Timing and Order of Processes

Welcome once again. Below are some very important dates, deadlines, instructions, etc., you need to understand for your partnership with Elm Hill to work.

You are now in a partnership that is not a self-publisher relationship; it is part self-publishing and part traditional publishing.


With that much larger opportunity comes more responsibility from you, the Elm Hill author, on timing, milestones, project policies, and more. We will be responsible for guiding you through them, but you play a larger role than a self-publishing author does.

REVISION CYCLES: There are three (3) revision cycles included in your package for your book’s interior and for the cover. There will be a $50.00 charge per revision cycle for any beyond three. So, when you think you are on the last revision…take a second and third look. Once approved and final, you will not be allowed to revise the files for at least six (6) months after your book’s On Sale Date.

HARDCOVER DESIGN (OR SWAP OUT): If you have hardcover books included in your package, you will be asked to choose either casewrap or dust jacket for the hardcover design for your book. If you choose dust jacket, you will have extra space on front and back flaps for additional presentation of book information, such as endorsements, referrals, etc. You can optionally swap out your hardcover print copies for more soft covers instead, but you have to ask for that now, within 3 business days of receiving this document. Simply send an email to authorpartner@elmhillbooks.com and request swapping hardcover books for soft cover

TWO IMPORTANT FORMS: Once print files (for book cover and interior) have been approved, we will create the necessary ebook files and send you a Distribution Ingest form that will accompany your files to HCCP for distribution. You will also be sent a W9 form used in connection with royalty payments to complete and return.

It is important that you carefully check the Distribution Ingest form before you approve it and email it back to us either approved or with any changes you made. Confirm accuracy of book information, pricing, etc., before you sign off, as any change in book files, price, etc., cannot be made for at least six (6) months after your On Sale Date.


RELEASE DATE: The Release Date marks the point when HarperCollins Christian Publishing (HCCP) begins shipping printed copies to retailers. HCCP will also begin the process of shipping the book copies included in your publishing package to you to arrive within 5 weeks of your Release Date, and you can order any additional copies you may need—instructions will be emailed to you. Some retailers will begin offering your book for pre-orders as of this date and sometimes a few weeks earlier at their discretion. As soon as you see your book appearing at Amazon, Barnes & Noble, etc., for pre-order, begin sending your potential customers to order their books.

We will be working with HCCP to have the metadata for your ISBNs sent out to distributors and retailers. Amazon and other retailers will usually make your title available for pre-order as of the Release Date or shortly before which allows readers to order the book ahead of the On Sale Date (which is when the retailers will ship those pre-orders to those readers).

Your effort to drive pre-orders in your marketing and promotion is very important because the retailers use those sales to determine their initial orders. If retailers have not received substantial pre-orders, then their initial orders will be relatively low. With low inventory on hand, your title is likely to sell out quickly and would then be listed as “Temporarily out of stock” until the retailers place additional orders and receive that inventory. You will often find 3rd Party dealers that DO have stock.

Amazon emphasizes that doing so is optimal because their order quantity is usually 3 to 5 times the pre-order number as of 4 weeks before the Release Date. Many authors are not willing to postpone their book's release to allow them time to drive pre-order sales, but you can request an additional 5 weeks be built into the publishing timeline after the Final Ingest worksheet is sent to HCCP. The normal production cycle would continue but everything would be due 5 weeks earlier before the Release and On Sale Date.

If you take the option of elongating your pre-order sales time (and hopefully drive sales from your own contacts and marketing efforts), then the number of books put into inventory by Amazon for the 'On Sale' period will be much greater, and the problem of running out of inventory in the middle of the early peak sales period is greatly reduced.

ON SALE DATE: The On Sale Date is the date when your book is to be available for sale at all online retailers. Once this date is reached, we will finalize your website with live links to retailers so that you can send your potential customers to your site to learn about you, your book, contact you, and easily purchase from the retailer of their choice with one click.

You should always use the On Sale Date when announcing the date your book will be available rather than the Release Date. Pre-orders are not guaranteed and are offered at each retailer’s discretion. Actually, because retailers sometimes lag a little, it is always best to wait a few weeks after the On Sale Date to arrange any signings, events, etc., just to be sure everything is up and running and your book is available. There is nothing worse than creating promotions for your book and it’s not yet available to buy - you don’t want to go through that.

