🎵 Music Studio (Recording / Production)

Complete document roadmap – 79 core documents for your music studio and production business

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Document Roadmap

R 700

Complete list of 79 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance 11

✔	Document	Purpose
	MUS‑001 – CIPC Registration Certificate (Pty Ltd / Sole Prop)	Proof of company registration
	MUS‑002 – Memorandum of Incorporation (MOI) or Partnership Agreement	Company constitution
	MUS‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	MUS‑004 – COIDA Registration	Employee injury cover
	MUS‑005 – Public Liability Insurance (Studio)	Cover for clients, visitors, artists
	MUS‑006 – Equipment / Contents Insurance (Instruments, Gear)	Protect valuable studio assets
	MUS‑007 – Business Licence (Municipal) – Music Studio	Required for trading
	MUS‑008 – Zoning Certificate (if studio at home)	Residential / business zoning
	MUS‑009 – B‑BBEE Certificate (or affidavit)	For corporate clients
	MUS‑010 – CSD Registration	For government tenders
	MUS‑011 – SAMRO / CAPASSO / SARRAL Registration (for royalties)	Music rights organisations

Phase 2: Contracts & Client Docs 12

✔	Document	Purpose
	MUS‑012 – Studio Hire / Session Booking Agreement	Core contract for clients
	MUS‑013 – Recording / Production Services Agreement	Scope, deliverables, fees
	MUS‑014 – Artist / Musician Agreement (for signed talent)	Exclusive / non‑exclusive
	MUS‑015 – Producer Agreement (with producer)	Fees, credits, royalties
	MUS‑016 – Session Musician Agreement (hired musicians)	One‑off or project basis
	MUS‑017 – Music Licensing Agreement (sync, commercial use)	For film, TV, advertising
	MUS‑018 – Master Recording / Mechanical Rights Agreement	Ownership of master recordings
	MUS‑019 – Split Sheet (songwriting credit & royalty split)	Essential for co‑writes
	MUS‑020 – Non‑Disclosure Agreement (NDA) – Projects / Demos	Protect unreleased material
	MUS‑021 – Subcontractor / Freelance Engineer Agreement	Engineers, mixers, masterers
	MUS‑022 – Supplier Agreement (Studio Equipment, Instruments)	With vendors
	MUS‑023 – Quotation / Estimate Template (recording, mixing, mastering)	Rate card and proposals

Phase 3: Human Resources 9

✔	Document	Purpose
	MUS‑024 – Employment Contract – Studio Manager	Operations oversight
	MUS‑025 – Employment Contract – Sound Engineer (Recording / Mixing)	In‑house engineer
	MUS‑026 – Employment Contract – Mastering Engineer	Final polish
	MUS‑027 – Employment Contract – Producer (in‑house)	Music production
	MUS‑028 – Employment Contract – Administrative Assistant / Booker	Scheduling, client liaison
	MUS‑029 – Independent Contractor Agreement (Freelance Engineers, Producers)	Project‑based
	MUS‑030 – Code of Conduct (Staff) – Professionalism & Confidentiality	Artist trust
	MUS‑031 – Disciplinary Code & Procedure	HR compliance
	MUS‑032 – Attendance Register (Staff / Freelancers)	Sign‑in / sign‑out

Phase 4: Operations & Studio Management 14

✔	Document	Purpose
	MUS‑033 – Studio Booking Schedule / Calendar	Client session management
	MUS‑034 – Session Report / Log (per session – track list, takes, notes)	Session documentation
	MUS‑035 – Equipment Check‑In / Check‑Out Log (Instruments, Mics, Outboard)	Asset tracking
	MUS‑036 – Project File / Session Backup Register	Data security
	MUS‑037 – Multitrack / Stem Deliverables Checklist	Quality control
	MUS‑038 – Client Brief / Project Intake Form (for productions)	Artist vision, references
	MUS‑039 – Master Delivery Spec Sheet (format, codec, metadata)	For distribution
	MUS‑040 – Studio Usage Log (time, date, client, engineer)	Billing and scheduling
	MUS‑041 – Client Revision / Amendment Log	Track changes
	MUS‑042 – Equipment Maintenance Schedule (consoles, monitors, outboard)	Preventative maintenance
	MUS‑043 – Inventory – Consumables (cables, tape, CDs, USB drives)	Stock tracking
	MUS‑044 – In‑house / Session Musician Availability Register	For quick booking
	MUS‑045 – Client / Artist Feedback Form (after session)	Service improvement
	MUS‑046 – Media Asset Register (for archival)	Track masters, stems, mixes

Phase 5: Health & Safety 9

✔	Document	Purpose
	MUS‑047 – Occupational Health & Safety (OHS) Policy – Studio	Workplace safety
	MUS‑048 – Risk Assessment (Electrical, Lighting, Cabling, Heavy Gear)	Hazard identification
	MUS‑049 – Safe Work Method Statement (SWMS) – Rigging, PA Setup	Task safety
	MUS‑050 – Incident / Accident Report Form	Documentation
	MUS‑051 – First Aid Kit Register (Studio)	Inventory
	MUS‑052 – Fire Extinguisher Inspection Log	Monthly check
	MUS‑053 – Emergency Evacuation Plan (Studio Layout)	Map and drill log
	MUS‑054 – Hearing Protection Policy (Noise Exposure)	For engineers and musicians
	MUS‑055 – Toolbox Talk Register (Staff Safety)	Monthly topics

