Step-by-Step: Clearing Indian and South Asian Tracks for Your Video Projects

Hook: Stop Losing Time and Money Clearing South Asian Songs — Start a repeatable workflow

Clearing a South Asian independent track for a video can feel like detective work: multiple rights holders, partial metadata, and slow replies. For creators and producers who need fast, reliable syncs for YouTube, OTT, ads or branded content, that uncertainty kills schedules. This article gives a practical, step-by-step workflow you can copy today to find, contact, and clear independent South Asian songs — including the exact metadata and royalty split formats publishers like Kobalt expect in 2026.

The 2026 Context: Why this is easier (but still requires rigour)

Two big trends are changing the landscape. First, major publishing networks are actively partnering with South Asian independents: in January 2026, Kobalt announced a partnership with India’s Madverse Music Group to administer publishing for Madverse’s roster worldwide. That means more South Asian compositions are now visible inside global admin systems and PRO pipelines — but only if metadata and splits are correct at intake.

Second, pro-level sync is moving faster thanks to rights-admin platforms and AI-assisted matching. Publishers and distributors are automating parts of clearance, but automation only helps when the data you send is authoritative. In short: opportunities are increasing — but sloppy metadata still blocks deals.

High-level workflow (Quick view)

1. Locate and verify the track and usage intent
2. Identify who controls the master and the composition
3. Collect required metadata, IPI/ISWC/ISRC and split information
4. Send a targeted sync request to the publisher/label (template below)
5. Negotiate terms (fee, territory, term, exclusivity)
6. Execute master + sync licenses and deliver assets/cue sheet
7. Follow up for registration: publisher registers cue for performance/mech collection

Step 1 — Find the track and confirm the version you want

Start with the audio you will actually use: is it the original master, an instrumental, a live take, or a remix? The license differs by version.

• Search streaming platforms (Spotify, Apple Music, JioSaavn, Gaana, Boomplay) and artist profiles (Bandcamp, SoundCloud).
• Check credits in streaming metadata and liner notes (Digital Booklets, YouTube descriptions).
• Use MusicBrainz and Discogs for release-level credits; use WhoSampled if it contains samples.

Tip: save the exact permalink and timestamp (for YouTube) or the ISRC if visible — you'll need it in the request.

Step 2 — Identify rights holders: master vs composition

Sync requires two clearances:

• Master license — permission to use the recorded audio (usually controlled by the label/rights owner).
• Sync (publisher) license — permission to synchronize the underlying composition (writers + publishers).

How to find who to contact:

• Label/Distributor: the master owner is often listed on the release page. If the artist self-released, they or their distributor (e.g., DistroKid, Amuse, Madverse distribution) may own the master.
• Publisher: check the song credits on streaming, PRO databases (PRS, ASCAP, BMI, IPRS in India), MusicBrainz, and publisher admin databases like Kobalt’s public-facing catalogs.
• If a publisher has partnered with Kobalt or Madverse, the publisher admin may be routed through Kobalt’s admin platform — check Kobalt’s searchable roster and Madverse’s artist pages (post-Jan 2026 partnership).

Helpful databases

• MusicBrainz, Discogs — release credits
• PRO databases: PRS (UK), ASCAP/BMI/SESAC (US), IPRS (India) — composer/publisher affiliations
• ISWC and ISRC searches — often in registries and distribution dashboards
• Publisher catalogs: Kobalt, Sony/Warner/Universal catalogs and independent publishers like Madverse

Step 3 — Collect the exact metadata and splits publishers expect

This is where most projects stall. Publishers and admin houses accept requests but need clean metadata to register the cue and attribute revenue correctly.

Provide the following fields in your initial sync request and any delivery package:

• Track title (exact) and version (e.g., “Radio Edit”, “Instrumental”)
• Artist / Performer (exact billing)
• ISRC (master identifier) if known
• ISWC (composition identifier) if known
• Full writer/composer list (legal names, not nicknames)
• IPI/CAE numbers for each writer/composer (if available)
• Publisher names and publisher IPI numbers
• PRO affiliations for each writer/publisher (e.g., IPRS, PRS, BMI)
• Split percentages for the composition (100% of writer shares must add up to 100%; publisher shares may be listed separately)
• Master owner (label or distributor contact, and payment/publishing admin details)
• Release date, album title (if any)

How to format splits — an example

Publishers like Kobalt prefer a clear percentage table. Use this exact plain-text format in email or CSV.

