Music & copyright · Checklist
Before you put a song in a video: a music licensing checklist
Find out who can clear the song and recording, what permission to ask for, and what to check if someone wants to license your track.
Putting music under a film, ad, or social video is often called synchronization, or sync. This checklist helps Canadian creators, producers and rights holders work out what the proposed use covers before they agree to it.
Start with the song and the recording
A single track can involve two layers of rights: the underlying song (music and lyrics) and the particular recording you hear (often called the master). For a typical licensed use of an existing recording, you need clearance for both. The songwriter or publisher may control the song; a label or independent artist may control the master. One party can grant both permissions if they control both. A new recording can avoid using the old master, but it does not by itself clear the song.
If you’re putting music in a video
Write a one-paragraph description before asking for a quote: the project, track version, scene, clip length, release date, territory and planned channels. Identify who controls each set of rights and confirm they can grant the use you need. For example, festival screenings of a short film, a trailer posted online and a sponsor’s paid ad are different uses to put in the request.
If someone wants to use your track
Ask where the track will appear, what the scene or campaign is about, who will publish it, and whether it will also be used in trailers, social clips or ads. Check your co-writer, publishing, label and distributor agreements before saying which rights you can grant. Confirm the fee, credit, allowed edits, any exclusivity and whether the client can pass the licence on to a distributor or brand partner.
Match the permission to the release plan
Check which platforms, countries and versions the licence covers, when it expires, and whether ads, cross-posts or client use are included. If you’re using a stock track or in-app audio, save the applicable licence terms and receipt. A track being available to select in an app does not tell you whether you can export it into a client’s ad on another platform.
Keep a clearance record before release
Keep one row per track with the song title, recording version, where and how long it appears, the rights holders, permissions, fee and expiry. Save the licence and supporting emails with the final cut. If clearance is still open, flag the track as temporary and keep a replacement in mind.
Your clearance checklist
- Exact song, recording version and clip length
- Who controls the composition and who controls the master
- Project, scene, platforms, territory and licence term
- Permission for trailers, social cuts, paid ads and client use
- Fee, credit, edits and any exclusivity
- Written permissions, saved terms and expiry or renewal dates
Use your browser’s Print command to print this guide or save a PDF for your own records.
Legal and licensing references
Trademarks & Copyright services · AI-assisted music release checklist · Browse all Soundmark resources
General information about Canadian copyright and licensing, not legal advice. Booking a call does not retain the firm.
Working with Soundmark Law
Talk through the next step
The free 15-minute introductory call is for understanding the issue, identifying any known deadline, and deciding whether the matter is a fit. If you need a licence or agreement reviewed, we’ll discuss scope and fees before work begins.
Have the track title, proposed use, and any release date handy. Wait for us to confirm how to share drafts or unreleased material securely.
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