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1Scan for outdated or missing drivers - takes under a minute2Clear out junk files and repair common Windows errors3Fix the driver behind crashes, sound loss and screen glitchesPut AI permissions and limits in the signed publishing agreement, not in an informal email or a publisher policy alone. The clause should reserve any rights you are not granting; identify permitted uses such as model training, retrieval-based summaries, internal tools, editing, translation, narration, artwork and interactive products; require consent for manuscript or personal-information uploads; set payment and accounting rules; and state what disclosure is required when you use AI yourself.
Model wording from the Authors Guild is a negotiation starting point, not settled law or a term every publisher accepts. The effect of any clause depends on the complete rights grant, the exact wording, applicable law and the parties’ circumstances. Have a qualified publishing-contract lawyer review the agreement before you sign.
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Start with the rights grant, not a standalone AI sentence
Reserve rights you do not mean to license
Read the grant of rights before negotiating an AI paragraph. An agreement that transfers copyright ownership or grants “all rights” can undermine a narrow reservation unless the reservation is explicit and placed in the operative grant. The Authors Guild advises authors to state that, except for uses expressly listed, the publisher receives no right to reproduce, distribute, create derivative works from or sublicense the work for generative-AI training or AI outputs. See the Guild’s AI-related model publishing contract clauses.
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Your reservation should also address data-mining, research, internal-use and sublicensing language elsewhere in the contract. Those provisions may be broad enough to cover an AI use even when the word “AI” appears nowhere in them. Ask the publisher to conform every related clause to the negotiated AI reservation.
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“For avoidance of doubt, except as expressly provided for in this Agreement, Author reserves the rights, and Publisher acquires no rights to, reproduce, distribute and/or otherwise use or create derivative works of the Work, or to sublicense any of the foregoing, for purposes of training generative artificial intelligence technologies (AI) or for use in any AI outputs; provided that Publisher may use the Work without the Author’s consent or approval in connection with internal AI-powered tools and technologies utilized in the normal course of Publisher’s internal operations (including but not limited to improving the marketing, advertising, and searchability of the Work).”
This is proposed Authors Guild model language. If you accept its internal-operations exception, define the tools, users and purposes narrowly enough that it cannot become a de facto license to outside model developers.
Define “AI” and the work covered
Identify whether the clause covers the manuscript, revised editions, appendices, illustrations, metadata, cover files, audiobook scripts, translations and promotional copy. Decide whether “AI” includes generative models, retrieval systems that produce answers from a licensed database, automated editing software and voice or image-generation systems. A definition that is too narrow can leave an important format or later technology outside the negotiated restriction.
Specify each permitted publisher use
Do not grant an open-ended right to use the book “for AI.” Break the permission into uses, then attach a separate consent, term, territory, sublicense and payment rule to each one.
Training and model development
Say whether the publisher may use the work as training data, fine-tuning data, evaluation data or a retrieval index. If permission is withheld, prohibit direct and indirect delivery to a model developer, including through a vendor, affiliate, distributor or platform. If permission is granted, identify the model or class of models, the edition and files supplied, the territory and term, deletion requirements and whether the resulting model may continue using the material after the licence ends.
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Generated answers, summaries and interactive products
Training is not the only AI use that needs a decision. A publisher might license the text to a retrieval system that produces summaries or answers, build a “chat with the book” feature, create study questions, or generate marketing copy. State which of these are allowed, whether outputs may quote the text, how attribution works, whether users may download outputs and who controls quality and takedown decisions.
Internal tools and ordinary operations
The Guild’s baseline clause permits internal AI-powered tools used in normal operations, including marketing, advertising and searchability. Decide whether that carve-out fits your deal. Specify that the tool is access-controlled, that the work is not used to train a third party’s general model, and that vendors and contractors must accept the same restrictions. If you want approval for every upload, replace the blanket exception with a written-consent process.
