Metadata Style Guide
Properly formatted metadata ensures your music appears correctly across all streaming platforms and helps fans find your releases. Follow these guidelines to avoid delivery issues and maintain a professional catalog.
Why Metadata Matters
Section titled “Why Metadata Matters”- Discoverability - Correct formatting helps fans find your music
- Platform acceptance - Stores reject poorly formatted metadata
- Artist identity - Consistent naming builds your brand
- Royalty tracking - Accurate metadata ensures proper payment
Artist Names
Section titled “Artist Names”General Rules
Section titled “General Rules”| Do | Don’t |
|---|---|
| Use official artist name | Use nicknames or abbreviations |
| Be consistent across releases | Change spelling between releases |
| Include accents and special characters | Replace special characters with ASCII |
| Capitalize correctly | USE ALL CAPS |
Primary Artist Names
Section titled “Primary Artist Names”Your primary artist name should be:
- Consistent - Same spelling across all releases
- Official - Match your verified profile names
- Clean - No label names, genres, or promotional text
Correct: Luna Martinez
Incorrect: Luna Martinez [Official], LUNA MARTINEZ, Luna M.
Featured Artists
Section titled “Featured Artists”Featured artists appear on specific tracks, not the entire release.
Always use the Featured Artist metadata field. This ensures proper crediting across all platforms and helps with search/discovery.
Best practice setup:
- Track title:
Midnight Dreams - Featured artist field:
The Midnight Collective
Can I Also Add “feat.” to the Title?
Section titled “Can I Also Add “feat.” to the Title?”Yes, but rules vary by platform:
| Platform | ”feat.” in Title | Notes |
|---|---|---|
| Apple Music | ✅ Allowed | Must be lowercase feat. in parentheses: (feat. Artist) |
| Spotify | ⚠️ Accepted | Prefers metadata field only, but won’t reject |
| Other DSPs | ✅ Generally accepted | Follow Apple Music formatting |
If you include “feat.” in the title, use this exact format:
- ✅
Midnight Dreams (feat. The Midnight Collective) - ❌
Midnight Dreams (Feat. The Midnight Collective)— wrong capitalization - ❌
Midnight Dreams (ft. The Midnight Collective)— wrong abbreviation - ❌
Midnight Dreams (featuring The Midnight Collective)— too long
Artist Names with “The”
Section titled “Artist Names with “The””If “The” is part of the artist name, include it consistently:
The Beatles- correct (always with The)Weeknd- correct (officially without The)
Multiple Artists
Section titled “Multiple Artists”For collaborations between equal artists:
Correct: Add each artist as a primary artist
Incorrect: Artist A & Artist B as a single artist name
Writer & Publisher Credits
Section titled “Writer & Publisher Credits”Songwriter, composer, and lyricist credits are how publishing royalties find their way back to the people who wrote your song. These credits work differently from artist names — getting them right protects your royalties.
Use Your Legal Name (Default)
Section titled “Use Your Legal Name (Default)”For Composer, Lyricist, and Songwriter credits, use the writer’s full legal name as registered with their PRO (ASCAP, BMI, PRS, SOCAN, SESAC, etc.). This is the safest option for most writers.
Why it matters: When your track streams, the MLC and PROs match royalties to writers using IPI numbers and the writer’s name. If your credit shows a name that doesn’t match what’s registered at the writer’s PRO, the royalty may end up in the unmatched pool and never reach the writer.
Correct: Sarah Johnson (her legal name as registered at ASCAP)
Incorrect: Sara J, S. Johnson, Sarah J. (initials or partial names)
Using a Stage Name or Alias
Section titled “Using a Stage Name or Alias”You can credit a writer under a stage name only if they’ve registered that alias as an IPI Name Number with their PRO. This is uncommon — it requires going to the PRO portal and adding the alias to the writer’s profile, which generates a separate IPI specifically for the alias.
If the writer has a registered alias:
- Add the alias name to the Writer profile in LabelGrid
- Enter the IPI Name Number specific to that alias (not the writer’s main IPI)
- If LabelGrid’s review flags the writer credit as a possible stage name, contact support — we’ll review the IPI and enable the alias for your account.
If the writer does NOT have a registered alias, use their legal name. Don’t submit a stage name without an IPI — it will fail royalty matching downstream.