Composition splits (100% writer share):
Asha Rao (IPI: 123456789) — Writer — 50%
Ravi Singh (IPI: 987654321) — Writer — 30%
Producer X (IPI if available) — Writer — 20%

Publisher share (if applicable):
ABC Music Publishing (Publisher) — Publisher share 50% (if the writer has assigned 50% to a publisher). If writers retain 100% writer shares and no publisher, list “No publisher / Self-published”.

Step 4 — The email: a template that gets responses

Keep your first email short, factual, and easy to action. Always attach one audio file (low-res mp3 accepted) and a link to the full track. Include exact usage details.

Subject: Sync request — [Track Title] by [Artist] — Usage: [Brief]

Hi [Name],

I’m producing a [format: YouTube short / documentary / ad / OTT episode] and want to license [Track Title] (Artist — Version) for [exact use: e.g., 90s montage; global YouTube; non-broadcast internal].

Usage details:
- Start time/duration of music in final: 0:00–1:30
- Territory: Worldwide / India-only / US & UK
- Media: YouTube, Instagram, OTT, broadcast
- Term: Perpetual / 2 years / Single use
- Exclusivity: Non-exclusive / Exclusive
- Estimated audience & monetization: [expected impressions or budget range]

Attached: low-res mp3 + link to streaming page.
Metadata & splits: [paste formatted splits and metadata block]

Can you confirm: who controls the master and whether you can offer a sync license? If you’re not the right contact, please point me to the correct person.

Thanks,
[Producer Name | Company | Phone | Email]
  

Step 5 — What publishers will ask (and how to be ready)

Expect questions about:

• Usage specifics (exact cue timings, visual context, whether lyrics are on-screen)
• Distribution platforms and territories
• Monetization model (ad-supported, subscription, sponsored, commissioned)
• Budget range — giving a realistic range helps. If you’re low-budget, propose non-exclusive, limited-term options.
• Need for master files or stems — publishers/labels often prefer providing higher-res audio after a term sheet.

Timeline expectations: simple non-exclusive YouTube deals can clear in 5–14 business days if the publisher and label are responsive; commercial/TV deals often take 2–6 weeks. If rights are split across multiple publishers or sample clearances are needed, plan for 6–12 weeks.

Step 6 — Negotiation checklist

• Fee vs. Royalty: Offer a flat sync fee for clarity, or propose a fee plus backend (split of sync revenue). For regional indie tracks, non-exclusive YouTube-only deals often range from $100–$2,000; higher-profile usage or broadcast commands more.
• Territory: Be explicit — India-only is common for regional catalogs; global requires higher fees and different admin.
• Term: Limited-term (1–3 years) vs perpetual. Limited-term is cheaper.
• Exclusivity: Non-exclusive is cheaper and more flexible. Exclusive syncs need premium fees.
• Credits: Confirm on-screen or end-credits wording (important to artists).
• Deliverables: File formats, stems, cue sheet and timing files (SMPTE timecode optional).

Step 7 — Paperwork and delivery

Once terms are agreed, you will receive two separate documents in most cases:

• Sync license from the publisher (composition rights).
• Master license from the master owner/label.

Make sure both documents state the same usage, territories, term and fee. Ask the publisher to confirm who will register the cue with PROs and whether they expect you to supply a cue sheet after release.

Cue sheet — what to deliver after publishing

Supply a cue sheet that includes:

• Production title, episode, and air/date
• Exact start and end times for each music cue
• Song title, writers, publishers, PROs, ISWC, ISRC, duration
• Usage type (background, featured, lyrical, theme, etc.)

TIP: Publishers need cue sheets to claim performance royalties from broadcasters and streaming platforms. Missing or inaccurate cue sheets delay payment.

Real-world mini-case: Clearing a Kolkata indie band through Kobalt/Madverse (illustrative)

Scenario: You want to use “Raat Ki Baat (Instrumental)” by an independent Kolkata band for a 60-second hero spot on YouTube & Instagram in March 2026.

