Start with the recipient
The most important decision comes first: who will receive the books? Book banks, libraries, schools, shelters, hospitals and community bookshelves all have different needs, and many are selective. Contact the recipient before you promote anything and ask:
- What ages and types of books do they want?
- What condition is acceptable?
- What do they not accept?
- How, when and where can books be dropped off or shipped?
Organizations that distribute books to children often ask for new or like-new children’s books and decline items such as textbooks, encyclopedias, books for adults, damaged or musty books, and ex-library copies. Lists differ from group to group, so check the specific guidelines rather than assuming.
Set a goal, dates and a team
Decide on a time window. A drive can run for a single day, a week or a month. A shorter drive creates urgency, while a longer one lets slower donors take part. Aim for a clear goal, such as a number of books or a number of boxes, but treat it as a target rather than a promise.
Recruit a few helpers if you can. One person can handle publicity, another collection points, and another sorting and delivery. If the drive is held at a school or workplace, get permission from whoever manages the space.
Choose collection points
Pick places that are easy to reach and safe from rain or damage, such as a school office, a lobby, a place of worship, a library branch or a workplace entrance. Use sturdy, clearly labeled boxes or bins and include the end date and a short list of what you are collecting. Check them regularly so overflowing boxes do not become messy.
Promote the drive
Start spreading the word a few weeks before the drive begins. Useful channels include:
- Flyers and posters near the collection bins
- School or workplace newsletters and emails
- Social media posts and community groups
- Announcements at meetings or events
Include the dates, the drop-off locations, what you are collecting, what you cannot take, and a contact. Share progress updates along the way, since reminders often bring in a second wave of donations before the deadline.
Know what to accept and what to decline
Print the recipient’s guidelines and keep them at each collection point. In general, books in good condition that suit the stated age range are the safest bet. Items that recipients commonly cannot use include:
- Torn, moldy or smelly books
- Out-of-date textbooks and reference sets
- Library discards
- Books outside the age range they serve
Be polite when you turn things away, and have a plan for them. For example, outdated textbooks may be better suited to a recycling program than a children’s book bank, so check local options.
Collect, sort and check books
Once the drive ends, gather everything in one place. Sort books by type or age group, set aside any that do not meet the guidelines, and pack the rest in sturdy boxes. Small boxes are easier to lift than large ones, and boxes with lids protect the books in transit. Quickly check each book for water damage, strong odors or missing pages.
Deliver and follow up
Contact the recipient to arrange a drop-off or shipment. Some organizations let you schedule an appointment, and a few offer a short tour. Take a photo if allowed so you can share where the books went.
Finally, thank your donors and helpers and let them know the total. A short message makes people more likely to take part next time.
Variations to consider
- Online drive: Some organizations keep wish lists with online booksellers so donors can send new books directly. Ask the recipient whether this is an option.
- Financial donations: Cash gifts may let the organization buy the specific books it needs, such as titles in other languages. Offer it as an option, not a requirement.
- Supply drive: Groups that process large numbers of books sometimes ask for supplies such as sturdy boxes, tape or cleaning materials.
Common questions
What should I do with old textbooks?
Many book drives cannot take them, since they go out of date and are rarely requested. Options to explore include asking a local school whether it can use them, a textbook buyback or recycling program, or paper recycling as a last resort.
What is the 5 finger rule for books?
It is a quick way to judge whether a book suits a young reader. The child reads a page and holds up a finger for each word they do not know. Several unknown words on a single page suggests the book may be too hard for now, while few or none suggests it will be comfortable. It is a rough guide, and interest matters as much as difficulty. If your drive focuses on children’s books, this can help volunteers sort by reading level. For more on matching books to children, see why age-appropriate books matter and the I PICK method for choosing books.
Related ideas
If you would rather let people trade books than give them away, see our guide to how to run a book exchange. Schools can also pair a drive with a fair; read why a book fair matters for students for more on that approach.