About IPI Numbers
Section titled “About IPI Numbers”The IPI (Interested Parties Information) Number is a CISAC-issued identifier that ties a writer’s name to their PRO membership. Every writer has one once they register with a PRO. It’s how the MLC and other rights organizations route royalties to the right person.
- Issued when the writer registers with a PRO (ASCAP, BMI, PRS, SOCAN, SESAC, etc.)
- Typically 11 digits
- The same global IPI system is used across all PROs — an IPI follows the writer even if they switch PROs
- A writer can have multiple IPIs if they’ve registered aliases — one for each public name
Always include the writer’s IPI in their Writer profile on LabelGrid. It’s the most reliable way to ensure royalties reach them.
Difference Between Artist and Writer Names
Section titled “Difference Between Artist and Writer Names”| Credit Type | Name Format |
|---|---|
| Primary Artist | Stage name is fine. Use the name the artist performs under. |
| Featured Artist | Stage name is fine. |
| Producer / Remixer | Stage name is fine — these credits don’t drive PRO royalties. |
| Composer / Lyricist / Songwriter | Use the legal name UNLESS the writer has a registered PRO alias with its own IPI. |
This is why a famous performer might appear under one name on a track but be credited under a different name in the songwriter credits — their performing identity and their PRO-registered writer identity can differ legitimately.
Common Mistakes
Section titled “Common Mistakes”- Using a stage name like “DJ MysteryArtist” without registering the alias at a PRO
- Using only initials (“R.J. Smith” instead of “Robert James Smith”)
- Using a nickname (“Bobby” instead of “Robert”)
- Mixing artist-name and writer-name conventions (artist credits accept stage names; writer credits should use legal names unless an alias is properly registered)
Track Titles
Section titled “Track Titles”General Rules
Section titled “General Rules”| Do | Don’t |
|---|---|
| Use sentence case | USE ALL CAPS |
| Use standard punctuation | Use excessive punctuation!!! |
| Keep it clean and simple | Add promotional text |
| Include parenthetical versions | Add hashtags or emojis |
Version Information (Important)
Section titled “Version Information (Important)”Version information MUST go in the Version Title field, NOT in the main track title.
| Field | What Goes Here | Example |
|---|---|---|
| Title | Clean song name only | Midnight Dreams |
| Version Title | Any version designation | Acoustic |
The platform combines these for display: “Midnight Dreams (Acoustic)”
Why this matters:
- DSPs require version info in a separate metadata field for proper cataloging
- Putting version in the title causes metadata issues and may trigger rejections
- Artist role fields (Remixer, Featured) won’t auto-populate from the title
Acceptable Version Types
Section titled “Acceptable Version Types”| Category | Version Title Examples |
|---|---|
| Recording type | Live, Acoustic, Alternate Take |
| Format | Instrumental, Radio Edit, Single Version |
| Mix type | Extended, Extended Mix, 12” Mix |
| Remix | DJ Shadow Remix, Club Mix |
| Style | Sped Up, Slowed Down, Lo-Fi |
| Remaster | 2024 Remastered Version |
Examples of correct formatting:
| Type | Title Field | Version Title Field |
|---|---|---|
| Remix | Midnight Dreams | DJ Shadow Remix |
| Acoustic | Midnight Dreams | Acoustic |
| Live | Midnight Dreams | Live at Madison Square Garden |
| Radio Edit | Midnight Dreams | Radio Edit |
| Extended | Midnight Dreams | Extended Mix |
| Original | Midnight Dreams | (leave empty) |
Common mistake: Entering
Midnight Dreams (DJ Shadow Remix)in the Title field. This is WRONG. PutMidnight Dreamsin Title andDJ Shadow Remixin Version Title.
Remixer Credits (Important)
Section titled “Remixer Credits (Important)”For remix tracks, you must do BOTH:
- Put the remix info in the Version Title field (e.g., “DJ Shadow Remix”)
- Assign the remixer in the track’s Remixers field under Artists
The version title alone does NOT credit the remixer. You must explicitly assign the artist with the Remixer role.
