Dear Label,

So you've contacted us about selling your records. Since there are no classes on running an indie label and what indie distributors expect or need to help them sell records, this document contains almost all the information on what WE need to sell your records most efficiently, and that's the whole point, isn't it?

1. Advance notification
--"It's out now" just sucks. 2 weeks before release isn't quite enough. 4 weeks or more is great where possible. We have to make a decision on your release and then have time to presell it to our customers. If the date changes, that's fine, just notify us periodically.

2. Info/One Sheet
--With this notification, we need a sheet of info from you, a one sheet if you will, that contains the following: ARTIST, TITLE, FORMAT, LABEL NAME, CATALOG NUMBER (IF DIFFERENT THAN UPC#), UPC/EAN (if you have one), DISTRIBUTOR/WHOLESALE PRICE, RELEASE DATE, exportability, and some descriptive info on the band, this particular release, the packaging if it's special, etc. WHAT DOES THE MUSIC SOUND LIKE? Some people prefer to put a little picture of the cover art. This is a nice touch but you will not be penalized if it is not included.
--We may have to presell your record without hearing it, so you've got to give us that info. In short, give us all the info (and perhaps some tasty press quotes where possible) that you can find that will help US sell your records, or if you want to think of it another way, why would somebody at a store or overseas distributor buy your record from us, or anybody else, when there are hundreds of new records released each week? What you provide to us on this one sheet makes the difference.
--A one sheet IS NOT a creative writing project. It is a sales tool. What you send out to press, friends, family, your web site, is your business. If you'd like us to sell your record, we need the tools that we have requested above. Save stream of consciousness prose and poetry for your English class or journal. All one sheets deemed to be creative writing projects receive a grade of F and are disposed of appropriately, usually along with the record they represent. Here is an example and here is a one-sheet for two great records (large download - 568k).
--If you have multiple releases, a wholesale catalog would also be helpful.
--See Submissions below for more information.

3. Pricing
--Pricing for all distributors should be the same! The field is very small. Keep it level.
-- Sell to your direct accounts at enough of a mark up that you are not killing the sales for your distributors.
--Where you set the price is your prerogative. We use a standard mark-up percentage on top of whatever you charge us, no matter what list/suggested retail price you are claiming for an item. A good rule of thumb to consider is to use the following equation: Wholesale Price = 1/2 List Price. This means that whatever set price you use to sell to distributors should be about 1/2 of what you would like to see it priced in the store. A $14.98 list price CD is usually sold to distributors for $7.50, for example. We cannot control retail pricing for items that we have sold, but generally the market works to make them fairly uniform.

4. Proper, dated invoice
--When you send us your goods after receiving an order from one of our buyers, include an invoice that contains the following:
--Invoice to: CTD, Ltd. (NOT Carrot Top Records or just Carrot Top)
--Include your label name and return (shipping/street) address. This is important for returns down the road!
--Include to whom the checks should be made payable if it is different than your label name.
--Include a PO box if you'd like it sent somewhere different than your street address.
--An item by item listing of what you have sent us with the price for each title and/or format. Also include a total for all items on the invoice. Here is an example in PDF format.
--We CANNOT AND WILL NOT PAY YOU without a proper invoice.
--Ship and Invoice to:
CTD, Ltd.
935 W. Chestnut, Suite LL15
Chicago, IL 60622

5. Shipping to Distributors
--Each distributor you use has a piece of the same pie. The pie is a small one for independent music. In order to ensure that CTD gets a fair shot at selling your records to the small handful of pie eaters sitting at the indie table, it is imperative that you ship your goods to us so that we will receive them on the same day as your other distributors. If you're on the West Coast, it takes 5-7 days or more for your records to get here. If you're in the Midwest or East Coast, it's anywhere from 2-4 days. Please consider this when planning your ship dates to distributors. If we receive records late, we will be less able to sell them and will be more likely to return records to you and nobody wants that!
--Ideally, records would show up at the door for all of your distributors simultaneously, two Thursdays before street date. They will go on sale the following week and be in stores for your street date.
--In order to stay competitive in what is obviously a tight and volatile market, beginning January 1, 2008, CTD will no longer be able to cover inbound vendor freight. Many of our competitors adopted this policy several years ago, and we have delayed following suit for as long as possible.
--Please DOUBLE BOX or use box liners (ie. extra cardboard) when packing your shipment. Please do not skimp on packing tape. Please DO NOT USE masking tape, scotch tape, staples, glue, paste, or glue stick. While paste does taste good, none of these will hold up to shipping and handling across the country. When your box is packed, it should NOT sound like a maraca when shaken. If you are using a recycled box that has already been used, it is extremely important that you follow these instructions. While nothing is perfect, following these simple rules will help to ensure that your goods arrive without damage and are not returned to you in this damaged condition at your expense.