1. Found track on Bandcamp with an ISRC and contact email for the band’s manager. Bandcamp page lists “Published by Madverse Music Group”.
2. Checked Kobalt’s catalog and Madverse press notes — because of the 2026 Kobalt/Madverse partnership, the composition is administered by Kobalt on Madverse’s behalf.
3. Collected metadata: full writer names, IPI numbers (provided by band), ISRC, ISWC (registered via Kobalt), PRO affiliation (IPRS).
4. Emailed Kobalt’s sync team with a concise request, usage details, and a budget range. Kobalt responded in 3 business days confirming publisher control and pointed to the label contact for master clearance.
5. Negotiated a non-exclusive worldwide digital license for a flat fee and got both sync and master licenses signed in 10 business days. Delivered cue sheet upon release; publisher registered cue with IPRS/Kobalt’s admin portal.

Outcome: Cleared within 3 weeks, royalties and reporting streamlined because of proper metadata and the Kobalt/Madverse admin link.

Special considerations for South Asian and independent catalogs

• Multiple PRO memberships: South Asian writers may be affiliated with multiple societies or may not have IPI numbers. Ask for legal names and local PRO IDs if IPI is unavailable.
• Language & lyrical content: If lyrics appear on-screen, confirm translation/usage permissions where relevant.
• Samples: Many South Asian tracks use samples (folk recordings, film snippets). Samples require additional clearances from original rights holders and can extend timelines.
• Territory restrictions: Some independent publishers restrict syncs outside South Asia. If you need global rights, expect extra negotiation or routing through a global admin like Kobalt.

If you can’t find a publisher: alternatives and escalation

1. Contact the artist/manager directly — many independents retain publishing or can sign a sync deal directly.
2. Use distribution/publishing partners — Madverse offers services to indie artists; their roster now funnels into Kobalt’s admin, so Madverse may be the first point of contact.
3. Use a sync platform or aggregator (Songtradr, AudioSocket) that handles admin and payments — but be mindful of splits and downstream reporting.
4. Consider commissioning an original composition if clearance is impossible or cost-prohibitive.

Registration & reporting — what happens after release

After publication, publishers will register the cue with relevant PROs and admin systems. Good metadata speeds up:

• Performance royalty collection from broadcasters and streaming platforms
• Mechanical and neighboring rights collection where applicable
• Proper distribution of backend payments to writers and publishers

Follow up with the publisher 4–8 weeks after release to confirm registration and expected payment timelines. If the publisher is Kobalt via Madverse, they generally provide reporting dashboards where you can track claims (a direct benefit of the 2026 partnership).

Advanced tips for scaling clearances across multiple tracks

• Build a clearance spreadsheet template with identical metadata fields (ISRC, ISWC, IPI, splits) for every track.
• Use standardized email templates and maintain a record of reply times for each publisher/label to predict timelines.
• For recurring needs, negotiate a blanket or framework agreement with a publisher to speed approvals.
• Invest in metadata hygiene: insist on legal names, IPI numbers, and publisher IDs as part of intake for every music asset in your library.

Common pitfalls and how to avoid them

• Bad splits: never assume; always get a signed split sheet or confirmation. Incorrect splits lead to delayed registration and withheld royalties.
• Missing PRO info: if a writer lacks PRO affiliation or IPI, the publisher still can register but will need additional paperwork; collect it early.
• Using the wrong version: licensing an instrumental but using the vocal master triggers new clearance. Always license the exact version you’ll publish.
• Assuming distribution equals publishing: a distributor may control the master but not the composition (and vice versa).

Closing summary: Make it repeatable

Clearing South Asian independent tracks is faster in 2026 if you treat it like data entry plus negotiation: get clean metadata, confirm splits, be explicit about usage, and route publisher requests to the right admin (Kobalt or Madverse where applicable). The Kobalt–Madverse partnership is a practical win: it consolidates admin for South Asian indie catalogs, but you still unlock deals by providing accurate information and clear timelines.

Actionable checklist (copy/paste)

1. Save track permalink + ISRC.
2. Collect full writer/composer legal names + IPI/PRO IDs.
3. Format splits in a plain-text table (100% writer shares + publisher shares).
4. Send concise sync request with usage, budget range and audio sample.
5. Negotiate sync + master; get both licenses in writing.
6. Deliver cue sheet and confirm PRO registration.

“Clean metadata shortens clearance timelines. If you’re serious about scaling syncs, treat metadata like currency.” — Senior Publisher, 2026

Call to action — Get a free clearance starter kit

Ready to clear your first South Asian indie track? Download our free clearance starter kit (metadata template, email templates, and a sample split-sheet) at recorder.top/clearance-kit, or contact our team to review your metadata before you send the first email. Fast, practical help gets you from idea to publish — without the headaches.

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