TIMING IS DIFFERENT FOR GOLD LEAF AUTHORS: If you purchased a Gold Leaf package then your Release Date and On Sale Dates are later so that that your book can be featured at the next available HCCP Sales Conference (held three times per year). At Sales Conference, around 100 HCCP and HCCP-partner sales representatives will be introduced to your book and begin making their decisions about how to position and pitch it to their bookstores in the metropolitan market you chose, as well as to their constituent catalogs, distributors, specialty retailers, and other industry entities involved in the HCCP traditional bookselling machine.

Final print and ebook files for Gold Leaf titles will need to be completed and presented to HCCP about 45–60 days prior to Sales Conference. Then the stores in the metropolitan market you chose will have exclusive selling rights for 45–60 days after Sales Conference before your book is available online and elsewhere.

Any change in book files, price, etc., cannot be made for six (6) months after your On Sale Date.

Distribution


Now that we are finishing your production files we wanted you to know more about the distribution phase for your book. Depending on whether you have purchased a New Leaf or Gold Leaf package, there are things both you and HCCP can be and will be doing to distribute and/or promote your book.

HCCP will let us know, and we will let you know the retail price for your book. HCCP will factor the final cost, allow for potential retail fees charged by retailers that sell your book, and establish a competitive retail price based on similar books in the market.

The Release Date and the On Sale Date


The Release Date marks the point when HCCP begins shipping printed copies to retailers. HCCP will also process, print, and ship the book copies included in your publishing package to arrive within 5 weeks of your Release Date, and you can place your initial order for any additional copies you may need. You will be able to purchase additional copies at your author discount at any time after the Release Date.

For additional copies, please email your orders to HCCPAuthorOrders@HarperCollins.com including the following information:

  • Name:
  • Billing Address:
  • Shipping Address:
  • Email Address:
  • Phone Number:
  • ISBN:
  • Quantity:
  • Imprint: Elm Hill
The gratis copies included in your publishing package will be shipped to you automatically and will be delivered approximately 5 weeks after the Release Date.

Some retailers will begin taking pre-orders prior to the On Sale Date which is the date when your book is to be available for sale to readers. You should always use the On Sale Date when announcing the date your book will be available rather than the Release Date. Pre-order availability varies depending on the retailer. It is always a best idea to wait a few weeks after the On Sale Date to arrange any signings, events, etc., just to be sure everything is up and running.

We will be working with HCCP to have the metadata for your ISBNs sent out to distributors and retailers. Amazon and other retailers will usually make your title available for pre-order as of the Release Date or a few weeks prior which allows readers to order the book ahead of the On Sale Date (which is when the retailers will ship those pre-orders to those readers).

Your effort to drive pre-orders in your marketing and promotion is very important because the retailers use those sales to determine their initial orders. If retailers have not received substantial pre-orders, then their initial orders will be relatively low. With low inventory on hand, your title is likely to sell out quickly and would then be listed as “Temporarily out of stock” until the retailers place additional orders and receive that inventory. You will often find 3rd Party dealers that DO have stock.

Driving pre-order sales several weeks before the Release Date
Amazon emphasizes that doing so is optimal because their order quantity is usually 3 to 5 times the pre- order number as of 4 weeks before the Release Date. Many authors are not willing to postpone their book's release to allow them time to drive pre-order sales, but you can request an additional 5 weeks after the Final Ingest worksheet is sent to HCCP to allow a few additional weeks to drive pre-orders before the date when Amazon will determine their order quantity. The normal production cycle would continue but everything would be due 5 weeks earlier before the Release and On Sale Date.

If you take the option of elongating your pre-order sales time (and hopefully drive sales from your own contacts and marketing efforts), then the number of books put into inventory by Amazon for the 'On Sale' period will be much greater, and the problem of running out of inventory in the middle of the early peak sales period is greatly reduced.

After author written approval of the interior and cover files have both occurred, author change requests on either cannot be considered for a minimum of six (6) months after your book’s On Sale Date.

Royalties are not reported to us by online retailers until 60-90 days after the first transaction occurs following the On Sale Date. To monitor sales on Amazon, authors should sign up for an Amazon Author Central account to access sales reports—see …

https://authorcentral.amazon.com/gp/help?topicID=200620850 for instructions on doing so.