| Use to address | Questions for the contract | Possible control |
|---|---|---|
| Model training or fine-tuning | Which files, models, vendors, term and territory? | Express licence or express prohibition; deletion and no-retention promise |
| Retrieval summaries or answers | Can the system quote, summarize or answer questions from the book? | Approval, attribution, output limits and takedown rights |
| Internal search, marketing or advertising | Which employees and service providers may access the files? | Internal-only use, access controls and no third-party training |
| AI-generated adaptations | Can AI create translations, scripts, study aids or other derivatives? | Separate subsidiary-rights grant, human review and compensation |
| Interactive reader products | Who operates the product and receives user data? | Term, territory, privacy duties, reporting and termination |
Control uploads of the manuscript and personal information
A publisher may want to paste a manuscript into a consumer-facing AI service to produce a synopsis, evaluate positioning or draft advertising. That can expose confidential text, personal information in acknowledgments or correspondence, and material to a service’s retention or training settings. Require written permission before such an upload, and specify what happens to the data afterward.
“Publisher shall not upload the Work or any of Author’s personal information to consumer-facing AI systems for purposes such as generating summaries, assessments, or marketing copy without written permission from the author or as otherwise agreed to hereunder; and when such permission is granted, it shall ensure that the manuscript is not used by third-party AI companies for training, such as by opting out of allowing training in user settings.”
The quotation is proposed model language from the Authors Guild’s statement and clauses on consumer AI systems. A practical addendum can require the publisher to name the service, identify the account holder, disable training where the service allows it, limit retention, remove files after the task, restrict employee downloads and notify you of a breach.
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Set boundaries on editing and production
Substantive editing
Distinguish routine proofreading from changes that affect voice, argument, characterization, structure or factual meaning. The Authors Guild proposes: “Publisher agrees and warrants that it will not use AI to substantially edit a manuscript (excepting the use of basic spelling and grammar-checking applications).” Treat this as proposed language, not an industry-wide rule. Your version can require disclosure of any AI-assisted copyedit, human review of every change, your approval before acceptance, and a right to reject machine-generated revisions.
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Translation, narration and voice replication
AI translation and synthetic narration can create new editions and may implicate separate translation, dramatic, performance and neighbouring rights. State whether an AI translation is permitted, who selects and supervises the system, who performs human revision, and how the translator or narrator is credited and paid. Prohibit cloning your voice or a performer’s voice without a separate written licence that covers training files, territories, term, permitted uses and deletion.
Covers, interiors and other images
Require express approval before AI-generated or AI-altered cover or interior art is commissioned or delivered. The Guild’s model publication language allows a human designer to use AI as a tool under conditions, while seeking author approval for AI-generated artwork. Clarify whether your approval is limited to final files or also includes prompts, reference images and model outputs, and require the publisher to verify that supplied images do not infringe third-party rights.
Write the money and accounting terms
Decide whether AI receipts are royalties or a separate payment
The Authors Guild notes that, under ordinary royalty treatment, income from an AI licence would typically be credited against an advance unless the contract says otherwise. You can negotiate a separate fee, a share of receipts, or treatment of the right in the advance. The agreement should not assume that an automatic industry rate exists; no universal commission or market percentage is established by the cited guidance.
Define gross receipts, deductions, currency conversion, payment dates, statements, audit rights and the allocation of bundled licence fees. If an AI platform receives rights to several books, require a reasonable allocation method and supporting records. State whether free promotional access counts as a sale or licence and whether sublicence income is reported separately.
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Match payment to the scope of the licence
A perpetual, worldwide licence for every format is economically different from a six-month experiment on one edition. Tie compensation to the exact work, format, language, territory, term, platform and output rights. Require a new written agreement for a material expansion, such as adding audiobook voice replication to a text-only licence.
Clarify sublicensing, vendors and data safeguards
AI services are often supplied by contractors or cloud platforms. The contract should say whether the publisher may sublicense or disclose the files, list any approved categories of vendor, and make the publisher responsible for breaches by those parties. Require written commitments that vendors will not use the material for general model training, will protect personal information, will return or delete files and will cooperate with a takedown request.
Ask for a record of each permitted upload: date, file or edition, service, purpose, account, retention period and deletion confirmation. For internal systems, require role-based access, encryption appropriate to the publisher’s normal security standard and a process for removing an employee’s access when the project ends. These operational details turn a promise into something you can verify.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.State what happens when the author uses AI
Disclosure and approval
Your agreement should say whether you must disclose AI assistance, to whom and at what stage. The Authors Guild’s Model Trade Book Contract, section 7, includes proposed disclosure language and says the author is not required to use generative AI. It also includes bracketed sample limits for AI-generated text; a bracketed percentage is negotiation language, not a universal threshold.
