Maybe it was a letter that showed up with an unfamiliar return address. Maybe it was a phone call asking whether you play music in your business. Either way, if you searched for this article, something from ASCAP, BMI, or another performing rights organization has landed in your inbox or mailbox, and now you are wondering what it means and what happens next.
Take a breath. This is a far more routine process than it feels like in the moment, and knowing what to expect is most of what you need to handle it well. Here is what actually happens during a PRO inquiry or audit, and how to be ready if it happens to you.
Why PROs Check Businesses In The First Place
Performing rights organizations like ASCAP and BMI exist to collect royalties on behalf of songwriters and publishers whenever their music is played publicly. That collection is rooted in public performance rights, a concept we cover in more detail in why public performance rights matter, and it applies broadly, covering restaurants, retail stores, gyms, salons, and other commercial spaces.
If your business plays music where customers or staff can hear it, whether from a speaker system, a television, or a streaming app, that counts as a public performance under copyright law, and the businesses playing that music are expected to be licensed.
Checking in on businesses is simply how PROs confirm that the venues playing their catalogs are covered. It is not a sign that you have done anything wrong or that you are being singled out. Restaurants, bars, retail chains, and independent shops all get contacted as a matter of course, often as part of routine outreach in a given area rather than because of any specific complaint. Think of it less as an accusation and more as a business asking whether an invoice needs to go out.
What Actually Happens
The process tends to follow a predictable, unhurried path.
Initial contact. It usually starts with a letter or a phone call from a PRO representative. They will ask whether you play music at your location and, if so, how. This might cover whether it comes from a radio, a streaming service, a television, or a dedicated background music system.
A licensing conversation. If it turns out you are playing music without a license, the representative will explain what licensing involves and what it would cover for your specific business. This is a sales and compliance conversation, not a legal proceeding. The goal at this stage is simply to get you set up correctly.
Follow-up if there is no response. If you do not reply to the initial outreach, you can expect another letter or call. PROs are persistent because unlicensed public performance is an ongoing revenue gap for the songwriters they represent, and they would rather resolve it through licensing than through anything more formal.
Escalation only as a last resort. Legal action is not the first step, and it is not the second or third either. It only becomes a possibility after repeated contact has been ignored over an extended period, and even then, most situations never reach that point, since most business owners choose to get licensed once they understand what is being asked of them. We cover the penalties for unlicensed music in more detail elsewhere, but that later stage is rare and avoidable.
The short version is that this is a conversation before it is anything else, and it stays a conversation as long as you keep engaging with it.
How To Prepare And Respond
If you have been contacted, or you simply want to be ready in case you are, a few practical steps make the whole process easier.
Know what music you play and how. Take stock of where the music in your business actually comes from. A personal Spotify account, a radio playing over the loudspeakers, and a licensed commercial music service are all treated differently, so it helps to know which one applies to you before anyone asks.
Keep your licensing paperwork somewhere you can find it. If you already hold a license, whether directly with a PRO or through a service that bundles licensing in, keep that documentation somewhere accessible. Being able to say “yes, we’re covered, here’s how” turns a potentially stressful call into a thirty-second conversation.
Do not ignore contact from a PRO. This is the single most important piece of advice in this whole article. A letter or call sitting unanswered is what causes a routine outreach to escalate. Responding, even just to ask questions or clarify your situation, keeps things moving in the right direction.
Get licensed if you are not already. If it turns out your business is playing music without proper coverage, the fix is straightforward. Licensing can typically be arranged directly with a PRO, or through a music service built around commercial licensing.
Think through every space where music plays. A restaurant with a dining room, a bar, and a patio, for example, may need to account for all three, and choosing music for restaurants that suits each area is worth planning alongside your licensing.
The Simplest Way To Never Worry About It
Here is the honest, practical takeaway. If your business music comes from a properly licensed commercial service, this entire process becomes a non-event. When a PRO reaches out, you simply confirm your licensing is already handled, and the conversation ends there.
That is the real value of using a licensed business music service instead of a personal streaming account or a standard radio setup. The licensing question is resolved before it ever comes up, which means there is no letter to worry about, no call to prepare for, and no research to do about how the process works, because you already know the answer. It is covered.
Understanding how it works also makes it easier to explain your setup if anyone ever asks, whether that is a PRO representative, a landlord, or a new manager coming on board.
A Quick, Calm Recap
An ASCAP or BMI inquiry is a routine business process, not an emergency. It starts with a letter or a call, it stays a conversation as long as you respond to it, and it resolves easily once your licensing is in order. Know what you play, keep your paperwork handy, respond when contacted, and get licensed if you need to.
If you would rather not think about any of this again, a licensed music service takes the question off your plate entirely. You can start a free trial and see how straightforward properly licensed business music can be.
This article is intended as general information and does not constitute legal advice. For guidance specific to your business, consult ASCAP, BMI, or a qualified attorney.