How to Pitch Your Songs to Global Publishers (A Checklist for South Asian Musicians)

Hook: Stop sending blurry links and expect results — here’s a real publishing pitch checklist

You write great songs, but global publishers and partners like Kobalt and Madverse are swamped. If your submission looks like every other file dump, it will be skipped. This guide gives South Asian songwriters a play-by-play checklist, real-world examples, and ready-to-send pitch templates that get noticed in 2026.

The landscape in 2026: why timing and metadata matter more than ever

Late 2025 and early 2026 reshaped how publishers scout music. Major administration networks expanded partnerships across regions, stream-ad revenue reporting improved, and publishers now rely on richer metadata and packaged pitches to move fast. A notable shift was the January 2026 partnership that directly links South Asian independent creators to an international publisher network.

Industry coverage confirmed a new partnership connecting South Asian independent music groups to a global publishing administration in January 2026 — a direct route for localized catalogs to reach worldwide royalty systems.

That means if you prepare the right materials, your song can be registered, monetized and pitched for syncs within weeks instead of months. Publishers are now screening for completeness: metadata, clear ownership splits, high-quality stems, and a compact pitch narrative explaining where a song belongs.

Who this checklist is for

• Songwriters and composer-producers in South Asia who want to be administered or sub-published globally
• Artists preparing submissions for companies like Kobalt or regional partners like Madverse
• Managers and indie A&Rs packaging catalogs for pitching to sync and publishing teams

Quick checklist overview — what to send (at a glance)

1. One-page pitch summary
2. Title track MP3 (low-res) + WAV (high-res)
3. Instrumental and stems for sync consideration
4. Lyric sheet and translation (English + original language)
5. Complete metadata file with ISRCs and ISWC (or placeholder plan)
6. Ownership splits and split sheet
7. PRO affiliation and publisher admin info
8. Streaming & social proof summary
9. Clear call-to-action (what you want: admin, sync, co-write placement)

Step-by-step: the complete submission checklist

1. Craft a one-page pitch summary

Publishers read fast. Lead with a single page that answers three questions: who you are, why this song matters, and what you want. Keep it scannable and visual.

• Top line: Artist name, songwriter credits, city, country
• Song snapshot: Title, genre, BPM, duration, language
• Why it matters: 1-2 lines on mood, target audience, and use cases (film, ad, playlist)
• Proof: streaming numbers, playlist adds, notable placements, press quotes
• Ask: administration, sync push, co-publishing, A&R meeting

2. Audio assets: quality and formats

You must provide both a quick preview and broadcast-ready tracks.

• Preview MP3 (128–192 kbps): A short, single-file version for quick listening
• WAV 24-bit/48 kHz: Full quality master for evaluation and sync
• Instrumental / Vocal Up / Stems: 4–8 stems labeled clearly (e.g., DRUMS, BASS, VOCAL_LEAD, GUITAR)
• Alt versions: Radio edit, extended mix, language versions if available

3. Lyric sheet and translations

Sync teams and publishers love a translation. Submit the original lyrics and an accurate English translation with line numbers and timestamps for key phrases.

• Original-language lyrics with line breaks
• Literal English translation and a creative translation if applicable
• Timestamped cues for chorus and hooks (e.g., 0:45 – Chorus)

4. Metadata: the non-glamorous engine of royalties

Metadata gets your song paid. Mistakes here cause missed royalties and slow registrations. Use a spreadsheet and a consistent naming convention.

• Song Title: EXACT final title and alternate titles (if any)
• Songwriters: Legal names, performing names, email, and nationality
• Performers: Artist name(s) used on releases
• ISRC: International Standard Recording Code for the recording (if you have one)
• ISWC: International Standard Musical Work Code for the composition (or note if pending)
• Publisher info: Publisher name, publisher IPI, publisher share (%)
• Share splits: Exact percentages per writer and publisher; must sum to 100
• Release date and territory: Clear release date and initial territories
• Rights flags: Admin rights, sub-publishing needs, sync availability

Tip: Save the metadata as a CSV and include a PDF export for readability.

5. Ownership splits and split sheet

Publishers refuse uncertainty. A signed split sheet is ideal. If not possible, a joint statement from contributors works temporarily.

• List contributors, roles, and precise shares
• Include signatures, dates, and contact details
• Flag any shared samples or interpolations and attach clearances or clearance plans

6. PRO affiliation and existing admin

Publishers need to know who registers where. Provide PRO/CMO names and membership numbers.

• Example: "BMI 1234567" or "PRS pending"
• If you already administer in any territory, note the company
• Declare conflicts: e.g., co-publishing agreements or exclusive publishing deals

7. Visual assets and artist dossier

Sync teams want the whole picture. Attach cover art, artist photo, and short bios in both local language and English.

• High-res artist photo (no filters)
• Cover art 3000 x 3000 px or equivalent
• Short bio (50 words) and extended bio (200 words)

8. Proof and context: streaming, placements and traction

Context sells. Include where songs have performed and why this one should be pushed globally.

• Streaming numbers on platforms and playlist placements
• Press clippings or playlist curator quotes
• Use-case suggestions for sync: e.g., film BGM, ad cue, or ambient cafe playlist

Pitch templates — subject lines and email copy that get responses

Use these templates and adapt them. Keep emails under 150 words and attach the one-page pitch and WAV/MP3 links via a single cloud folder link.

