Production templates · Forms

Rights clearance log

Music, footage, trademarks, artwork, locations and likeness: rights holder, scope, documents and status, plus a release log.

The rights clearance log records each music cue, footage clip, logo or trademark, artwork, location and likeness in the production with rights holder, scope (media, territory, term), fee, document location and status, plus an appearance release log with name, role, scenes, release received and guardian consent for minors. A record-keeping template, not legal advice.

English Excel — Rights clearance log (English)Print · PDF — Rights clearance log (English)
한국어 Excel — Rights clearance log (한국어)Print · PDF — Rights clearance log (한국어)

The Excel file includes Example and Guide sheets next to the blank form. How to fill it in

What's inside

What's inside

  • Production
  • Planned media / territories
  • Prepared by / owner
  • As of

Clearances

  • No.
  • Scene
  • Category
  • Description
  • Rights holder / contact
  • Scope (media / territory / term)
  • Fee
  • Document (location / file)
  • Status
  • Notes

Appearance releases received

  • Name
  • Role
  • Scenes
  • Release received
  • Guardian consent (minor)
  • Notes

How to fill it in

What it is for

A rights clearance log collects, in one place, every piece of music, footage, logo, artwork, location and recognisable face in the picture and soundtrack — whether you may use it, who granted permission and on what scope. When a buyer or recipient asks for rights documents, this log tells you where each one is.

When to use it

List likely issues during script breakdown, update the status as you request permission before shooting, then recheck only what remains in the final cut. Before delivery, make sure nothing is left as not checked or requested.

Field by field

  • Production

    What
    The work being cleared
    How
    If there are several versions (feature, series), include the version.
    Example
    The Temperature Between Us

  • Planned media / territories

    What
    Where and how the work will be released
    How
    Every clearance scope is checked against this, so keep it at the top. When it changes, update it and the as-of date.
    Example
    Streaming and TV, Korea first (overseas sales in discussion)

  • Prepared by / owner

    What
    Who keeps the log
    How
    Name the production contact and whoever signs off.
    Example
    Geonyoung Lee · Hana Kim (PM)

  • As of

    What
    The date the log is accurate to
    How
    Change it whenever you update a status.
    Example
    2026-12-04

  • No.

    What
    Row number
    How
    Use the same number in document file names to find them quickly.
    Example
    1

  • Scene

    What
    Scene numbers where the item appears
    How
    Separate several scenes with commas.
    Example
    12, 14

  • Category

    What
    Type of right
    How
    Choose music, footage, logo / trademark, artwork, location or likeness (the Excel cell has a list).
    Example
    Music

  • Description

    What
    What appears and how it is used
    How
    Include the use, for example “plays as cafe background music”.
    Example
    Cafe background track “○○ Waltz”

  • Rights holder / contact

    What
    Who must grant permission
    How
    When there are several holders, such as composition and recording, use separate rows.
    Example
    ○○ Music (composition) · 02-000-0000

  • Scope (media / territory / term)

    What
    The scope of use that was granted
    How
    Summarise the licence wording and cite the clause. Never widen the scope by guesswork.
    Example
    Per licence clause 2 — see original

  • Fee

    What
    Whether there is consideration, and where it is set out
    How
    Leave amounts to the contract; write only the reference, such as “see contract” or “credit”.
    Example
    See contract

  • Document (location / file)

    What
    Where the licence or contract is kept
    How
    Give the shared folder path or file name, plus where the signed original is stored.
    Example
    Clearances/01_○○Music_licence.pdf

  • Status

    What
    Where the clearance stands
    How
    Choose not checked, requested, cleared or refused (replace). If refused, note the replacement plan.
    Example
    Cleared

  • Notes

    What
    Replace, blur or cut plan; open tasks
    How
    Say who will handle it and by when.
    Example
    Blur logo in post

  • Name

    What
    Person who signed an appearance release
    How
    Write the name as it appears on the release.
    Example
    Seoa Yoon

  • Role

    What
    Their role on screen
    How
    A character name or a description such as “cafe customer”.
    Example
    Cafe customer

  • Scenes

    What
    Scenes they appear in
    How
    Separate several scenes with commas.
    Example
    12, 14

  • Release received

    What
    Whether the signed release is in hand
    How
    Change it to ■ once you hold the signed copy.
    Example
    ■

  • Guardian consent (minor)

    What
    Whether a guardian consented for a minor
    How
    Only for minors; do the full check on the minor performer checklist.
    Example
    ■

Tips

  • While reading the breakdown, mark song titles, brands, TV screens and artwork, and move them into this log first.
  • Each clearance scope must cover the planned media and territories. When overseas sales or new media come up, recheck every row.
  • This is a record, not legal advice. The signed licence or contract defines scope, fee and term; ask a professional when unsure.
  • When something is refused, decide straight away between a replacement, blurring or a new angle, note it, and tell camera and art.
  • When the final cut is locked, mark rows for removed scenes “not in final cut” rather than deleting them.

Common mistakes

  • Clearing the composition but forgetting the recording owner. Keep composition and recording on separate rows.
  • Marking an item cleared after a verbal “that’s fine” on the phone. Keep it as requested until the written licence arrives.
  • Writing a wider scope than the licence actually says, then needing to clear it again for overseas sales.
  • Missing a passer-by’s face or a brand in the background, so blurring work appears only after the edit.

Filled-in example

Filled in for the fictional drama “The Temperature Between Us”. All people, companies and numbers are made up; the Excel file has the same example on its Example sheet.

Rights Clearance Log

ProductionThe Temperature Between Us
Planned media / territoriesStreaming and TV, Korea first (overseas sales in discussion)
Prepared by / ownerGeonyoung Lee · Hana Kim (PM)
As of2026-12-04

Clearances

No.SceneCategoryDescriptionRights holder / contactScope (media / territory / term)FeeDocument (location / file)StatusNotes
112, 14MusicCafe background track “○○ Waltz” (composition)○○ Music · 02-000-0000Per licence clause 2 — see originalSee contractClearances/01_○○Music_licence.pdfCleared
212, 14MusicRecording of the same track○○ Records · 02-000-0000In discussionDraft contract under reviewRequestedReply requested by 2026-12-10
312Logo / trademarkAnother cafe’s logo on a customer’s cup sleeve△△ Coffee head office PRRefused (replace)Blur in post; pickup shots use plain sleeves
412, 14, 21ArtworkTwo paintings on the cafe wallArtist ○○ · 010-0000-0000Per licence wordingCredit (see contract)Clearances/04_artist_licence.pdfCleared
512, 14, 21LocationCafe Ondo exterior and interior (incl. sign)Cafe owner · 010-0000-0000Per location agreementSee contractLocations/05_CafeOndo_agreement.pdfCleared
615FootageNews broadcast on the cafe TVNot checkedArt dept to mock up a news screen instead
717LikenessPasser-by whose face is visible in exterior shotRequestedBlur if no release

Appearance releases received

NameRoleScenesRelease receivedGuardian consent (minor)Notes
Seoa YoonCafe customer12, 14■
Taemin KangDelivery rider14■
Minji OhChild customer21■■Guardian present on set
Open the example full size · print

FAQ

When should I start the log?

At script breakdown: list music, on-screen works, trademarks and locations as not checked, then update as requests are cleared or refused. At delivery you can answer documentation requests straight from it.

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