| What to do | Where |
|---|---|
| Name the version | Version Title field: “DJ Shadow Remix” |
| Credit the remixer | Artists > Remixers: Select “DJ Shadow” |
What NOT to Include in Track Titles
Section titled “What NOT to Include in Track Titles”Never include these in your track title:
- ❌ Version info:
Song (Remix)- use the Version Title field instead - ❌ Artist name:
Artist - Song - ❌ Release info:
Song [Single] - ❌ Year:
Song (2026) - ❌ Promotional text:
Song (OUT NOW!) - ❌ Hashtags:
Song #NewMusic - ❌ Emojis:
Song 🔥
What NOT to Include in Version Title
Section titled “What NOT to Include in Version Title”- ❌ “Album Version” or “Original Mix” - leave empty for originals
- ❌ “Dolby Atmos”, “Lossless”, “High-Resolution Audio”, “24-bit”, “192 kHz”
- ❌ “Explicit Version” or “Clean Version” - use the explicit content flag instead
Apple Music requirement: No emojis are allowed anywhere in metadata (titles, artist names, or lyrics). Tracks with emojis will be rejected.
Release Titles
Section titled “Release Titles”Albums and EPs
Section titled “Albums and EPs”| Do | Don’t |
|---|---|
| Use the official title | Add “Album” or “EP” to title |
| Include version if reissue | Add release year |
| Use proper capitalization | USE ALL CAPS |
Correct: Midnight Dreams
Incorrect: Midnight Dreams (Album), MIDNIGHT DREAMS, Midnight Dreams 2026
Version Releases
Section titled “Version Releases”When re-releasing content, indicate the version:
Midnight Dreams (Deluxe Edition)Midnight Dreams (Remastered)Midnight Dreams (10th Anniversary Edition)
Singles
Section titled “Singles”Single titles should match the track title exactly (without any version info):
Track title: Midnight Dreams (Radio Edit)
Release title: Midnight Dreams
Apple Music note: Apple Music automatically adds ”- Single” suffix to single releases. You don’t need to add it yourself.
Artwork Requirements
Section titled “Artwork Requirements”Technical Specifications
Section titled “Technical Specifications”| Specification | Requirement |
|---|---|
| Dimensions | 3000 × 3000 pixels (minimum) |
| Format | JPG or PNG |
| Color mode | sRGB (CMYK auto-converts) |
| Resolution | 72 DPI minimum |
| File size | Under 300 MB |
Content Requirements
Section titled “Content Requirements”Must include:
- High-quality, clear imagery
- Appropriate for all audiences
Must NOT include:
- Explicit content without proper tagging
- Contact information (email, phone, website URLs)
- Social media handles (@username)
- Pricing or promotional text
- “Available on Spotify” or other store references
- Blurry or pixelated images
- Copyright-infringing images
Aspect Ratio
Section titled “Aspect Ratio”Artwork must be perfectly square (1:1 ratio). Non-square images will be rejected.
Text on Artwork
Section titled “Text on Artwork”If your artwork includes text:
- Ensure it’s legible at small sizes (300×300 thumbnail)
- Text should not be cut off at edges
- Avoid tiny text that becomes unreadable
Genre Selection
Section titled “Genre Selection”Choosing the right genre affects how your music is discovered, categorized, and recommended to listeners. Each streaming platform uses genres differently, so accuracy matters.
Primary and Secondary Genres
Section titled “Primary and Secondary Genres”| Selection | Purpose |
|---|---|
| Primary genre | Main genre that best describes the release—this is the most important choice |
| Secondary genre | Additional genre for discovery and cross-categorization |
Best Practices
Section titled “Best Practices”- Be accurate, not aspirational — Choose genres that describe your actual sound, not genres you wish you fit into
- Be specific when appropriate — “Tech House” is better than just “Electronic” if that’s what you make
- Stay consistent — Use the same genre approach across your releases to build a coherent catalog
- Consider your audience — What genre would fans expect to find your music under?
- Check release type requirements — Some content types (soundtracks, karaoke, fitness) have mandatory genre requirements
DSP-Specific Genre Notes
Section titled “DSP-Specific Genre Notes”Different platforms handle genres differently. Here’s what you need to know:
Beatport (Electronic Music Only)
Section titled “Beatport (Electronic Music Only)”Beatport only accepts electronic and dance music. If your release doesn’t fit an electronic genre, don’t distribute to Beatport.
