Music rights clearance at Xylora Studios involves securing explicit synchronisation and master use rights from publishers, record labels, or production music catalogues before any media is released. Our Creative and Operations & Client Services departments coordinate this process to ensure your final video, audio, or digital deliverables remain legally compliant across all intended distribution channels.
Clearance routes: Production library versus commercial tracks
Music clearance follows one of two distinct routes depending on the nature of your soundtrack:
1. Pre-cleared production libraries: For standard package work and routine brand assets, we source audio from vetted commercial music libraries. These tracks come with direct master recording and synchronisation agreements that cover web, digital marketing, corporate, or broadcast use depending on tier. Licensing takes place rapidly once the track is locked in the edit. 2. Commercial or copyrighted releases: Using existing commercial tracks by signed or independent recording artists requires two separate agreements: synchronisation rights (held by the music publisher or songwriter) and master use rights (held by the record label or master owner). Both entities must consent to the specific usage, media types, and territories. 3. Original studio composition: When audio is composed in-house by our Creative team, rights are assigned or licensed directly via your bespoke project contract, bypassing external clearance entirely.
The clearance sequence
Every clearance follows a strict operational sequence to prevent copyright strikes, claims, or legal exposure:
- Scoping and cue listing: The Creative team prepares a cue sheet detailing track title, artist, composer, publisher, exact duration, and visual context within the cut.
- Rights holder identification: Operations & Client Services determines the split of ownership across master rights holders and publishing bodies (such as PRS for Music and PPL in the United Kingdom, or territory-specific international counterparts).
- Licence formalisation: We issue formal requests detailing media channels, campaign duration, geographical territories, and exclusivity needs.
- Payment and execution: Once quotes are accepted and contractual terms are agreed, licensing fees are paid and executed agreements are archived in the client file.
- Platform whitelisting: For digital releases on platforms like YouTube, Meta, or TikTok, we submit digital CID (Content ID) whitelisting requests to the catalogue owner to prevent automatic automated claims.
What the client must supply
To clear music without administrative delays, you must provide clear campaign specifications before audio selection is finalised:
- Target media: Detailed breakdown of distribution platforms (such as organic social, paid digital advertising, terrestrial television, cinema, or internal corporate communications).
- Territories: Geographic scope where the content will be displayed or broadcast (for example, UK-only, European Union, or worldwide).
- Campaign term: The active lifespan of the licence (such as 3 months, 12 months, or in perpetuity).
- Campaign context: A brief summary of the brand, product, or subject matter. Rights holders can refuse clearance if the visuals conflict with an artist's personal ethics or existing brand endorsements.
Working hours and turnaround times
All clearance operations run during standard studio hours: Monday to Thursday, 09:00 to 17:00 GMT.
Initial queries submitted through the Ask Xylo chat receive a response within our 24-hour target. Bespoke licensing quotes from publishers are incorporated into your overall quote within 48 hours of receiving a complete brief, though third-party record labels and publishers may take longer to provide their clearance terms.
Package work priced on the packages page includes pre-cleared royalty-free or stock library licensing as standard. Commercial track clearance requires a bespoke quote.
Failure cases and contingencies
Clearing external music is not guaranteed. Three standard failure scenarios can occur:
- Artist refusal or blackout: Rights holders may decline a sync request due to the visual context, brand conflict, or artist unavailability. If this happens, our Creative department immediately provides alternative replacement options that fit the edit pacing.
- Prohibitive licensing fees: Commercial publishers occasionally set fees beyond project budgets. We flag these quotes to you via Ask Xylo chat for approval before proceeding.
- Split publishing deadlocks: If one co-writer of a track approves but another declines, the master cannot be used.
Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site. When clearance on a preferred commercial track fails, allocated production time transfers to clearing a viable secondary option.
Music clearance checklist
Before greenlighting audio for final delivery, ensure the following steps are marked off:
- Intended territories and broadcast channels are defined in writing.
- Campaign run dates and usage terms are confirmed.
- Both synchronisation and master recording rights have been granted in writing.
- Necessary Content ID or platform whitelisting codes have been received.
- Executed licences and cue sheets are logged in the project archive.