Introduction
The Music Clearance Checklist helps filmmakers, music supervisors, and producers track every rights clearance required to legally use music in a film or TV production. Work through six categories: sync license, master use license, performance rights (PROs), mechanical license, composer agreements, and E&O delivery documentation. The tool tracks your clearance progress as a percentage and shows platform-specific requirements for Netflix, Amazon, theatrical, YouTube, and festival distribution so you know exactly what each distributor requires at delivery.
What This Tool Calculates
Missing a single clearance can block your film from distribution. Netflix, Amazon, and every major platform require a complete music clearance log as part of their delivery requirements before accepting a title. E&O underwriters will not issue a policy without documentation that every piece of music is properly licensed. A commercially released song requires two separate licenses: a sync license from the music publisher (for the composition) and a master use license from the record label (for the specific recording). Failure to clear both exposes the production to copyright infringement claims that can reach six figures.
The Formula and How It Works
Every commercially released song has two copyright owners: the publisher controlling the musical composition, and the label or artist owning the sound recording master. Performance rights are managed by PROs: ASCAP, BMI, SESAC (US); SOCAN (Canada); PRS (UK). You do not negotiate performance rights directly for most streaming and theatrical; instead you must file a music cue sheet at delivery so PROs can distribute royalties correctly to songwriters. Original commissioned scores require a work-for-hire composer agreement assigning all rights to the production company, and the publishing entity must be registered with a PRO before release.
Real-World Examples
Platform Music License Requirements by Distributor
Netflix and Amazon Prime Video require sync and master licenses for worldwide rights, all media, in perpetuity. Theatrical distribution in the US is covered by ASCAP and BMI blanket agreements at venues, but the sync and master licenses must separately cover theatrical use. Festival-only releases can use shorter-term limited licenses at substantially lower fees, but these must be upgraded or replaced when a streaming deal is signed. YouTube AVOD distribution still requires underlying sync and master licenses; the Content ID system routes PRO royalties automatically but does not replace the need for the underlying composition and recording licenses.
Music Clearance for a Documentary Feature
| Detail | Value |
|---|---|
| A documentary filmmaker using three commercially released songs must obtain sync licenses from each music publisher (found via ASCAP, BMI, or Harry Fox Agency databases) and master use licenses from each record label or independent artist. | |
| For a US festival-only release, limited territory and term licenses may be negotiated at lower rates. | |
| Before applying for E&O insurance, the music supervisor compiles a clearance log listing each track, licensor, territory, term, platforms covered, and expiration date. | |
| This log is submitted to both the insurer and the distributor as part of the delivery package.. |
Pro Tips and Common Mistakes
Pro Tips
- Begin clearance before picture lock, not after.
- Discovering that a key song costs $50,000 for worldwide streaming rights after the film is locked forces an expensive re-cut.
- Build a temp track flagging policy so clearance begins the day a song enters the edit.
- Use a music supervisor even on micro-budget films; their relationships with publishers and labels reduce both fees and turnaround time.
Common Mistakes
- The most common mistake is assuming festival clearance covers streaming distribution.
- These are separate license grants with different territories, platforms, and terms.
- Obtaining only a sync license without the matching master use license is equally common and equally problematic.
Frequently Asked Questions
What is the difference between a sync license and a master use license?
A sync license is from the music publisher and covers the right to synchronize the composition with your visuals. A master use license is from the record label or recording owner and covers the specific recorded version. Both are required to legally use a commercially released song in a film.
Can I use a cover version to avoid the original master license?
A cover eliminates the need for the original master use license since you are using a different recording, but you still need a sync license for the underlying composition from the publisher. The cover recording itself has its own master copyright.
How long does music clearance take?
Simple licenses from cooperative publishers can turn around in one to two weeks. Complex negotiations with major labels for high-profile songs can take two to three months. Start clearance as early as possible to avoid delaying delivery.
Start Calculating
Use the calculator above to run your numbers before your next production.
