Music project file checklist — what to check before you deliver, release, or archive
A practical checklist for music files before delivery, release, or archiving — metadata, version labels, splits, stems, formats, and registrations. Everything in one place before it leaves your hands.
The most expensive music mistakes happen at the moment of delivery or release — when a file leaves your hands and goes somewhere it cannot easily be recalled. The stem pack sent to the mix engineer is the wrong version. The master uploaded to the distributor has an incomplete ISRC. The split sheet was never finalised before the track went live. The instrumental exists but was not included in the sync submission.
A checklist does not guarantee nothing goes wrong. It does guarantee that the same things go wrong repeatedly because they were never checked. The purpose of a project file checklist is to make the standard checks automatic — done consistently, on every project, before anything leaves the session.
This page provides a practical checklist structure for four delivery contexts: sending files to a collaborator, delivering stems to a mix engineer, submitting a master to a distributor, and archiving a finished project. Use the sections that apply to your workflow.
Before sending files to a collaborator or client
Use this checklist any time you share audio files with another person — a co-producer, a mix engineer, an A&R contact, a sync supervisor.
Files
- The correct version of the file is selected (Track Revision number confirmed, not a previous iteration)
- The file is the intended format: WAV for production files, WAV or high-quality MP3 for reference listening
- The file name identifies the track, the content, and the version clearly (
TrackTitle_Stems_Drums_v2.wav) - There are no stray files included (old versions, unrelated session exports, personal notes files)
Share link settings (if sharing via Vault)
- Expiry date set if the share has a time-limited purpose (A&R listening window, pre-release)
- Download permissions set correctly (on for mix engineers and collaborators who need the file; off for listening-only shares)
- Comment permissions set correctly (on for feedback, off for presentation-only shares)
- A separate link generated per recipient if the share is sensitive
Context provided
- BPM and key communicated to the recipient (especially for mix engineers)
- Sample rate and bit depth stated for technical deliveries
- Any notes the recipient needs to work with the files (arrangement notes, stem groupings, effects tails)
- Split documentation completed if the collaborator has an ownership interest in the track
Before delivering stems to a mix engineer
A mix engineer receiving stems needs them to be immediately usable. This checklist ensures the delivery is professional.
Stems
- All stems exported at the session's native resolution (24-bit / 44.1 or 48 kHz standard)
- All stems are WAV — no MP3 stems included
- All stems start at bar 1, beat 1 and end at the same point
- Stems do not clip — peak levels checked, typically -6 to -3 dBFS
- Solo exports confirmed — each stem was exported with all other channels silent (no bleedthrough)
- Stems sum correctly — verified in a new session with no processing applied
- Each stem is named clearly:
TrackTitle_Group_StemName.wav(DarkMatter_Drums_Kick.wav)
Organisation
- Stems are organised in folders by group (Drums, Bass, Synths, Vocals, FX)
- A README or session notes file is included at the root with: track title, ISRC, BPM, key, sample rate, bit depth, any non-standard notes
- The full stereo mix reference is included so the engineer knows what they are working toward
- The version label on the stem pack folder matches the revision being sent (
v1,v2etc.)
Metadata
- BPM confirmed and recorded (Vault's audio analysis can detect if not manually noted)
- Key confirmed and recorded
- ISRC assigned and recorded against this track in Vault
Split documentation
- Publishing split proposal accepted by all collaborators (if applicable)
- Mechanical split proposal accepted by all collaborators (if applicable)
Before uploading a master to a distributor
A master submitted to a distributor with missing or incorrect metadata may be rejected, delayed, or released with errors that require correction and take-down procedures.
