Library Purchase Request vs Book Donation: Which Should Authors Try?
An author who wants a book in a public library may be tempted to send a free copy immediately. That feels generous and direct, but a donation is not the same as an acquisition. Libraries select materials according to collection policies, community needs, budgets, cataloguing requirements and available shelf space. A purchase request asks the library to evaluate the title for acquisition through its normal process. A donation offers a physical copy, usually without guaranteeing that it will be catalogued or kept. Understanding the difference helps authors protect relationships, avoid wasted copies and present the book in a way that librarians can assess.
The difference between a purchase request and a donation
A purchase request is a recommendation that the library consider buying a title. Depending on the system, it may come from a cardholder, an author, a publisher or a distributor. The library still decides whether the work fits its collection and may acquire it through an approved vendor rather than directly from the author.
A book donation transfers a copy to the library under its gift policy. Acceptance at the desk does not necessarily mean acceptance into the circulating collection. The library may evaluate, redirect, sell, recycle or otherwise handle donated material according to its rules. Authors should read the exact policy before delivering anything and should not ask staff to promise shelf placement.
The practical distinction is control. A purchase request preserves the library’s normal buying and cataloguing workflow. A donation reduces the library’s purchase cost but can create processing work and may arrive without the metadata or supplier record staff need. Neither route creates an entitlement to inclusion.
When a library purchase request is the stronger route
A purchase request is usually stronger when the book is professionally produced, available through channels the library uses and clearly relevant to local readers or an established subject area. It allows staff to evaluate price, edition, format, reviews, bibliographic data and ongoing availability before committing resources.
Authors should submit only through the channel the library identifies. Some systems provide a patron suggestion form; others ask local authors or publishers to contact a collections department. A concise submission should include the exact title, author, ISBN, format, publication date, price, distributor or ordering path, audience, subject and a short reason the book belongs in that community.
Local relevance can help when it is specific and truthful. A book may cover local history, be written by a resident, support a regional curriculum or serve a language community. Simply stating that the author lives nearby is not a guarantee. Explain the connection without exaggerating demand, sales, awards or media attention.
When donating a copy may make sense
A donation can make sense when the library explicitly welcomes local-author submissions or gifts for collection consideration. It may also be appropriate for an archival, local-history or special collection that has its own intake rules. Ask first, because sending an unsolicited parcel can shift the cost of a speculative pitch onto library staff.
The donated copy should normally be a clean finished edition, not a proof, damaged return or outdated version. Include a brief information sheet rather than promotional clutter. State the title, ISBN, edition, format, publication date, subject, audience and contact details. If the book has accessibility features, an index, references or bilingual content, identify them accurately.
Treat the donation as unconditional unless the library’s written procedure says otherwise. Do not demand a particular branch, permanent display, event, review or return of the copy. If the library cannot add it, a courteous response protects the relationship better than arguing about the decision.
What librarians may evaluate
Collection decisions are broader than literary quality. Librarians may consider community interest, authority, accuracy, currency, professional presentation, format durability, accessibility, reviews, duplication within the collection and the cost of cataloguing and maintaining the item. Policies differ across systems and between general, school, academic and special libraries.
Discoverability matters. Consistent title, contributor, publisher, edition and ISBN information helps staff match the physical book to a reliable record. A clear copyright page, readable spine, suitable binding and accurate subject description reduce uncertainty. For nonfiction, sources, qualifications and revision dates may be especially relevant.
Availability also matters. One donated copy can disappear, wear out or become outdated. A title that can be reordered from a stable supplier is easier to maintain. Authors should give accurate distribution information without claiming that availability through a wholesaler automatically means a library will buy the book.
A respectful library outreach workflow
First, identify the correct library system and read its current collection-development, donation and local-author guidance. Second, search the catalogue to see whether the title or a previous edition is already held. Third, choose the route the library actually offers rather than sending the same pitch to several departments.
Prepare a compact evidence file: bibliographic details, a one-paragraph description, intended readership, relevant professional coverage, local connection and ordering information. Keep reader-review counts in context. A librarian needs verifiable facts and collection fit more than a long promotional biography.
Submit once, record the date and wait for the stated review period. If no timeframe is given, one polite follow-up is enough. Do not recruit supporters to flood a suggestion form, and do not ask friends to represent themselves as unrelated patrons. Coordinated pressure can undermine confidence in genuine community interest.
How to choose between the two options
Choose a purchase request when the book is orderable, the library provides an acquisition channel and your goal is normal inclusion in the circulating collection. Choose a donation when the written policy invites suitable gifts or local-author copies and you are comfortable giving up control of the copy.
In some cases the best decision is to wait. Improve weak metadata, replace a proof with the finished edition, make the book reliably orderable or confirm that the current edition is the one you want catalogued. A rushed submission can leave the library with an obsolete copy or inconsistent records.
Frequently asked questions
Can an author donate a book directly to a library?
Only when the library’s policy allows it. Contact the appropriate department first and understand that accepting a donated copy does not guarantee cataloguing, shelving or retention.
Is a library purchase request better than a donation?
A purchase request is often better when the title is orderable through the library’s normal channels. A donation can be suitable when the library explicitly invites gifts or local-author submissions.
Does donating a book guarantee library placement?
No. Libraries evaluate donated books under their collection and gift policies and may decline, redirect, sell, recycle or otherwise handle the copy.
What information should an author send to a library?
Provide the title, author, ISBN, edition, format, publication date, price, audience, subject, ordering source and a concise explanation of local or collection relevance.
Should authors mail unsolicited books to libraries?
Generally, authors should check the library’s current instructions first. An unsolicited copy may not reach the right staff and can create avoidable processing work.
Do libraries accept self-published books?
Some do, but standards and procedures vary. Professional production, accurate metadata, collection fit, credible reviews and reliable availability can all affect evaluation.
Can friends submit purchase requests for an author’s book?
Genuine patrons may use a library’s suggestion process, but authors should not organize deceptive or coordinated requests that misrepresent community demand.
How long should an author wait before following up?
Use the timeframe stated by the library. If none is provided, allow a reasonable review period and send no more than one concise, courteous follow-up.
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