Phase 6: Finance & Suppliers 9

✔	Document	Purpose
	MUS‑056 – Invoice Template (Studio Hire, Production Fees)	Billing
	MUS‑057 – Supplier Invoice Register (Equipment, Instruments, Consumables)	Expense tracking
	MUS‑058 – Payroll Register	Staff wages
	MUS‑059 – Petty Cash Log	Small purchases
	MUS‑060 – Client Payment / Fee Collection Register	Accounts receivable
	MUS‑061 – Supplier Payment Schedule	Creditors aging
	MUS‑062 – Session Cost / Revenue Tracking Sheet	Profitability per session
	MUS‑063 – Bank Reconciliation Template	Monthly finance
	MUS‑064 – Royalty Statement Log (from SAMRO / CAPASSO)	Track royalty income

Phase 7: Equipment & Assets 9

✔	Document	Purpose
	MUS‑065 – Asset Register (Master)	Instruments, mics, outboard, consoles, computers, vehicles
	MUS‑066 – Microphone Inventory (Serial numbers, condition, location)	Tracking
	MUS‑067 – Outboard Gear / Rack Equipment Inventory	Compressors, EQs, reverbs
	MUS‑068 – Software / DAW Licence Register (Pro Tools, Logic, Ableton, etc.)	Compliance
	MUS‑069 – Instrument Inventory (Keyboards, Guitars, Amps, Drums)	Tracking
	MUS‑070 – Studio Monitor / Speaker System Inventory	Tracking
	MUS‑071 – Vehicle Log Sheet (if own transport)	Fuel, trips
	MUS‑072 – Cable / Connector Inventory	Wear and replacement
	MUS‑073 – Asset Disposal Form	Retirement of old gear

Phase 8: Forms & Templates 6

✔	Document	Purpose
	MUS‑074 – Session Booking Confirmation / Artist Agreement Form	Client confirmation
	MUS‑075 – Overtime Authorization Form	Staff approval
	MUS‑076 – Leave Application Form	Staff requests
	MUS‑077 – New Employee Induction Checklist (Music Studio)	Onboarding
	MUS‑078 – Supplier Evaluation Form (Equipment / Instrument Vendors)	Vendor performance
	MUS‑079 – Artist Satisfaction Survey	Service improvement

📁 File Directory Structure

Music Studio (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI_Partnership_Agreement.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Equipment_Contents_Insurance.pdf
│   ├── Business_Licence_Studio.pdf
│   ├── Zoning_Certificate.pdf (if applicable)
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   ├── CSD_Registration.pdf
│   └── SAMRO_CAPASSO_SARRAL_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Studio_Hire_Booking_Agreements/ (by client)
│   ├── Recording_Production_Agreements/
│   ├── Artist_Agreements/ (signed talent)
│   ├── Producer_Agreements/ (by producer)
│   ├── Session_Musician_Agreements/ (by session)
│   ├── Music_Licensing_Agreements/ (sync, commercial)
│   ├── Master_Recording_Mechanical_Rights_Agreements/
│   ├── Split_Sheets/ (by song)
│   ├── NDAs_Projects_Demos.docx
│   ├── Freelance_Engineer_Agreements/
│   ├── Supplier_Agreements/ (equipment, instruments)
│   └── Quotation_Estimate_Template.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Studio_Manager.docx
│   │   ├── Sound_Engineer_Recording_Mix.docx
│   │   ├── Mastering_Engineer.docx
│   │   ├── Producer_InHouse.docx
│   │   └── Admin_Booker.docx
│   ├── Independent_Contractor_Agreements/ (freelance)
│   ├── Code_of_Conduct_Confidentiality.pdf
│   ├── Disciplinary_Code.pdf
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Studio Management/
│   ├── Studio_Booking_Schedule/ (daily/weekly)
│   ├── Session_Reports_Logs/ (by session)
│   ├── Equipment_CheckIn_CheckOut_Logs.xlsx
│   ├── Project_Backup_Register.xlsx
│   ├── Multitrack_Stem_Delivery_Checklists/
│   ├── Client_Briefs/ (by project)
│   ├── Master_Delivery_Specs/
│   ├── Studio_Usage_Logs.xlsx
│   ├── Client_Revision_Logs.xlsx
│   ├── Equipment_Maintenance_Schedule.xlsx
│   ├── Consumables_Inventory.xlsx
│   ├── Session_Musician_Availability_Register.xlsx
│   ├── Client_Feedback_Forms/ (by session)
│   └── Media_Asset_Register.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Studio.pdf
│   ├── Risk_Assessments/ (electrical, rigging)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Studio.pdf
│   ├── Hearing_Protection_Policy.pdf
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_Collection_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Session_Cost_Revenue_Tracking.xlsx
│   ├── Bank_Reconciliation.xlsx
│   └── Royalty_Statement_Logs.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Microphone_Inventory.xlsx
│   ├── Outboard_Gear_Inventory.xlsx
│   ├── Software_DAW_Licence_Register.xlsx
│   ├── Instrument_Inventory.xlsx
│   ├── Monitor_Speaker_Inventory.xlsx
│   ├── Vehicle_Logs/ (if applicable)
│   ├── Cable_Connector_Inventory.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Session_Booking_Confirmation_Form.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Music_Studio_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    └── Artist_Satisfaction_Survey.docx

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