’re willing to leave an honest review, it would be most helpful if you could have it ready to post on or near launch day. I’ll send you the Amazon review link as soon as the book is live
Thank you again. Reviews are such an important part of helping new readers discover a book, and I truly appreciate your help.
Best,
[Author Name]
Email 3: ARC Reminder to Those Who Haven't Confirmed They've Started Reading (2–3 weeks before launch)
Subject: [Book Title] releases in a few weeks!
Hi [Name],
Just a quick reminder that [Book Title] releases in just a couple of weeks, on [Launch Date]!
If you’ve already finished reading, thank you so much. If you haven’t had a chance yet, now is a great time to jump in so you’ll be ready to review when the book goes live.
Here’s the download link again:
[Download Link]
I’ll send the Amazon review link on launch day.
Thank you again for being part of my review crew. I’m so grateful for your support.
Best,
[Author Name]
Email 4: Launch Day Reminder (1 week before launch)
Subject: 1 week until launch day!
Hi [Name],
We are just one week away from my official release day for [Book Title], and I’m so excited!
Thank you again for being part of my review crew and for taking the time to read an early copy. I truly appreciate it.
Keep your eye out for my email on [Launch Day] with a review link to Amazon and Goodreads.
Reviews are a huge part of helping books get seen by new readers, especially during launch week. Thank you for helping me give this book the best possible start.
Best,
[Author Name]
Email 5: Review Request (launch day)
Subject: [Book Title] is live! Review link inside
Hi [Name],
Today is the day! [Book Title] is officially available.
Thank you so much for reading an early copy and supporting this launch. If you’re willing to leave an honest review, you can do that here:
Amazon review link:
[Amazon Review Link]
If you’re also on Goodreads, it would be wonderful if you could copy and paste your review there as well:
Goodreads review link:
[Goodreads Link]
Please be sure to add this line to the end of your review: I was given an advanced review copy of this book, but all opinions are my own.
Your review does not need to be long. A few honest sentences are perfect. You could mention what stood out to you, how the book made you feel, a favorite character or moment, or who you think would enjoy it.
Thank you again. Reviews are a big part of how authors get their books seen by new readers. I couldn’t do this without your support.
Best,
[Author Name]
Email 6: Thank You Email (2 weeks after launch)
Subject: Thank you so much for your review for [Book Title]
Hi [Name],
Thank you so much! I’m incredibly grateful for your honest review.
Your support means a lot to me. These reviews helps the book reach more readers.
Best,
[Author Name]
Jump back to: Book Reviews & ARC Strategy - Building Social Proof Before and After Launch.
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