Producer Intake Form and Brief Template

Why Intake Beats Infinite DMs

Clients are not trying to waste your time — they do not know which details change price and quality. A good form asks once, stores answers with the project, and becomes the brief you both reference when revisions get fuzzy (“but I said warmer”).

Use one form with conditional sections, or four short forms. Below is copy-paste ready field copy.

Universal Fields (Every Service)

• Full name Short text. Required.
• Artist / project name Short text. Required.
• Email Email validation. Required.
• Phone / WhatsApp (optional) Short text. For session days only.
• Timezone Dropdown or short text (e.g. America/New_York). Required for live sessions.
• Service requested Single select: Mix | Mix+Master | Master only | Custom beat | Vocal production | Remote vocal session | Other.
• How did you find me? Single select: Instagram, YouTube, Referral, Beat store, Google, Other — plus optional detail.
• Hard deadline Date. “When must files be in your hands?” Required.
• Soft preferences date Date optional. “Ideal delivery if possible.”
• Budget range (USD) Single select: Under 100 | 100–250 | 250–500 | 500–1000 | 1000+ | Not sure — need quote. Required.
• Commercial use? Yes/No + “Where will this be released?” (DSP, YouTube, sync, private).
• File upload / link URL field: Drive, Dropbox, WeTransfer. Instructions: “Folder must stay available 30 days.”
• Anything else? Long text. Optional catch-all.
• Agreement Checkbox: “I confirm I have rights to the materials I upload and accept that work starts after deposit/quote approval.” Link your terms.

Mix / Master Section (Copy-Paste)

• Song title Short text. Required.
• Genre / subgenre Short text + optional tags.
• BPM and key Short text. “Unknown” allowed.
• Reference track 1–3 (links) URL fields. “What should this feel like commercially?”
• Mix notes — must fix Long text. “List problems in priority order.”
• Mix notes — do not change Long text. “Creative choices to preserve.”
• Vocal tuning already done? Yes / No / Partial.
• Stem count estimate Number or ranges: 1–16 | 17–32 | 33–48 | 48+.
• Sample rate / bit depth of session Dropdown: 44.1/24 | 48/24 | 96/24 | Other.
• Delivery needs Multi: Stereo mix WAV, Streaming master, Instrumental, TV track, Stems print, Fresh 24-bit unmastered.
• Loudness target preference Optional: “Match reference” | “Leave headroom for mastering” | “Specific LUFS ___.”
• Revision expectation Display your policy text: e.g. “2 revision rounds included; define round.”

Custom Beat / Production Section

• Primary genre + 3 reference songs Links required.
• Mood keywords Up to 5 words (dark, triumphant, dusty…).
• Tempo range e.g. 138–145 BPM.
• Key preference Text or “producer’s choice.”
• Song structure needs Intro length, hooks, bridges, outro — or “standard.”
• Vocalist gender / range notes Optional guidance for melody space.
• Must-include elements 808 style, live guitar, choir, etc.
• Hard avoids Sounds/genres they reject.
• License intent Non-exclusive lease style / exclusive / work-for-hire discussion. “Final terms in contract.”
• Usage plan Single, EP, content only, sync exploration.
• Sample clearance comfort Original only | Cleared packs OK | I will clear samples | Unsure.

Vocal Production / Remote Session Section

• Session type In-person | Remote directed | Async vocal production only.
• Remote tools available Multi: Audiomovers/LISTENTO | Sessionwire | Zoom (talk only) | Other.
• Artist interface / mic (if known) Short text.
• Internet Wired | Wi-Fi only | Unknown.
• Sample rate preference 48 kHz | 44.1 kHz | Match instrumental.
• Instrumental link + BPM/key Required for sessions.
• Lyric sheet link URL. Optional but recommended.
• Tuning / timing preferences Natural | Tight modern | Heavy effect — describe.
• Preferred session windows 3 options with timezone.
• Who presses record? Confirm understanding: local mic host records masters.

Auto-Reply and Routing Rules

1. On submit
   Send email: “Received — review within X business days. Do not send alternate Dropbox trees until we confirm.”
2. Tag by service
   CRM or sheet columns: service, deadline, budget_band, status=new.
3. Quote SLA
   Under 250 budget band → template reply; 1000+ → personal video/voice note optional.
4. Decline path
   If deadline < your minimum turnaround, auto-suggest later date or pass.
5. Archive
   Store form PDF + file links in project folder named YYYYMMDD_Artist_Song.

Red Flags in Submissions

• No deadline + “ASAP” in notes Force a date before scheduling.
• Budget under 100 for 48+ stems mix Scope mismatch — educate or decline.
• Unclear rights on samples/vocals Pause until ownership is clear.
• References that contradict each other wildly Schedule a 10-min alignment call.
• Files as 50 random voice memos Request structured folder before clock starts.

Where to Host the Form

After delivery, send a short feedback survey — see artist feedback survey template. For remote vocal days, pair intake with remote session setup.

Iterate Fields from Failed Jobs

Every time a project goes wrong, ask: which answer was missing? Add one field or helper text — do not grow the form into a novel. Quarterly, remove questions nobody uses.

Keep the form linked from your rate card and Instagram bio button with UTM tags so you know which channel sends serious briefs.