What proof of permission to keep for every third-party element in a video, so that you can answer a claim quickly and honestly.
When a claim or a takedown arrives, the question is simple: can you show that you were allowed to use the material? This checklist helps you keep the answer at hand. It is general information and not legal advice; for important agreements, ask a lawyer to read them.
For each third-party element
Music, clips, images, fonts, templates, voice or sound effects: record the following.
What it is. A short description and where it appears in the video.
Who owns it. The creator or rights holder, as far as you can tell.
Who gave you permission. The seller, the platform or the owner, with contact details.
The licence or agreement. The full text or a saved copy, not only a summary.
Scope. Platform, region, commercial use, length of time, changes allowed, credit required, exclusive or not.
Proof of acquisition. Receipt, order number, download page, email and date.
A screenshot of the source page as it looked when you acquired the item.
Where the files live. A folder name and a backup location.
Review date. Licences can end, and your use can change.
Good habits
Keep one folder per video with the evidence inside it.
Name files clearly, such as the video title, element and date.
Prefer written permission to a chat message, and save the message.
Check that the seller really holds the rights. A licence from someone without rights has little value.
Do not assume "royalty-free" means "no conditions". Read the terms.
Treat evidence as a habit that repeats for every video.
The evidence habit
1AcquireKeep the receipt and source page
2LogOwner, licence and scope
3StoreOne folder per video, backed up
4ReviewWhen a licence or your use changes
Before you publish
Can I find the licence for every element in under a few minutes?
Does the licence cover the platform and my kind of use?