Most delays on a product video are not about editing. They are about files that arrive late, in the wrong format or with half the story missing. If you ship software, think of it as a release checklist for a video.

Footage and screen recordings

  • Record at the highest resolution you can capture, and send the original file, not a copy compressed by a chat app
  • Use realistic sample data instead of placeholder text, and close notifications and private tabs before you record
  • Remove anything confidential from the footage, and say in the brief if the project needs an NDA

Brand files

  • Logo as a vector (SVG, AI or EPS), plus a PNG with a transparent background
  • Colors as hex codes
  • Fonts, or their names, with licenses if you own them

Script and text

  • The script or talking points, in one version only
  • On-screen text, names and numbers, checked for spelling
  • Any legal lines that must appear

Audio and references

  • Voice-over recordings, or the voice you want used
  • Music you like, or a link to a few tracks
  • Two or three reference videos, with one line on what you like about each

A folder structure that works

One shared folder with clear names saves a lot of back and forth:

01-brief 02-script 03-brand (logo, fonts, colors) 04-footage 05-audio 06-references 07-exports (the editor puts drafts here)

Add a short read-me note saying what each folder contains, and flag any file that is a placeholder.

Freeze the interface

If the UI will change next week, tell the editor before work starts. An interface that moves mid-project means re-recording or rebuilding scenes. Locking the build for the recording is the cheapest fix.

Mistakes I see most

  • Compressed footage from a chat app
  • A logo sent as a screenshot
  • A script that exists in three different versions
  • No permission for the stock footage or music in the brief

Send what you have and flag what is missing and when it will arrive. A partial folder on day one beats a perfect one on day five.

I keep the full checklist on my site: What files to send your video editor.

Bhavesh Vaghela is a freelance video editor and motion graphics designer in Rajkot, India, working on SaaS and AI product videos.