Need to record a cover song? You’ll likely need a mechanical license. A “Sample Letter To Publisher Notice Intent Mechanical License” is how you tell the copyright owner you plan to use their song. This letter is essential for legally distributing your version.
Writing this letter can feel daunting. Where do you even start? What information needs to be included?
Don’t worry, we’ve got you covered. This article provides templates and samples. Use these to easily draft your own “Notice of Intent to Obtain a Mechanical License.”
Sample Letter To Publisher Notice Intent Mechanical License
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Publisher Name]
[Publisher Address]
[City, State, Zip Code]
**Subject: Notice of Intent to Obtain a Mechanical License**
Dear [Contact Person, if known, or “Licensing Department”],
This letter serves as formal notification of our intent to obtain a mechanical license for the musical work described below:
* **Title of Song:** [Song Title]
* **Writer(s):** [Name(s) of Songwriter(s)]
* **Copyright Owner(s):** [Name(s) of Copyright Owner(s) – usually the Publisher]
We intend to reproduce and distribute this musical work in the following manner:
* **Type of Use:** [e.g., physical CDs, digital downloads, streaming]
* **Artist Performing the Song:** [Name of Artist]
* **Number of Copies Planned:** [Number]
* **Release Date (Approximate):** [Date]
We understand that mechanical royalties are payable for each copy manufactured and distributed. We agree to pay royalties at the statutory rate in effect at the time of the reproduction and distribution, as determined by the U.S. Copyright Office.
We will provide you with accurate sales figures and royalty payments on a [Monthly/Quarterly/Annual] basis, along with detailed statements of account.
Please provide us with any specific instructions or requirements you may have regarding the mechanical license agreement. We look forward to your prompt response and cooperation in this matter.
Sincerely,
[Your Name/Company Name]
[Your Title, if applicable]
[Your Phone Number]
[Your Email Address]
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How to Write Letter To Publisher Notice Intent Mechanical License
Subject Line: Clarity is Key
The subject line should be succinct yet illuminating. Forget ambiguity; precision is paramount. Opt for something like:
- “Notice of Intent to Obtain a Mechanical License – [Song Title]”
- “Mechanical License Request – [Your Name/Artist Name] – [Song Title]”
This allows the publisher to immediately discern the letter’s purpose and expedite processing.
Salutation: Address with Finesse
Start with a formal salutation. If you know the specific contact person, address them directly. Otherwise, use a standard greeting:
- “Dear [Publisher Contact Name],”
- “Dear Licensing Department,”
Avoid overly casual greetings. Professionalism engenders trust and facilitates a smoother transaction.
Identifying the Song: Precision Matters
Clearly identify the song you intend to cover. Include:
- Song Title: State the full and exact title.
- Writer(s): List all credited songwriters.
- Copyright Information: Include the copyright year and owner.
Omission invites ambiguity and potential delays. Diligence here is crucial.
Notification of Intent: Articulating Your Purpose
Explicitly state your intention to obtain a mechanical license. This section should be unequivocal:
- “This letter serves as formal notification of my intent to obtain a mechanical license for the song ‘[Song Title]’.”
- “I am writing to request a mechanical license to reproduce and distribute a cover version of the song ‘[Song Title]’.”
Don’t mince words. Directness promotes clarity and minimizes misunderstandings.
Usage Details: Disclosing Pertinent Information
Provide details about your intended usage. This includes:
- Artist Name: State the name under which the song will be released.
- Intended Use: Specify how the song will be used (e.g., album, single, digital download, streaming).
- Distribution Method: Detail how the song will be distributed (e.g., physical copies, online platforms).
- Release Date (if known): Include the anticipated release date.
- Number of Copies (for physical releases): Estimate the number of copies you plan to manufacture.
Transparency is key. This information allows the publisher to accurately calculate royalties.
Royalty Payments: Acknowledging Obligations
Acknowledge your understanding of your royalty obligations. State that you will pay the statutory rate:
- “I understand that I am required to pay royalties at the current statutory rate for each copy manufactured and distributed.”
- “I acknowledge my responsibility to remit royalties in accordance with U.S. Copyright Law.”
This demonstrates your commitment to complying with copyright regulations. It’s a matter of probity.
Closing: Cordiality and Contact
Conclude with a professional closing:
- “Sincerely,” or “Respectfully,”
- Your Name
- Your Address
- Your Phone Number
- Your Email Address
Ensure your contact information is accurate. This facilitates communication and expedites the licensing process. A modicum of politesse goes a long way.
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Frequently Asked Questions: Mechanical License Notice of Intent
This section provides answers to common questions regarding the Notice of Intent (NOI) required to obtain a mechanical license for a copyrighted musical work. Understanding these guidelines will help ensure compliance with copyright law and facilitate the legal reproduction and distribution of musical compositions.
What is a Mechanical License?
A mechanical license grants you the right to reproduce and distribute copyrighted musical works in audio format (e.g., CDs, digital downloads, streaming). It’s required when you create a new recording (a “mechanical reproduction”) of a song.
Why is a Notice of Intent (NOI) required?
The Notice of Intent (NOI) informs the copyright owner (usually the publisher) that you intend to obtain a mechanical license and comply with copyright law by paying royalties for each reproduction and distribution of their work.
When should I send the Notice of Intent?
The NOI must be sent no later than 30 days after recording the musical work and before distributing any copies to the public. It’s best practice to send it as early as possible.
What information should the Notice of Intent include?
The NOI must clearly state the song title, songwriter(s), copyright owner (publisher), your name and address, the intended use (format), the date of first distribution, and the number of copies you plan to manufacture and distribute.
Where do I send the Notice of Intent?
Send the NOI to the copyright owner/publisher of the song. This information can often be found on the copyright registration or through performing rights organizations (PROs) like ASCAP, BMI, or SESAC, or through the Harry Fox Agency.