HCCP will render statements of account to You on or about forty-five (45) days after the royalty periods ending March 31, June 30, September 30, December 31 of each year, and pay to You any sums due as reflected on said statements. If HCCP elects to change accounting periods, the statements and payments due to you shall be rendered within forty-five (45) days following the end of such new accounting periods.

In rendering accounts and payments to You, HCCP shall have the right to allow for a reasonable reserve against returns and nonpayment of invoices. If in any quarterly accounting period the total payment due is less than ten dollars ($10.00), HCCP may defer the rendering of such statement and payment until such time as the sum of ten dollars ($10.00) or more shall be due.

If you purchased a New Leaf package, information about your book and your print files will be sent to HCCP so they can prepare your book for printing and worldwide availability. As we compile the information required, we may request some additional details such as your bio and the consumer synopsis, consumer description, and other data for your book.

The length of time from finalizing the ebook files (ebook files take 1-2 weeks after the author’s final approval of print files) to the On Sale Date is usually about 7-9 weeks.

If you purchased a Gold Leaf package, your Release and On Sale Dates will be delayed so that your book can be featured at the next available Sales Conference (held three times per year). For a period of 45-60 days after the sales conference presentation, HCCP sales pros will be presenting your book to local bookstores in the Metropolitan Market you have chosen.

The length of time from finalizing the ebook files (ebook files take 1-2 weeks after the author’s final approval of print files) to the On Sale Date will vary depending on how close we are to the next available Sales Conference when you approve the final print files.

If you have selected our top tier publishing package which includes a Prelaunch Campaign then you are going to enjoy the “inside of the inside” benefits of having a custom Prelaunch Edition offered for a 60- day exclusive selling window for independent and Christian bookstores in the Metropolitan Market of your choice in the United States. You’ll learn how to run your part of the Prelaunch Campaign in your own Prelaunch Marketing Playbook which covers a variety of topics including how to develop a street team and get them to take action to drive potential readers into stores, how to distribute ARCs to generate reviews, and how to spur pre-order sales on Amazon to maximize your sales when your regular edition releases to all accounts at the end of the Prelaunch Campaign.

During the distribution timeframe, we will also be finalizing other processes and services that may or may not be included in your package. Please refer to the documentation regarding the package you purchased to see which elements are included in your publishing package.

Website
The website is designed to be a “one stop landing page” where you can send prospective buyers to learn about you and your book, contact you, and quickly click and purchase your book or ebook. Components of your cover, author bio, book description, blogs, social media channels, etc., will be designed into the template you choose earlier for your website design style. Once your book hits the On Sale Date, links to purchase will be added to the website. It will be hosted for one year as part of your package and you can renew after that. The website name will be determined earlier – either from a list of available options from us, or from your own idea.

Promotional Materials
We will design bookmarks, business cards, and postcards using components of your cover, author bio, book description, website landing page, contact email, etc., for your approval. We will then print and ship the number of each included in your package. You will always be able to purchase additional by contacting us.

Press Release
We will write a web-optimized press release that will be distributed via powerhouse partner PRWeb to thousands of news outlets and search sites. This should create “buzz” about your new book and achieve a higher level of online visibility. Your press release will be:

  • written in language that is informational and newsworthy, rather than promotional, in order to maximize the number of outlets and feeds that will accept it
  • written to include keywords that are search engine optimized for best results
  • sent to major news sites and local news sites
  • sent to major search engines
  • distributed to key selected industry news feeds
  • distributed to key selected regional news feeds
Video Teaser
One of the best studies available on promotional efforts for self-published authors shows that using a 30-45 second video trailer increases the amount of royalties earned. A trailer, or teaser, creates anticipation for a movie and it works in the same way for a book. Successful teasers entice readers to investigate, then buy and read your book, and we believe no marketing and promotion plan is complete without one — for blogs, Facebook sites, Twitter accounts, YouTube accounts, your website, press releases, and more.

Your book teaser will be written and designed to incorporate the look and feel of your book — to borrow from its content and visuals to intrigue the viewer about your book and take them a step closer towards buying your book. The music and flow are artistically built and layered with appropriate text to create a buzz designed to draw your potential buyer first to the About the Book, then to About the Author, and then to purchase.

