Video Editing Project Brief Builder | Austin Video Solutions

Quick Guide: How to Prepare Your Project

The cleaner your files and notes are, the faster the edit can move. You do not need to be technical. The most important thing is to separate the project into logical sections and label anything that must appear in a specific order.

Recommended folder structure

Use numbered folders when the video needs a specific order or chapter structure.

Project Name/
  00_Project-Brief/
  01_Opening/
  02_Childhood-or-Early-Years/
  03_Family-and-Friends/
  04_Main-Event-or-Story/
  05_Ending-Credits/
  Music/
  Text-and-Notes/
  Reference-Examples/

Recommended file naming

If the order matters, add a two-digit or three-digit number at the beginning of each filename.

01_intro_photo.jpg
02_mom_and_dad_wedding.mov
03_family_group_photo.png
04_grandpa_interview_clip.mp4
05_closing_message.txt

Simple rule: If a photo/video/music track must happen at a certain moment, number it or write that instruction in the chapter notes.

1. Client Information

Tell me who the project is for and how to contact you if I need clarification.

Your name *

Please enter your name.

Email *

Please enter an email address.

Phone

Preferred completion date

A preferred date is helpful, but final timing depends on project size and revision needs.

2. Project Goal

Describe what we are making and what the finished video should accomplish.

Project title or working name *

Please enter a project title.

What type of video is this?

Memorial / Celebration of life Tribute video Anniversary video Birthday video Wedding / event highlight Family archive highlight reel Business / promo Social media cutdown Other

Who is the video for?

Desired length

In one paragraph, what should the finished video feel like or accomplish? *

Please describe the main goal of the video.

3. Media Assets

Tell me what you are providing and whether anything still needs to be found, created, scanned, digitized, or licensed.

What are you providing?

Photos Video clips Digitized home movies Music Voiceover Written text / script Logo / branding Reference examples Not sure yet

Approx. photo count

Approx. video count

Approx. total video runtime

Where will the files be delivered from?

Do you need me to find or create anything?

4. File Organization Instructions

Use this section to confirm how your files are organized before sending them.

Which statement best describes your files right now?

Already organized and numberedThe editor should follow my exact sequence. Mostly organized by folderSome order decisions still need guidance. One big folderI need the editor to help sort/select. Not organized yetI will organize after reading this guide.

Must-use files

Files or content to avoid

Client checklist before sending media

I created one main project folder. I grouped media into folders by chapter/section when order matters. I numbered files that need a specific order. I included any text, names, titles, captions, or script documents. I included music files or music notes. I included any example videos or links that show the style I like.

5. Chapters, Sections, and Sequence

Add one card for each section of the video. For a simple highlight reel, you may only need one section. For memorials, tributes, weddings, or long-form projects, chapters keep everything clear.

6. Text, Titles, Captions, Lower Thirds, and Graphics

List any words that need to appear on screen and where they should appear.

Text elements needed

Opening title Chapter cards Captions Lower thirds / name labels Quotes End credits Subtitles Logo / branding None / minimal text

Opening title wording

Ending / credit wording

Detailed text notes

Graphics, animation, or special visual requests

7. Music and Audio

Music changes the emotional tone of the whole edit. Include exact songs, mood references, or permission/licensing notes when available.

Music direction

I will provide exact music files I will provide song names or links Please recommend royalty-free music No music

Music notes by section

Audio cleanup needs

Voiceover or narration

8. Style and Creative Direction

Choose a direction that matches the occasion. You can select more than one.

Emotional tone

Preferred pacing

Photo movement style

Reference links or examples

Other style notes

9. Deliverables

Tell me how you want to receive the final video and whether you need versions for different uses.

Final delivery formats needed

MP4 playback fileBest for sharing and watching. High-quality masterBest for archiving/editing. DVD / Blu-ray Social media version Vertical phone version Cloud delivery link USB / external drive Multiple versions Not sure

Where will the video be shown?

Who approves revisions?

10. Final Notes and Permissions

Add anything that did not fit elsewhere.

Sensitive or private material

Music/photo/video permission notes

Anything else I should know?

11. Export Summary

When finished, generate a clean project summary. Copy it into an email, download it as a text file, or print/save it as a PDF from your browser.

Next step: Send this summary along with your organized project folder, drive, or download link.