A short handoff note helps your DJ use the song the way you intended. Share the final file and clear instructions early, then confirm that the venue can play it from its equipment. Do not leave the first playback check until the reception.
Identify the exact version
If you have two musical interpretations, decide which one belongs in the ceremony, first dance or private reveal. Use a clear file name such as “Emma-and-Daniel-first-dance—warm-version” and avoid sending several files with names like “final-final-2.”
Write down the cue
Tell the DJ where the song should start and how the moment should end. If you want a fade, a particular lyric before the dance begins, or a transition into another track, describe that in plain language. Confirm the cue with the coordinator so both people are working from the same plan.
Test the playback before the event
Ask the DJ or venue to check the supplied file on the actual playback system. Listen for the beginning and ending, confirm the volume is appropriate, and make sure the version is not truncated. If the moment includes a microphone or announcement, decide who speaks and whether the music plays underneath.
Keep a sensible backup
Provide the file in the method your DJ requests and keep a separate copy available. Confirm who is responsible for the backup and how they would access it if the primary device or connection is unavailable. Do not assume a streaming link will work at the venue.
Send the note with the timeline
Include the song title, version, playback cue, fade or stop instruction, and a contact for event-day questions in the same run-of-show document. A concise handoff is easier to follow than a long message sent across several conversations.
Once the DJ confirms the file and cue, you can stop thinking about the technical details and enjoy the moment.