Professional Certified Author Program (CPA)
If the Professional Certified Author (PCA) program is included in your package you have an incredibly powerful tool to help you conduct the marketing and promotion of your book. The “Marketing Your Book” course will teach you how to take an active role in marketing, promoting, and selling your book using the best practices developed by HCCP.

You have the opportunity to learn both basic and advanced strategies and tactics to drive book sales that include developing a marketing plan, optimizing the Amazon Author Central page, designing an author newsletter, setting up effective social media platform accounts, marketing with local bookstores, working with local book clubs, and more.

Sales Reporting & Royalties
Retailers usually begin reporting sales 90 days after the On Sale Date and quarterly thereafter. HCCP will send quarterly royalty statements and payments as specified in your author agreement.

For recent sales information you can track your sales on your Amazon Author Central account—see https://authorcentral.amazon.com/gp/help?topicID=200620850 for instructions. The account is usually set up within a few days after you submit the required information and then you can click the Sales Info link to see weekly sales, sales by geographic area, and sales rank over time.

While Amazon generates less than half of most authors' sales, their Best Sellers Rank can serve as a quick rough estimate of recent sales. They have over 10 million titles available for sale but they only rank the top 3 million or so. The Best Sellers Rank is based on recent sales. Amazon says they calculate it hourly, but many believe they calculate the top 100,000 or so hourly and all the other products once per day or so.

A rank of 100,000 or higher usually indicates sales of one copy per day or less. A rank of 10,000 usually indicates sales of around 10-20 copies per day.

A rank that is improving simply means that the title has recently been selling more frequently. Keep in mind that it is only the overall Amazon Best Sellers Rank that is useful in providing some idea of sales. The niche categories vary too much in the number of copies required to impact rankings to be useful.

Following is a quick summary of your royalty rates. Please refer to your author agreement for details.

Hardcover: Your royalty rate is seventy percent (70%) of Projected Total Margin on the first one thousand (1,000) copies sold and fifty percent (50%) of Projected Total Margin on all copies sold thereafter. Projected Total Margin is calculated by multiplying the Projected per Unit Margin specified on the Pricing Agreement Form by the number of copies sold. The Projected per Unit Margin is calculated by multiplying the Suggested Retail Price by forty-five percent (45%) and then subtracting the Standard Print Cost specified on the Pricing Agreement Form.

Trade Paperback: Your royalty rate is seventy percent (70%) of Projected Total Margin on the first five thousand (5,000) copies sold and fifty percent (50%) of Projected Total Margin on all copies sold thereafter. Projected Total Margin is calculated by multiplying the Projected per Unit Margin specified on the Pricing Agreement Form by the number of copies sold. The Projected per Unit Margin is calculated by multiplying the Suggested Retail Price by forty-five percent (45%) and then subtracting the Standard Print Cost specified on the Pricing Agreement Form.

You can learn more about royalties at… https://elmhillbooks.com/author-royalties/

ORDER OF PROCESS

AVG TIME TO INITIAL OUTPUT

Content Evaluation (CE)
7–15 business days
Editing Assessment (EA)
7–15 business days
Manuscript Editing (ME)
15–21 business days
Cover Design & Creation (CC)
7–15 business days
Interior Design (PD)
7–15 business days
Illustration
(variable)
Library of Congress (LCCN)
1–3 business days
Ebook File Creation (EB)
3–7 business days
Print and Ebook files sent to HCCP for distribution
7–9 weeks to online availability
Website Creation
7–15 business days
Promotional Materials
7–15 business days

GOLD LEAF EXTRAS

PROCESS

AVG TIME TO INITIAL OUTPUT

Copyright
1–3 business days
Press Release
7–15 business days
Video Trailer
7–15 business days
Professional Author Curriculum (PCA)
Usually available about 30 days after purchase
Sales Conference/Bookstore Placement/Prelaunch
scheduled once files received by HCCP


The Release Date marks the point when HCCP begins shipping printed copies to retailers. HCCP will also process, print, and ship the book copies included in your publishing package to arrive within 5 weeks of your Release Date, and you can place your initial order for any additional copies you may need. You will be able to purchase additional copies at your author discount at any time after the Release Date.