Audio file
- File is WAV or FLAC (confirm your distributor's accepted formats)
- Bit depth is 16-bit or 24-bit (confirm distributor's requirement — some accept 24-bit, some require 16-bit)
- Sample rate is 44.1 kHz or 48 kHz (confirm distributor's requirement)
- File does not clip — peaks below 0 dBFS (most distributors will reject clipping audio)
- Loudness normalisation: check whether you need to deliver at a specific LUFS target for the distributor or platform
- The master is the approved, final version — not a mix revision or an unmastered bounce
Required metadata
- Track title (exact spelling and punctuation as it should appear on streaming platforms)
- Artist name (exact spelling as registered with your PRO)
- ISRC assigned and provided to the distributor
- Genre (confirm what the distributor accepts — some have a fixed genre list)
- Release date confirmed
- Explicit content flag set correctly if applicable
Recommended metadata
- Songwriter credits (full legal names, not artist names)
- Producer credits
- Composer credits (for instrumental tracks)
- Lyrics (for tracks with vocals — some platforms display lyrics)
- Language of the track
PRO registration
- Composition registered with your PRO (PRS, ASCAP, BMI) before or at the point of release
- ISWC noted if assigned by your PRO
Artwork
- Artwork is the correct dimensions (typically 3000 × 3000 pixels minimum)
- Artwork is JPG or PNG (confirm distributor's requirement)
- Artwork does not contain prohibited content (logos, third-party trademarks, URLs — check distributor's artwork policy)
- Artwork accurately represents the release (correct track title, artist name if included)
Rights and splits
- Publishing splits agreed and documented before release
- Mechanical splits agreed and documented before release
- Any featured artists' credits confirmed
- Label or publisher information included if applicable
Before archiving a completed project
Archiving a completed project properly means you can access, understand, and use it years later — for a sync opportunity, a re-release, a compilation, or to resolve a query.
Files
- All final audio files are present: master, instrumental, any stems or variants
- Version labels are clear — the approved master is identifiable without reference to memory
- Intermediate files (mix revisions, rough mixes) are present or deliberately removed with a note
- Artwork files are stored at original resolution alongside the audio
Metadata
- ISRC recorded in the file metadata and in Vault
- ISWC noted (if assigned)
- Complete credits: songwriters, producers, featured artists, engineers, mix, master
- BPM and key confirmed and stored
- Genre, moods, instruments tagged
- Lyrics stored (if applicable)
- P-line and C-line copyright information completed
- Streaming platform links stored against the track once released
Ownership documentation
- Split sheet finalized and accepted by all collaborators (publishing and mechanical)
- Any label or publishing agreements stored with reference to this track
- PRO registration status confirmed
Technical notes
- Session information recorded: DAW, plugins used, sample rate, bit depth
- Any non-standard technical notes the session required
Using TYFRA Vault for checklist management
TYFRA Vault's task management provides the infrastructure for these checklists within the project itself. Create a task template for each delivery type — Mix Engineer Delivery, Distributor Submission, Archive Checklist — with each item in the checklist as a separate task with a status and an assignee.
When a track reaches each delivery stage, apply the template to the project. Tasks move from Open to Complete as each item is checked. The project record shows what was verified and when — a permanent record of the delivery checklist alongside the files it refers to.
For recurring releases, the template means the same standard of delivery preparation is applied consistently without relying on memory or a document that needs to be found and opened each time.
How TYFRA fits
- Task management: create delivery checklists as task templates within projects
- Templates: reusable — apply the same checklist to every new project automatically
- Track Revisions: version labels confirm which revision is being delivered
- Metadata fields: ISRC/ISWC/BPM/key/moods/instruments all stored and checkable per track
- Smart share links: expiry/download/comment settings all confirming before sending
- Split proposals: acceptance status visible within project — checkable before release
- Vault Projects: all project files, checklists, and documentation in one permanent location
- £9.99/mo · free tier available
Product verification: confirm whether the 150MB per file limit applies equally across all membership tiers. If TYFRA Distribution launches, add the distributor's accepted LUFS range to the loudness checklist item above.
Related on TYFRA
Common questions
Your data flows with you across TYFRA
These aren't separate apps. Your tracks, metadata, splits, contacts, and conversations stay connected—so every tool in the TYFRA suite can work from the same source of truth.