Checklist before sending an audio file: essential verifications
Discover the complete checklist of verifications to perform before sending an audio file to a client, platform or collaborator.
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Sending a professional audio file is not just about clicking "Send". Each submission represents your work and professionalism. A poorly prepared file can ruin an opportunity, delay a project or tarnish your reputation.
This comprehensive checklist guides you through all necessary verifications before sending an audio file, whether to a client, streaming platform, broadcast, or collaborator.
By following these steps systematically, you'll avoid common errors, frustrating rejections and unnecessary back-and-forth. Print this checklist or save it for use before every important submission.
Table of Contents
Why is a checklist essential?
Pilots use checklists before every flight, even after thousands of hours of experience. This systematic approach avoids oversights that can have serious consequences.
In the audio field, the consequences of a poorly prepared file are certainly less dramatic, but can be costly: loss of a client, missed publication deadline, or simply an image of lack of professionalism.
A standardized checklist saves you time in the long run. Rather than checking "what comes to mind", you follow a proven procedure that covers all aspects.
It also protects you during moments of fatigue or stress. When you're pressed by a deadline, the temptation to "just send" is strong. The checklist brings you back to the necessary rigor.
Finally, it allows you to delegate verifications to an assistant or colleague with the assurance that nothing will be forgotten.
Basic technical verifications
✅ FORMAT: The file is in the requested/accepted format (MP3, WAV, FLAC, AAC...). Check the extension AND the actual codec.
✅ BITRATE: The bitrate matches specifications. For MP3: 128/192/256/320 kbps. For lossless formats, verify there's no hidden compression.
✅ SAMPLE RATE: 44.1 kHz for audio, 48 kHz for video. Convert if necessary.
✅ BIT DEPTH: 16 bits (standard), 24 bits (pro production), 32 bits float (only if requested).
✅ CHANNELS: Mono for solo voice, stereo for music. Verify that stereo isn't fake stereo (duplicated mono).
✅ DURATION: Duration matches what's expected. No excessive silence at beginning or end.
✅ SIZE: File respects recipient size limits (email, platform, etc.).
✅ FILE NAME: Clear name, no special characters, respecting requested conventions.
Audio quality verifications
✅ FULL LISTEN: Listen to the file from start to finish. No shortcuts! Glitches often hide in unexpected places.
✅ LEVELS: Peaks don't exceed 0 dB. Ideally, the highest peak is at -1 dB to avoid any clipping.
✅ LOUDNESS: Loudness level matches recipient standards (Spotify: -14 LUFS, EU broadcast: -23 LUFS).
✅ BACKGROUND NOISE: No hiss, hum or excessive ambient noise. Use noise reduction if necessary.
✅ DISTORTION: No audible distortion, saturation or crackling. If present, reprocess the source file.
✅ CLICKS AND POPS: No clicks, pops or digital artifacts. Check particularly transitions and cuts.
✅ SILENCE: Silences are clean (no unwanted breathing, page noise, etc.).
✅ FADES: Beginning and end have appropriate fades (no abrupt start or brutal cutoff).
Compliance verifications
✅ SPECIFICATIONS: The file meets ALL specifications of the brief or requirements.
✅ VERSION: This is the final version, not a draft or intermediate version.
✅ CONTENT: Content matches what was requested (right text, right music, right order).
✅ RIGHTS: You have rights to all elements (music, samples, voice). Keep proof.
✅ PLAGIARISM: No element is copied without authorization from other sources.
✅ SENSITIVE CONTENT: Content doesn't violate platform terms of use (violence, adult content, etc.).
✅ TECHNICAL STANDARD: File respects technical standards (EBU R128 for broadcast, etc.).
Metadata verifications
✅ TITLE: Title is correct, properly spelled, matches content.
✅ ARTIST/AUTHOR: Artist or author name is correctly entered.
✅ ALBUM: If applicable, album is correctly indicated.
✅ GENRE: Musical genre is appropriate and correctly tagged.
✅ YEAR: Production/publication year is correct.
✅ TRACK NUMBER: Track number is correct for albums/compilations.
✅ COVER ART: Cover image is present and in good resolution if required.
✅ COPYRIGHT: Copyright information is correct and present.
✅ ISRC/UPC: Identification codes are included if required (commercial distribution).
Security and delivery verifications
✅ BACKUP: A backup copy of the file exists in a safe location.
✅ SOURCE FILE: The original source file (DAW project, stems) is archived separately.
✅ CONFIDENTIALITY: If content is confidential, file is sent securely (password-protected link, etc.).
✅ RECIPIENT: Email address or destination link is correct (no sending to wrong client!).
✅ ACCOMPANYING MESSAGE: A professional message accompanies the submission, specifying content and instructions.
✅ RECEIPT CONFIRMATION: Request confirmation of receipt if file is critical.
✅ EXPIRATION: If using a transfer service, check link expiration date.
✅ ACCESSIBILITY: Recipient will be able to download/open the file (compatible format, access rights).
Checklists by recipient type
PROFESSIONAL CLIENT: Requested format + maximum quality + complete metadata + pro message + backup + confirmation.
STREAMING PLATFORM (Spotify, etc.): Lossless format (WAV/FLAC) + perfect metadata + ISRC + high resolution artwork + normalized levels.
RADIO/TV BROADCAST: Specified format + EBU R128 levels + technical report + SACEM/other rights.
COLLABORATOR (mix/master): Source format + session notes + clear instructions + access to stems if necessary.
PODCAST PLATFORMS: Optimized MP3 + chaptering + episode metadata + description text + loudness levels.
SOCIAL NETWORKS: Compatible format + adapted duration + sufficient quality for re-compression + visual elements if needed.
Ready to try?
Try Convert audioHow to do it in 3 steps
Import your final file to Convertly Audio to automatically check all technical parameters.
Go through this checklist section by section, checking each verified point.
Fix any identified problems with Convertly Audio tools, then send your file with confidence.
Pro Tips
- Create a custom checklist template for each type of recurring client.
- Take a few hours break before final verification to listen with fresh ears.
- Always test the uploaded file after sending (download it yourself to verify).
Common mistakes to avoid
- ✗Sending the wrong file version (v2 instead of v3_final). Solution: use clear naming and verify the name.
- ✗Forgetting to listen to exported file (and discovering a glitch after sending). Solution: ALWAYS listen to the final file.
- ✗Sending a file too large for email without alternative. Solution: prepare a WeTransfer/Drive link as backup.
- ✗Not checking metadata (artist = "Track 01"). Solution: systematically verify tags before sending.
- ✗Sending to wrong recipient (copy-paste from old email). Solution: verify address before sending.
- ✗Forgetting to attach requested supporting documents (lyrics, credits). Solution: re-read brief before sending.