For additional copies, please email your orders to HCCPAuthorOrders@HarperCollins.com including the following information:

  • Name
  • Billing Address
  • Shipping Address
  • Email Address
  • Phone Number
  • ISBN
  • Quantity
  • Imprint: Elm Hill

Some retailers will begin taking pre-orders prior to the On Sale Date which is the date when your book is to be available for sale to readers. You should always use the On Sale Date when announcing the date your book will be available rather than the Release Date. Pre-order availability varies depending on the retailer. It is always a best idea to wait a few weeks after the On Sale Date to arrange any signings, events, etc., just to be sure everything is up and running.

Your effort to drive pre-orders in your marketing and promotion is very important because the retailers use those sales to determine their initial orders. If retailers have not received substantial pre-orders, then their initial orders will be relatively low. With low inventory on hand, your title is likely to sell out quickly and would then be listed as “Temporarily out of stock” until the retailers place additional orders and receive that inventory.

Amazon emphasizes that doing so is optimal because their order quantity is usually 3 to 5 times the pre-order number as of 4 weeks before the Release Date. Many authors are not willing to postpone their book's release to allow them time to drive pre-order sales, but you can request an additional 5 weeks after the Final Ingest worksheet is sent to HCCP to allow a few additional weeks to drive pre-orders before the date when Amazon will determine their order quantity. The normal production cycle would continue but everything would be due 5 weeks earlier before the Release and On Sale Date.



Welcome once again. Below are some very important dates, deadlines, instructions, etc., you need to understand for your partnership with Elm Hill to work.

You are now in a partnership that is not a self-publisher relationship; it is part self-publishing and part traditional publishing.


With that much larger opportunity comes more responsibility from you, the Elm Hill author, on timing, milestones, project policies, and more. We will be responsible for guiding you through them, but you play a larger role than a self-publishing author does.

REVISION CYCLES: There are three (3) revision cycles included in your package for your book’s interior and for the cover. There will be a $50.00 charge per revision cycle for any beyond three. So, when you think you are on the last revision…take a second and third look. Once approved and final, you will not be allowed to revise the files for at least six (6) months after your book’s On Sale Date.

HARDCOVER DESIGN (OR SWAP OUT): If you have hardcover books included in your package, you will be asked to choose either casewrap or dust jacket for the hardcover design for your book. If you choose dust jacket, you will have extra space on front and back flaps for additional presentation of book information, such as endorsements, referrals, etc. You can optionally swap out your hardcover print copies for more soft covers instead, but you have to ask for that now, within 3 business days of receiving this document. Simply send an email to authorpartner@elmhillbooks.com and request swapping hardcover books for soft cover

TWO IMPORTANT FORMS: Once print files (for book cover and interior) have been approved, we will create the necessary ebook files and send you a Distribution Ingest form that will accompany your files to HCCP for distribution. You will also be sent a W9 form used in connection with royalty payments to complete and return.

It is important that you carefully check the Distribution Ingest form before you approve it and email it back to us either approved or with any changes you made. Confirm accuracy of book information, pricing, etc., before you sign off, as any change in book files, price, etc., cannot be made for at least six (6) months after your On Sale Date.


RELEASE DATE: The Release Date marks the point when HarperCollins Christian Publishing (HCCP) begins shipping printed copies to retailers. HCCP will also begin the process of shipping the book copies included in your publishing package to you to arrive within 5 weeks of your Release Date, and you can order any additional copies you may need—instructions will be emailed to you. Some retailers will begin offering your book for pre-orders as of this date and sometimes a few weeks earlier at their discretion. As soon as you see your book appearing at Amazon, Barnes & Noble, etc., for pre-order, begin sending your potential customers to order their books.

We will be working with HCCP to have the metadata for your ISBNs sent out to distributors and retailers. Amazon and other retailers will usually make your title available for pre-order as of the Release Date or shortly before which allows readers to order the book ahead of the On Sale Date (which is when the retailers will ship those pre-orders to those readers).

Your effort to drive pre-orders in your marketing and promotion is very important because the retailers use those sales to determine their initial orders. If retailers have not received substantial pre-orders, then their initial orders will be relatively low. With low inventory on hand, your title is likely to sell out quickly and would then be listed as “Temporarily out of stock” until the retailers place additional orders and receive that inventory. You will often find 3rd Party dealers that DO have stock.