Ask whether disclosure applies to brainstorming, research, spelling tools, translation, generated prose, images or audio. Require the publisher to identify the form and deadline for disclosure, and state whether undisclosed use is a breach only when it violates a specific written requirement.
Protect originality representations and warranties
Publisher policies may impose rules beyond the contract. The Authors Guild’s AI best-practices guidance advises authors to check those rules and ensure AI use does not conflict with originality representations and warranties. Do not promise that no tool was used if the contract requires only disclosure. Conversely, do not rely on a general disclosure clause to excuse an output that infringes copyright, violates confidentiality or contains fabricated material.
Compare a proposed clause before you sign
Put competing drafts in a side-by-side matrix. A clause that says “no AI” may still permit internal uploads, sublicensing or an adaptation elsewhere in the agreement, while a detailed licence may protect you better if its accounting and enforcement terms are workable.
| Comparison axis | What to check |
|---|---|
| Rights and uses | Training, generated outputs, retrieval answers, internal tools and adaptations are separately identified. |
| Consent | Written permission is required for consumer-system uploads and material new uses. |
| Data handling | No-training settings, retention, deletion, security and vendor duties are stated. |
| Editing and disclosure | Substantive AI editing, human review and the author’s disclosure duties are clear. |
| Sublicensing | Approved recipients, term, territory and expansion procedure are defined. |
| Compensation | Receipts, deductions, allocation, advance treatment, statements and audit rights are specified. |
| Remedies | Notice, cure, takedown, termination, indemnity and records support enforcement. |
Use publisher policy as a warning, not a substitute for the contract
Publisher policies can change and may apply differently from a negotiated rights grant. Elsevier’s policy for books and commissioned content, stated as updated in July 2026, says authors who use AI or AI-assisted tools during writing should disclose the use in a separate manuscript section. It says AI tools do not qualify as authors, authors remain responsible, direct use of AI-agent output as manuscript text is not permitted, and AI-generated or altered images are restricted subject to specified research-method exceptions. Read the current policy at Elsevier’s Generative AI Policies for Books and Commissioned Content. This is one publisher’s policy, not a rule for all publishing agreements.
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- Underline every grant covering reproduction, derivatives, data-mining, research, internal use, technology or sublicensing.
- Insert an express reservation for generative-AI training and AI outputs unless you intentionally license them.
- List each permitted use—training, retrieval answers, summaries, internal tools, editing, translation, narration, artwork and interactive products—rather than using a generic AI label.
- Require written permission for uploads to consumer-facing systems and for any use of personal information.
- Specify no-training, retention, deletion, security and vendor requirements for every approved upload.
- Set approval, disclosure and human-review rules for substantive editing and generated creative elements.
- Define the licence’s work, edition, format, language, territory, term, platform and sublicense rights.
- State compensation, advance treatment, receipt allocation, statements, payment timing and audit rights.
- Clarify your own AI disclosure duties and confirm that you are not required to use generative AI.
- Add notice, records, takedown, cure, termination and other remedies that match the risk.
- Have a qualified lawyer review the complete agreement, including schedules and publisher policies incorporated by reference.
Questions authors commonly ask
Can a publisher upload my manuscript to a consumer AI service?
Only if the contract permits it or you give written permission. A useful clause should name the purpose and service, require a no-training setting where available, limit retention and require deletion and vendor compliance.
Does reserving AI rights prevent ordinary publisher marketing?
Not necessarily. You can allow defined internal tools for marketing, advertising and searchability while prohibiting external training or consumer-system uploads. The contract should state exactly where that carve-out ends.
Is there a standard royalty for licensing a book to an AI company?
The cited guidance identifies no universal rate. Negotiate the payment and accounting method for the specific licence, including whether receipts offset an advance or are paid separately.
Can the publisher change the AI rules later through a policy?
Check whether the agreement incorporates policies by reference and whether the publisher may amend them unilaterally. A negotiated contract should control the rights grant and require your written consent for material new uses.
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