6. Payment. (Pay attention. Read carefully. All will be made clear.)
--We generally pay on 60 day consignment terms (that is, for what's been sold).
--If the balance due of the currently due invoice is greater than the difference between the total open balance and our stock on hand, then we will simply pay the invoice in full.
--If that difference is smaller (ie. if by paying an invoice in full we will run into a credit balance with you where we have more stock on hand than money owed) then we will provide you with a statement of what's in stock and balance due and pay the difference between the two.
--Payment is always applied to the oldest open invoice. Any remaining balance is then moved forward either 60 days from payment date or to the payment date of the next open invoice, if any, whichever is sooner.
--If you have a small label with only one or two releases, we may withhold a return reserve up to 20% of your invoice total from your payment in order to avoid a credit balance after returns.
--We are not able to pay COD for anything, even if your band is now, or was at some point, on Matador or a Matador manufactured and distributed label.
--IF YOU MOVE AND DO NOT NOTIFY US, WE WILL DESTROY ANY UNRETURNED GOODS TWELVE MONTHS after our best attempt to contact you has failed. You are responsible for letting people who owe you money know how to contact you. We will make a good faith effort to find you using the last contact information that we have on file; however, it is not our responsibility to find your mother to track you down so that we may pay you or return your goods and we will not do so.
--All goods are purchased on a 100% returnable basis unless otherwise specified in writing at the time of solicitation. Any balance due CTD as a result of overpayment or vendor returns exceeding open invoices payable by CTD will be payable to CTD upon demand within 30 days. In other words, the label is responsible for repaying CTD any credit balance that may occur. In plain English, if we have paid you for goods we have sold that are later returned to us, you must pay us for them.

7. Imports
--At the present time, we distribute only items made in the good ol' USA, and sometimes Canada*, or that are sold to us by foreign companies with a US shipping, payment, and return address. While there are a few, tiny exceptions to this and every rule (except items 1, 2, 3, 4, & 5 above), there are not many. So, unless your label is either based in the US, or less preferably Canada, or has an office here, we probably will not deal with you at this time. Nothing personal (see also 8 & 9 below).
--Canadians: Because the US Postal Service has removed every economical method of mailing things heavier than 13oz to your country, we can no longer distribute small labels unless freight is covered by you both ways. Sorry! Not our fault, eh!

8. What We Carry
--Our catalog is diverse, eclectic, deep, and pretty cool, we think. We primarily sell music that a well-rounded alternative/independent record store near you would sell (eg. vinyl, singles, rock, power pop, indiepop, punk), or that would cross over into it from another genre (eg. out jazz, hip hop, country, music-related DVDs, classic reggae and ska, & whatever Atavistic has decided to release this month). If your music falls outside of these categories (eg. urban, R & B based woo-woo music, not that there's anything wrong with it), then there's not much sense in sending it. Save the postage.

9. Submissions
--Send us a one sheet, some press if you have it, and a copy of your release. A CDR is OK if you do not yet have finished cds. Wait at least two (2) weeks after mailing to get in touch with us. We are deluged with submissions, so be patient, polite and persistent if we have not gotten to it. Send an email to <submissions AT ctdltd.com>.
--If we choose not to carry your release or label, it is most likely not because we hate you, your band, your label, your hometown, your professional sports team (except the Mets. We hate the Mets. And excessive parentheticals.), or anything else about you. It is most likely because we simply do not believe that we can successfully sell your release(s) and thus do not want to waste our time and yours trying. We are a small company with a small niche in a small market.
--If we decide that we cannot sell your release(s), that does not mean that somebody else won't be able to.
--Likewise, if we turn down one release on your label, that also does not mean that we won't possibly be interested in something else that you may put out later. Please stay in touch.
--An example of what not to do is here.
--Send to:

CTD, Ltd.
Attn: Submissions
935 W. Chestnut, Suite LL15
Chicago, IL 60622

10. Mailing Lists
--Please DO NOT ADD ANY OF OUR EMAIL ADDRESSES TO ANY INTERNET MAILING LIST WITHOUT THE SPECIFIC ADVANCE PERMISSION OF THE ADDRESS HOLDER. Period. If you do, rest assured that we will not carry your records. The amount of spam we receive is ridiculous. If you add to it without permission, then you may find someone else to carry your stuff. If you are confused by this notion, please read here.

11. saki - the CTD, Ltd. Web Store
--We will make your releases available through our online store at a fair market price. While everything we carry is available, our specialty is the smaller stuff. That could be you.
--If your release is picked up for distribution, please send your buyer 3x3 72dpi JPEG (only) cover art files for us to upload to the store. Smaller than 40kb preferred.

If you have any questions about any of the above, or anything else which miraculously somehow remains untouched, please get in contact with us and we'll try to help.

Thanks.

CTD, Ltd.
935 W. Chestnut, Suite LL15
Chicago, IL 60622 USA
312-432-1194