Amazon emphasizes that doing so is optimal because their order quantity is usually 3 to 5 times the pre-order number as of 4 weeks before the Release Date. Many authors are not willing to postpone their book's release to allow them time to drive pre-order sales, but you can request an additional 5 weeks be built into the publishing timeline after the Final Ingest worksheet is sent to HCCP. The normal production cycle would continue but everything would be due 5 weeks earlier before the Release and On Sale Date.

If you take the option of elongating your pre-order sales time (and hopefully drive sales from your own contacts and marketing efforts), then the number of books put into inventory by Amazon for the 'On Sale' period will be much greater, and the problem of running out of inventory in the middle of the early peak sales period is greatly reduced.

ON SALE DATE: The On Sale Date is the date when your book is to be available for sale at all online retailers. Once this date is reached, we will finalize your website with live links to retailers so that you can send your potential customers to your site to learn about you, your book, contact you, and easily purchase from the retailer of their choice with one click.

You should always use the On Sale Date when announcing the date your book will be available rather than the Release Date. Pre-orders are not guaranteed and are offered at each retailer’s discretion. Actually, because retailers sometimes lag a little, it is always best to wait a few weeks after the On Sale Date to arrange any signings, events, etc., just to be sure everything is up and running and your book is available. There is nothing worse than creating promotions for your book and it’s not yet available to buy - you don’t want to go through that.

TIMING IS DIFFERENT FOR GOLD LEAF AUTHORS: If you purchased a Gold Leaf package then your Release Date and On Sale Dates are later so that that your book can be featured at the next available HCCP Sales Conference (held three times per year). At Sales Conference, around 100 HCCP and HCCP-partner sales representatives will be introduced to your book and begin making their decisions about how to position and pitch it to their bookstores in the metropolitan market you chose, as well as to their constituent catalogs, distributors, specialty retailers, and other industry entities involved in the HCCP traditional bookselling machine.

Final print and ebook files for Gold Leaf titles will need to be completed and presented to HCCP about 45–60 days prior to Sales Conference. Then the stores in the metropolitan market you chose will have exclusive selling rights for 45–60 days after Sales Conference before your book is available online and elsewhere.

Any change in book files, price, etc., cannot be made for six (6) months after your On Sale Date.

Distribution


Now that we are finishing your production files we wanted you to know more about the distribution phase for your book. Depending on whether you have purchased a New Leaf or Gold Leaf package, there are things both you and HCCP can be and will be doing to distribute and/or promote your book.

HCCP will let us know, and we will let you know the retail price for your book. HCCP will factor the final cost, allow for potential retail fees charged by retailers that sell your book, and establish a competitive retail price based on similar books in the market.

The Release Date and the On Sale Date


The Release Date marks the point when HCCP begins shipping printed copies to retailers. HCCP will also process, print, and ship the book copies included in your publishing package to arrive within 5 weeks of your Release Date, and you can place your initial order for any additional copies you may need. You will be able to purchase additional copies at your author discount at any time after the Release Date.

For additional copies, please email your orders to HCCPAuthorOrders@HarperCollins.com including the following information:

  • Name:
  • Billing Address:
  • Shipping Address:
  • Email Address:
  • Phone Number:
  • ISBN:
  • Quantity:
  • Imprint: Elm Hill
The gratis copies included in your publishing package will be shipped to you automatically and will be delivered approximately 5 weeks after the Release Date.

Some retailers will begin taking pre-orders prior to the On Sale Date which is the date when your book is to be available for sale to readers. You should always use the On Sale Date when announcing the date your book will be available rather than the Release Date. Pre-order availability varies depending on the retailer. It is always a best idea to wait a few weeks after the On Sale Date to arrange any signings, events, etc., just to be sure everything is up and running.

We will be working with HCCP to have the metadata for your ISBNs sent out to distributors and retailers. Amazon and other retailers will usually make your title available for pre-order as of the Release Date or a few weeks prior which allows readers to order the book ahead of the On Sale Date (which is when the retailers will ship those pre-orders to those readers).

Your effort to drive pre-orders in your marketing and promotion is very important because the retailers use those sales to determine their initial orders. If retailers have not received substantial pre-orders, then their initial orders will be relatively low. With low inventory on hand, your title is likely to sell out quickly and would then be listed as “Temporarily out of stock” until the retailers place additional orders and receive that inventory. You will often find 3rd Party dealers that DO have stock.

