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How Do I Confirm or Dispute a Mechanical Claim with HFA?

Navigating Mechanical Royalty Claim Conflicts with HFA’s Standardized Resolution Process

HFA may reach out to confirm, update, or resolve conflicts related to mechanical royalty claims. To ensure smooth and timely resolution, we’ve outlined the claims confirmation process below based on the type of inquiry.

We request that all publishers use our Claim Conflict Template when submitting or disputing claims. This helps standardize the process and ensures that all necessary data is provided.

1. Standard Conflict Claim Confirmation

When you’ll receive this: If another party has contacted HFA with a claim that conflicts with the shares we currently have on file.

What we’ll ask for: You’ll receive a notification stating that a conflicting claim has been submitted (often including the name of the claimant and the writer(s) involved). We’ll attach a spreadsheet outlining both your registered shares and the new conflicting claim.

What you need to do: 

  1. Fill out the Claim Conflict Form here.
  2. The Claim Conflict Form includes an optional Claim Conflict Template that you can download, if you prefer. You can upload the completed template into the form once completed. 
  3. Once your information is received, HFA will initiate the resolution process.

2. Duplicate Song Code Confirmation

When you’ll receive this: If HFA identifies that there may be duplicate entries (i.e., two HFA Song Codes) for the same work.

What we’ll ask: We will provide both sets of metadata, including:

  • HFA Song Code(s)
  • Song Title
  • Writers
  • Currently registered mechanical claims

What you need to do:

  1. Confirm whether the two entries refer to the same underlying work.
  2. Submit your mechanical claims using the Claim Conflict Form here.
  3. The Claim Conflict Form includes an optional Claim Conflict Template that you can download, if you prefer. You can upload the completed template into the form once completed. 
  4. Once we have confirmation from all parties, we will merge the duplicate codes.

3. Claim Review Prompted by a Licensee Request

When you’ll receive this: If a licensing partner notifies us that the current shares on file may be outdated or inconsistent.

What we’ll ask: We’ll provide the song details currently on file and ask that you confirm or update your mechanical claims.

What you need to do:

  1. Review the provided data (HFA Song Code, song title, writer names, and current claims).
  2. Confirm or update your claim via the Claim Conflict Form here.
  3. The Claim Conflict Form includes an optional Claim Conflict Template that you can download, if you prefer. You can upload the completed template into the form once completed. 

Claim Conflict Template

If you use the Claim Conflict Template and upload into the Claim Conflict form, please complete the template as follows, to help us process conflicts efficiently:
  • Enter one claim per row. 
  • If you are asserting multiple claims to the same work (e.g., for different time periods or writer interests), enter each claim on its own line.
  • Include all relevant fields (e.g., Song Code, Writer, Designee Name, P# Number, and Claimed %).
  • Upload the completed template into the Claim Conflict Form.