Cold pitch subject lines (choose one)

• New South Asian Pop Sync Prospect — "Song Title" by Artist
• Admin Opportunity: "Song Title" — Ready for worldwide collection
• Pitch for Kobalt/Madverse: "Song Title" — strong regional traction

Email template: admin request

Hi NAME,

I am ARTIST NAME, a songwriter from CITY, COUNTRY. I’m sending a 1-page pitch and the WAV/MP3 for a new song called SONG TITLE. The song has NUM streams on PLATFORM and a non-exclusive interest from a local label. I’m looking for publishing administration and global collection for this composition.

Included: 1-page pitch, WAV, MP3, lyric + translation, metadata CSV, split sheet.

Would you be open to reviewing and advising next steps? I can provide stems or an SMP (sample) if helpful.

Thanks,
ARTIST NAME
CONTACT INFO
  

Email template: sync pitch

Hi NAME,

I work with ARTIST NAME. We have a track called SONG TITLE that fits contemporary FILM/AD/TV moods — the chorus at 0:40 is a strong moment and we have stems available. Attached is a 1-page sync brief and WAV. The track has NUM streams and a recent playlist placement on PLAYLIST NAME.

Are you taking new sync submissions this month? Happy to set a 10-minute call.

Best,
MANAGER/REP NAME
CONTACT INFO
  

Metadata best practices — fields publishers will check first

In 2026 publishers expect standardized metadata that ties recordings to compositions and people. Use these fields and stick to consistent formatting.

Essential metadata fields

• Song Title
• Primary Artist
• Duration
• BPM & Key
• Language
• ISRC, ISWC
• Writer legal name / performing name / IPI number
• Publisher legal name / publisher IPI
• Share splits (format: Writer Name — 25%)
• Release date and territory
• Rights declaration (e.g., "Fully cleared sample; admin rights available")

Formatting rules

• Use comma separators only where needed. Prefer semicolons for multiple roles.
• Always use full legal names for contracts and registrations.
• Keep one master metadata CSV and export a PDF for reviewers.
• Version-control: add a version number and date to filenames (e.g., metadata_v1_2026-01-10.csv)

When to register ISRC and ISWC

Register ISRCs at the master release stage. ISWCs can be requested via your PRO once you have the final split information. If you expect a quick sub-publishing deal, state that ISWC is pending in your metadata and provide the timeline to issue it.

Common pitfalls and how to avoid them

• Missing split clarity: publishers pause when ownership is unclear; always attach a signed split sheet
• Poor audio naming: ambiguous file names like track1_final.mp3 get lost — use "Artist_SongTitle_VocalUp_24bit.wav"
• No translations: for South Asian languages, include clear English translations to increase sync chances
• Too many follow-ups: wait two weeks before polite follow-up; keep notes on who you contacted and when

Case study: how a South Asian songwriter landed admin with a global partner

Ravi, a Mumbai-based songwriter, packaged a 10-song EP in Q4 2025 with a clean metadata CSV, translations, and stems for each song. He highlighted two tracks with proven playlists and sent a concise one-page pitch to a regional partner with global admin connections in January 2026. Within three weeks he received a term sheet for publishing administration because the partner could immediately ingest the files and register ISRCs and ISWCs without chasing missing info.

Key lessons from Ravi: meticulous metadata, translated lyrics, stems for sync, and a clear ask.

Advanced strategies for 2026 and beyond

Publishers now use AI-assisted tools to pre-scan pitches for sync potential and rights clarity. That means further emphasis on clean metadata and hook timestamps. Consider these advanced moves.

• Embed timestamps for hooks: In your lyric sheet, include timestamps for the chorus and hook for fast AI evaluation
• Pre-clear samples: If you use samples, pre-clear them or provide a clearance path to avoid friction
• Localized pitch angles: For South Asian material, offer both regional use cases and global placement ideas (Bollywood, streaming drama, diaspora adverts)
• Smart stems: Provide stems with silence markers removed and consistent loudness for quick A/B listening
• Metadata automation: Use a prefabricated CSV template and a single cloud folder structure to speed up intake

Follow-up and negotiation checklist

1. Wait 10 business days before first follow-up
2. Keep follow-ups short and offer a new asset (a live cut or alternate mix)
3. When offered terms, ask for a timeline for registrations and a detailed admin fee schedule
4. Negotiate for transparent reporting cadence and territory scope
5. Ensure termination and audit rights are clear—avoid auto-renewals without performance clauses

Quick reference: filenames and folder structure

Example cloud folder layout that publishers expect:

• ROOT/SONG TITLE/
  • SONG TITLE_META.csv
  • SONG TITLE_1_preview.mp3
  • SONG TITLE_2_master.wav
  • SONG TITLE_STEMS.zip
  • SONG TITLE_LYRICS_en.pdf
  • SONG TITLE_SPLIT.pdf

Actionable takeaways

• Prepare once, pitch many: Build a master submission kit to reuse for every publisher.
• Metadata first: Clean metadata shortens the path from pitch to payday.
• Stems and translations: Make sync easy by providing stems and English translations.
• Be specific about your ask: State whether you want admin, sync help, or co-publishing.

Final checklist (printable, before you hit send)

1. One-page pitch summary attached
2. MP3 preview + WAV master included
3. Stems and instrumental included
4. Lyric sheet + English translation attached
5. Metadata CSV and PDF included
6. Signed split sheet or evidence of shares
7. PRO numbers and publisher info provided
8. Clear subject line and concise email body under 150 words
9. Follow-up schedule noted in calendar

Closing — your next move

Right now, pack one strong song into the exact submission kit described here and target one publisher or partner first. Publishers like Kobalt and partners like Madverse are actively building South Asian catalogs in 2026 — be the songwriter who makes their job easy to say yes to.

Ready to pitch? Export your metadata, finalize a one-page pitch, and use the templates above. If you want a free checklist PDF or a pitch review, click through to schedule a quick review session with a community curator.

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