How to Prepare Footage Before Sending It to a Video Editor
Organise source footage, sound, brand assets and references so your editor can start with the right material and fewer avoidable questions.
Good preparation is not about creating a perfect folder system. It is about making the important material easy to find and the project easy to understand. Before sending footage, separate what the editor must use from what is simply available, and keep the original files intact.
Send originals and keep a backup
Where possible, share the original camera and audio files rather than copies downloaded from a messaging app or social platform. A compressed copy may be useful for discussion, but it gives the editor less flexibility when reframing, cleaning sound or matching shots.
Keep your own backup and avoid renaming individual files halfway through the edit. If something needs replacing, identify the old filename and explain the change. A stable source library makes it easier to reconnect an edit later and prevents the wrong take from returning in a revision.
Use a small, predictable folder structure
A practical starting structure is Footage, Audio, Brand assets, References and Brief. Inside Footage, group files by shoot date, camera or scene, whichever best explains the material. Do not bury a logo inside a folder called ‘final final new’. Clear labels matter more than elaborate organisation.
Add a short note for favourite takes and must-use moments. ‘Interview_A, around 03:20: the clearest explanation of the product’ is useful. A long list of every interesting sentence is less useful if none is prioritised. State whether the editor may choose alternatives.
Include the assets that cannot be guessed
Supply the correct logo version, approved spelling, product names, brand colours and any licensed fonts the editor is permitted to use. If a product label must remain readable, say so. If a person or location must not appear, identify it explicitly before the first cut.
For music, photographs and third-party footage, explain the usage rights you have. A reference link communicates taste; it does not automatically provide permission to reuse its soundtrack or images. When rights are uncertain, ask for a suitable replacement rather than assuming the editor can clear them.
Explain delivery and access
State the intended channels, orientation, approximate duration and deadline. Mention whether captions, clean versions without text, thumbnails or project files are required. These choices affect composition and delivery, so they are worth agreeing before the edit is built.
Test the download link from a browser where you are not signed in, using only the access level you intend to grant. Confirm that large files finished uploading and that the link will remain available for the project. Send the folder link with a concise brief and one contact for consolidated feedback. The result is a smoother handover, with less time spent searching and more time available for the actual story.
Turn the idea into a clear brief.
Tell me about your footage, audience and the result you need. We can define the creative direction and deliverables together.
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