| Accepted | Not Accepted |
|---|---|
| House, Techno, Trance, D&B | Pop, Rock, Hip-Hop |
| Dubstep, EDM, Breaks | Country, Folk, Acoustic |
| Deep House, Tech House | R&B, Jazz, Classical |
| Ambient, Downtempo (electronic) | Anything non-electronic |
Apple Music
Section titled “Apple Music”- First genre listed is primary — Make it the best description of your release
- Choose the most specific genre — “Salsa y Tropical” rather than just “Latin”
- Indian music requires a language genre — Hindi, Tamil, Telugu, etc. must be primary or secondary
- Soundtracks must use “Soundtrack” genre — This is mandatory, not optional
- Classical music — Use “Classical” as primary with era/format as secondary
Spotify
Section titled “Spotify”- Genres affect algorithmic recommendations — Spotify uses your genre to suggest your music to listeners
- Consistency helps discovery — Similar releases with consistent genres perform better in recommendations
- Don’t game the system — Incorrect genre tagging can hurt your algorithmic placement
General (All Platforms)
Section titled “General (All Platforms)”- Most platforms accept a wide range of genres
- Choose based on musical content, not marketing goals
- When in doubt, choose the broader parent genre
Common Genre Mistakes
Section titled “Common Genre Mistakes”| Mistake | Why It’s a Problem | What to Do Instead |
|---|---|---|
| Selecting popular genres for exposure | Algorithms detect mismatches; may hurt placement | Choose accurate genres |
| Using overly broad genres | Harder to stand out in huge categories | Be as specific as accurately possible |
| Using overly niche subgenres | May not exist on all platforms | Use parent genre if subgenre unavailable |
| Changing genres between related releases | Fragments your catalog and confuses algorithms | Stay consistent for similar music |
| Ignoring platform requirements | Content may be rejected or miscategorized | Check DSP-specific rules above |
| Selecting “Electronic” for non-electronic remixes | Genre describes sound, not production method | Choose based on how it sounds |
Special Content Types
Section titled “Special Content Types”Some content has mandatory genre requirements:
| Content Type | Required Genre | Notes |
|---|---|---|
| Film/TV Soundtracks | Soundtrack | Mandatory on Apple Music |
| Anime Soundtracks | Anime | Mandatory on Apple Music |
| Karaoke/Backing Tracks | Karaoke | Includes performance tracks |
| Fitness/Workout Music | Fitness & Workout | For fitness-specific remixes |
| Indian Film Music | Language genre (Hindi, Tamil, etc.) | Must be primary or secondary |
| Classical Music | Classical | Use era/format as secondary |
Language Settings
Section titled “Language Settings”Metadata Language
Section titled “Metadata Language”Set the metadata language based on the title and artist name:
- English title = English metadata language
- Spanish title = Spanish metadata language
- Mixed = Use the primary language
Lyrics Language
Section titled “Lyrics Language”Set the lyrics language based on the vocal content:
- English lyrics = English
- Instrumental = Select “Instrumental” option
- Multiple languages = Select the predominant language
Character Limits
Section titled “Character Limits”| Field | Limit |
|---|---|
| Track title | 200 characters |
| Release title | 200 characters |
| Artist name | 200 characters |
| ISRC | 12 characters (fixed) |
| UPC | 12-13 digits (fixed) |
Common Rejection Reasons
Section titled “Common Rejection Reasons”Metadata Issues
Section titled “Metadata Issues”| Issue | Solution |
|---|---|
| ALL CAPS in titles | Use sentence case |
| Featured artist only in title | Always add to Featured Artist metadata field too |
| Wrong “feat.” format | Use lowercase (feat. Artist) format |
| Promotional text | Remove and use marketing tools instead |
| Inconsistent artist names | Standardize across releases |
| Version info in release title | Move to Version Title field |
Artwork Issues
Section titled “Artwork Issues”| Issue | Solution |
|---|---|
| Image too small | Upload 3000×3000 minimum |
| Not square | Crop to 1:1 ratio |
| Contains URLs | Remove all web addresses |
| Social handles visible | Remove @mentions |
| Blurry/pixelated | Use higher resolution source |
Best Practices Summary
Section titled “Best Practices Summary”- Be consistent - Use the same artist name across all releases
- Keep it clean - No promotional text in metadata
- Use proper fields - Featured artists go in their own field
- Quality artwork - High-resolution, square, no text clutter
- Accurate genres - Choose genres that match your sound
- Review before submit - Check everything twice before submitting
Official DSP Documentation
Section titled “Official DSP Documentation”For detailed platform-specific requirements, refer to the official style guides:
Spotify
Section titled “Spotify”Apple Music
Section titled “Apple Music”Need Help?
Section titled “Need Help?”If you’re unsure about formatting or your release was rejected for metadata issues, contact our support team.
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