Driving pre-order sales several weeks before the Release Date
Amazon emphasizes that doing so is optimal because their order quantity is usually 3 to 5 times the pre- order number as of 4 weeks before the Release Date. Many authors are not willing to postpone their book's release to allow them time to drive pre-order sales, but you can request an additional 5 weeks after the Final Ingest worksheet is sent to HCCP to allow a few additional weeks to drive pre-orders before the date when Amazon will determine their order quantity. The normal production cycle would continue but everything would be due 5 weeks earlier before the Release and On Sale Date.

If you take the option of elongating your pre-order sales time (and hopefully drive sales from your own contacts and marketing efforts), then the number of books put into inventory by Amazon for the 'On Sale' period will be much greater, and the problem of running out of inventory in the middle of the early peak sales period is greatly reduced.

After author written approval of the interior and cover files have both occurred, author change requests on either cannot be considered for a minimum of six (6) months after your book’s On Sale Date.

Royalties are not reported to us by online retailers until 60-90 days after the first transaction occurs following the On Sale Date. To monitor sales on Amazon, authors should sign up for an Amazon Author Central account to access sales reports—see …

https://authorcentral.amazon.com/gp/help?topicID=200620850 for instructions on doing so.

HCCP will render statements of account to You on or about forty-five (45) days after the royalty periods ending March 31, June 30, September 30, December 31 of each year, and pay to You any sums due as reflected on said statements. If HCCP elects to change accounting periods, the statements and payments due to you shall be rendered within forty-five (45) days following the end of such new accounting periods.

In rendering accounts and payments to You, HCCP shall have the right to allow for a reasonable reserve against returns and nonpayment of invoices. If in any quarterly accounting period the total payment due is less than ten dollars ($10.00), HCCP may defer the rendering of such statement and payment until such time as the sum of ten dollars ($10.00) or more shall be due.

If you purchased a New Leaf package, information about your book and your print files will be sent to HCCP so they can prepare your book for printing and worldwide availability. As we compile the information required, we may request some additional details such as your bio and the consumer synopsis, consumer description, and other data for your book.

The length of time from finalizing the ebook files (ebook files take 1-2 weeks after the author’s final approval of print files) to the On Sale Date is usually about 7-9 weeks.

If you purchased a Gold Leaf package, your Release and On Sale Dates will be delayed so that your book can be featured at the next available Sales Conference (held three times per year). For a period of 45-60 days after the sales conference presentation, HCCP sales pros will be presenting your book to local bookstores in the Metropolitan Market you have chosen.

The length of time from finalizing the ebook files (ebook files take 1-2 weeks after the author’s final approval of print files) to the On Sale Date will vary depending on how close we are to the next available Sales Conference when you approve the final print files.

If you have selected our top tier publishing package which includes a Prelaunch Campaign then you are going to enjoy the “inside of the inside” benefits of having a custom Prelaunch Edition offered for a 60- day exclusive selling window for independent and Christian bookstores in the Metropolitan Market of your choice in the United States. You’ll learn how to run your part of the Prelaunch Campaign in your own Prelaunch Marketing Playbook which covers a variety of topics including how to develop a street team and get them to take action to drive potential readers into stores, how to distribute ARCs to generate reviews, and how to spur pre-order sales on Amazon to maximize your sales when your regular edition releases to all accounts at the end of the Prelaunch Campaign.

During the distribution timeframe, we will also be finalizing other processes and services that may or may not be included in your package. Please refer to the documentation regarding the package you purchased to see which elements are included in your publishing package.

Website
The website is designed to be a “one stop landing page” where you can send prospective buyers to learn about you and your book, contact you, and quickly click and purchase your book or ebook. Components of your cover, author bio, book description, blogs, social media channels, etc., will be designed into the template you choose earlier for your website design style. Once your book hits the On Sale Date, links to purchase will be added to the website. It will be hosted for one year as part of your package and you can renew after that. The website name will be determined earlier – either from a list of available options from us, or from your own idea.

Promotional Materials
We will design bookmarks, business cards, and postcards using components of your cover, author bio, book description, website landing page, contact email, etc., for your approval. We will then print and ship the number of each included in your package. You will always be able to purchase additional by contacting us.

