Sync-ready delivery checklist and file-naming standard (free)

A free resource from DADAAUDIO (www.dadaaudio.com). Use it every time you finish a track and every time you deliver one. Each library or client's own delivery sheet always comes first: where it differs from this list, follow theirs.

1. What the words mean

Term	What it is	Length
Main mix	The full, finished track	Full
Stem	A group of related parts (drums, bass, strings…) printed as one file; all stems together play back as the main mix	Full, identical to the main mix
Alt (alternative mix)	A complete mix with something removed or changed	Full
Instrumental	Alt without vocals	Full
Underscore / bed / no lead	Alt without the melody or lead, to sit under dialogue	Full
Clean	Lyrics edited for broadcast	Full
A cappella	Vocals only	Full
Cutdown / edit	A shorter version that still sounds complete	60, 30 or 15 s
Sting / button	A short hit or phrase in the track's character, for endings and transitions	A few seconds
Bumper	A short piece to go in or out of a break	Usually under 15 s
Loop	A section that repeats seamlessly	Varies
Splits	Ownership percentages of the song and of the recording; not audio	Must add up to 100 %

2. Print from the session (before you close it)

Main mix, full length
Instrumental (always, for anything with vocals)
Underscore / no lead
Clean version (only if the lyrics need it)
Stems: 5–10 groups (for example drums, percussion, bass, guitars, keys, synths, strings, brass, lead, vocals)
Every file from the same start point, at the same length as the main mix
Session saved and archived with its plug-ins noted, so you can print more alts later

3. Make when they're asked for (or when a library lists them)

Other alts from the library's list (no drums, drums and bass, rhythm, sparse…), named their way
60-second edit (last hit around 59.5 s)
30-second edit (last hit around 29.5 s)
15-second edit (last hit around 14.5 s)
Sting(s)
Loop
Ask first whether the library makes its own cutdowns

4. Format

WAV or AIFF, 48 kHz, 24-bit, unless the delivery sheet says otherwise
Mastered or unmastered as the delivery sheet asks (libraries differ)
Headroom and loudness as the delivery sheet asks
MP3 only for previews or when explicitly requested

5. Pre-flight checks

All stems start at exactly the same point (no trimmed silence)
All stems are exactly as long as the main mix
Stems summed together sound like the main mix (master-bus effects accounted for, nothing out of phase)
No clicks at the start or end
No cut-off reverb or delay tails
No clipping
Cutdowns end like music, not with a fade
Cutdowns are not longer than their stated length
Every alt comes from the same session as the main mix

6. File-naming standard

Pattern for alts and edits: Title_Version.wav Pattern for stems: Title_STEM_Group.wav (or Title_STEM_01_Group.wav when order matters) Optional prefix when your files travel with other people's: ArtistOrCode_Title_Version.wav

File	Version word	Example
Main mix	Main	`Northern-Line_Main.wav`
Instrumental	Instrumental	`Northern-Line_Instrumental.wav`
Underscore / no lead	Underscore	`Northern-Line_Underscore.wav`
Clean	Clean	`Northern-Line_Clean.wav`
A cappella	Acappella	`Northern-Line_Acappella.wav`
No drums	NoDrums	`Northern-Line_NoDrums.wav`
Drums and bass	DrumsBass	`Northern-Line_DrumsBass.wav`
60-second edit	60	`Northern-Line_60.wav`
30-second edit	30	`Northern-Line_30.wav`
15-second edit	15	`Northern-Line_15.wav`
Sting	Sting	`Northern-Line_Sting.wav`
Second sting	Sting2	`Northern-Line_Sting2.wav`
Loop	Loop	`Northern-Line_Loop.wav`
Drums stem	STEM_Drums	`Northern-Line_STEM_Drums.wav`
Bass stem	STEM_Bass	`Northern-Line_STEM_Bass.wav`
Strings stem	STEM_Strings	`Northern-Line_STEM_Strings.wav`
Lead vocal stem	STEM_LeadVox	`Northern-Line_STEM_LeadVox.wav`

Naming rules:

Title first, so every file of a track sorts together
Hyphens inside the title, underscores between parts
The same version words for every track you deliver (or the library's own words, if it has a list)
No "final", "v3", "new", dates or DAW suffixes
No / \ : * ? " < > | and no accented letters
The title in the file name matches the title on the metadata sheet exactly

7. Embedded metadata

Title, composer, publisher and contact embedded in each file (BWF bext description, INFO or ID3, as your software allows)
Remember: not every program reads WAV metadata, so never rely on it alone
Spot-check one delivered file in a different program to see what survived

8. Metadata sheet (one row per file)

Column	Example / notes
File name	`Northern-Line_30.wav`
Track title	Northern Line
Version	30
Length (m:ss)	0:30
Main track	Northern Line (Main)
ISRC	One per released version; ask the library whether it assigns its own
ISWC	Of the composition, if known (same for every version)
Writer(s)	Name, role, IPI, society
Writer splits	Must add up to 100 %
Publisher(s)	Name, IPI, society, share
Master owner	Name and share (must add up to 100 %)
BPM	112
Key	D minor
Genre
Mood
Instruments
Vocals	None / male / female / group
Explicit	Yes / no
Description	One or two sentences an editor can search
Contains samples	Yes (cleared) / no
One-stop	Yes / no
Licensing contact	Name and email

9. Sending

Pitch: main mix (plus instrumental for songs) and the line "stems and alts available on request"
Acceptance or request: the files on their list, named their way, plus the metadata sheet
Files in one folder named after the track (Northern-Line/), stems in a subfolder (Northern-Line/Stems/)
Download link tested from a private window before sending
A copy of exactly what you sent kept with the track

10. ISRC quick rules (from the ISRC Handbook, 4th edition)

Different mixes need different ISRCs
Edited versions (for example clean) need a new ISRC
An edit that removes or adds sections (verses, choruses) needs a new ISRC
A length change from the fade or speed alone, under 10 seconds, keeps the same ISRC
Stems made during production need no ISRC; a stem or vocal-less version intended for release does