Send raw footage in original quality, your logo as a vector, brand colors and fonts, the script, music preferences, references and a clear brief in one shared folder.
Missing files are the most common cause of delays. Use this checklist.
Footage and screen recordings
- Original files, not compressed copies from a messaging app
- A screen recording at the highest resolution you can capture
- Clean footage with private information removed
Brand files
- Logo as a vector (SVG, AI or EPS) and a PNG with transparent background
- Colors as hex codes
- Fonts or their names, with licenses if you own them
- A brand guide if you have one
Script and text
- The script or talking points
- On-screen text, names and numbers, checked for spelling
- Any legal lines that must appear
Audio
- Voice-over recordings or the voice you want used
- Music preferences or a link to tracks you like
- Any sound effects you need
References
Two or three videos you like, with a note about what you like in each.
The brief
The six points from how to brief a video editor: goal, audience, length and format, materials, references and deadline.
How to send it
- Use one shared cloud folder with clear names
- Add a short text file listing what each file is
- Tell the editor if any file is a placeholder
Large files
Share links rather than email attachments, and check access settings.
Name files clearly, for example "logo-white.svg" and "interview-camera-A.mov", so nothing gets mixed up.
A folder structure that works
- 01-brief
- 02-script
- 03-brand (logo, fonts, colors)
- 04-footage
- 05-audio
- 06-references
- 07-exports (the editor puts drafts here)
Add a short "read-me" note saying what each folder contains.
Common mistakes to avoid
- Compressed footage from chat apps
- Logos as screenshots instead of vector files
- A script in three different versions
- Missing permission for stock footage or music
Frequently asked questions
What if I only have a low-quality logo?
Tell the editor. They can often rebuild it as a vector for a small fee.
Do I need to send everything at once?
Send what you have, and flag what is missing and when you'll send it.
How large can the files be?
Use a cloud folder link. Most services handle large video files better than email.
What should I do about private footage?
Remove sensitive material first and mention any confidentiality needs in the brief. Contact me if you need to discuss confidentiality.
Bhavesh Vaghela
Freelance video editor and motion designer in Rajkot, India. I make short-form videos, motion graphics, SaaS explainers, logo animations and AI video for clients worldwide.
