Practical production guide

Music licensing brief template for film, TV and advertising.

The right soundtrack starts with a precise brief. This checklist helps agencies, producers and supervisors get creative and rights information into the same conversation before a track is pitched or cleared.

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The essentials

Eight fields that prevent expensive back-and-forth.

01

Production and decision maker

Project name, company, format, producer/agency contact and decision deadline. Distinguish the production company from the brand paying for an advert.

02

Creative direction

Scene, script or rough-cut context, tone, arc, musical references, energy, lyrics, voice style and whether a recognisable song matters.

03

Exact recording and edit

Song name, artist, mix or recording version, approximate duration and scene timecode. A particular master and a newly recorded cover are not the same rights request.

04

Media and placement

List every planned use: broadcast, streaming, cinema, pre-roll, organic and paid social, trailer, game, in-store or events. Do not assume organic posts cover paid media.

05

Territory and term

Countries, regions or worldwide; first air date, term, renewals, archival use and potential international roll-outs.

06

Edits and permissions

6/15/30/60-second cutdowns, versioning, lyrics, translations, exclusivity and client/category sensitivities. Note if stems are requested, not guaranteed.

07

Budget and realistic timing

Music rights budget (separate from composition or production if relevant), campaign deadline, picture lock and alternative tracks if a controller refuses.

08

Evidence and delivery

Identify who verifies each required master and composition grant, who signs, the final licensed use and which files or versions can be delivered.

Copy this into an email.

Subject: Music licensing enquiry: [production / client]

Production and intended use: [film / episode / commercial / trailer / game]

Music: [specific recording or creative description, versions, references]

Placement: [media / scene and duration / edit / paid usage]

Territory and dates: [countries, first air, term, renewal options]

Commercial details: [brand and category, exclusivity, approvals]

Budget and deadline: [music budget, picture lock, first-use date]

Deliverables: [instrumental, clean, edit lengths, other versions requested]

Contact: [name, company, email]

If you do not know a detail, mark it unknown rather than inventing it.

What the brief does not do.

This template is a starting point for a request, not a licence or a binding quote. Synchronisation of an existing recording normally raises both the master and underlying composition questions. Additional conditions may apply to advertising, adaptations, public performance and specific contracts. A rights holder can decline even a complete request.

Do not mark a song cleared until the necessary approvals have been received and signed agreements match the final use.