Review Copy and Book Review Tracker

Who this is for

Every advance and review copy, and what came back. One line per reviewer records when the copy went out, in what format, what it cost and when a review was promised, then where and when it appeared. The summary shows how many copies turned into reviews.

Self-published and independent authors sending advance reader copies to bloggers, reviewers and readers ahead of a launch or after it.

What this helps you track

• Who has a copy, in which format, and when it was sent
• What each copy cost you to send
• When each review was promised and whether it arrived
• Where each review was posted and the rating given
• The share of copies that turned into reviews

How to use it

1. Write the title, release date and the platforms you want reviews on at the top.
2. Add a line for each reviewer or outlet as a copy is sent, with the format and any cost of the copy and postage.
3. Note the date a review was promised by, if one was agreed.
4. When a review appears, tick it in and record the date, platform, rating and a link or reference.
5. The response rate and total cost are worked out in the browser and the workbook; on paper, count the ticks and add the cost column.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What counts as a review received?

Tick the in column once a review is actually posted or published, not when it is promised. The response rate divides reviews in by copies sent, so it reflects what readers can see.

Should I record free ebook copies?

Yes. Give them a line with a cost of nothing, or the fee if you used a paid delivery service. Leaving them out would make the response rate look better than it is.

Are there rules about asking for reviews?

Retailers and review sites set their own policies on free copies and reviews, and they differ and change. Check the current terms of each platform you list before you send copies.

How is this different from the beta reader tracker?

Beta readers give feedback on a draft to improve the book. This tracker covers finished or near-finished copies sent out for public reviews.