Press Release
We will write a web-optimized press release that will be distributed via powerhouse partner PRWeb to thousands of news outlets and search sites. This should create “buzz” about your new book and achieve a higher level of online visibility. Your press release will be:

  • written in language that is informational and newsworthy, rather than promotional, in order to maximize the number of outlets and feeds that will accept it
  • written to include keywords that are search engine optimized for best results
  • sent to major news sites and local news sites
  • sent to major search engines
  • distributed to key selected industry news feeds
  • distributed to key selected regional news feeds
Video Teaser
One of the best studies available on promotional efforts for self-published authors shows that using a 30-45 second video trailer increases the amount of royalties earned. A trailer, or teaser, creates anticipation for a movie and it works in the same way for a book. Successful teasers entice readers to investigate, then buy and read your book, and we believe no marketing and promotion plan is complete without one — for blogs, Facebook sites, Twitter accounts, YouTube accounts, your website, press releases, and more.

Your book teaser will be written and designed to incorporate the look and feel of your book — to borrow from its content and visuals to intrigue the viewer about your book and take them a step closer towards buying your book. The music and flow are artistically built and layered with appropriate text to create a buzz designed to draw your potential buyer first to the About the Book, then to About the Author, and then to purchase.

Professional Certified Author Program (CPA)
If the Professional Certified Author (PCA) program is included in your package you have an incredibly powerful tool to help you conduct the marketing and promotion of your book. The “Marketing Your Book” course will teach you how to take an active role in marketing, promoting, and selling your book using the best practices developed by HCCP.

You have the opportunity to learn both basic and advanced strategies and tactics to drive book sales that include developing a marketing plan, optimizing the Amazon Author Central page, designing an author newsletter, setting up effective social media platform accounts, marketing with local bookstores, working with local book clubs, and more.

Sales Reporting & Royalties
Retailers usually begin reporting sales 90 days after the On Sale Date and quarterly thereafter. HCCP will send quarterly royalty statements and payments as specified in your author agreement.

For recent sales information you can track your sales on your Amazon Author Central account—see https://authorcentral.amazon.com/gp/help?topicID=200620850 for instructions. The account is usually set up within a few days after you submit the required information and then you can click the Sales Info link to see weekly sales, sales by geographic area, and sales rank over time.

While Amazon generates less than half of most authors' sales, their Best Sellers Rank can serve as a quick rough estimate of recent sales. They have over 10 million titles available for sale but they only rank the top 3 million or so. The Best Sellers Rank is based on recent sales. Amazon says they calculate it hourly, but many believe they calculate the top 100,000 or so hourly and all the other products once per day or so.

A rank of 100,000 or higher usually indicates sales of one copy per day or less. A rank of 10,000 usually indicates sales of around 10-20 copies per day.

A rank that is improving simply means that the title has recently been selling more frequently. Keep in mind that it is only the overall Amazon Best Sellers Rank that is useful in providing some idea of sales. The niche categories vary too much in the number of copies required to impact rankings to be useful.

Following is a quick summary of your royalty rates. Please refer to your author agreement for details.

Hardcover: Your royalty rate is seventy percent (70%) of Projected Total Margin on the first one thousand (1,000) copies sold and fifty percent (50%) of Projected Total Margin on all copies sold thereafter. Projected Total Margin is calculated by multiplying the Projected per Unit Margin specified on the Pricing Agreement Form by the number of copies sold. The Projected per Unit Margin is calculated by multiplying the Suggested Retail Price by forty-five percent (45%) and then subtracting the Standard Print Cost specified on the Pricing Agreement Form.

Trade Paperback: Your royalty rate is seventy percent (70%) of Projected Total Margin on the first five thousand (5,000) copies sold and fifty percent (50%) of Projected Total Margin on all copies sold thereafter. Projected Total Margin is calculated by multiplying the Projected per Unit Margin specified on the Pricing Agreement Form by the number of copies sold. The Projected per Unit Margin is calculated by multiplying the Suggested Retail Price by forty-five percent (45%) and then subtracting the Standard Print Cost specified on the Pricing Agreement Form.

You can learn more about royalties at… https://elmhillbooks.com/author-royalties/