Closing, selling or cutting back? How to cancel or reduce TheMusicLicence

TheMusicLicence renews automatically each year unless it's ended in writing. Most of the frustration we see online comes from people who stopped playing music, downsized or closed, and then found they were still being billed. The rules are set out in TheMusicLicence terms and conditions, and they're more specific than most people realise. Here's what they say, in plain English.

If you're stopping music but staying open#

Under clause 9.3 of the terms, either side can end the licence for convenience at the end of a licence year, as long as at least one month's written notice is given before that licence year ends. Your licence year runs from your licence start date, not the calendar year, so check the dates on your invoice or Usage Summary. Miss the one-month window and the licence rolls into another year.

Only do this if you genuinely won't play licensed music to staff or customers any more. That includes the radio and TV. A properly licensed background music service or genuinely royalty-free music is different, and our royalty-free guide explains the difference.

If your business is closing#

PPL PRS says that if your business has closed, or is due to close, you can cancel by writing to them. Do it as early as possible and keep a copy. If you're selling or giving up premises, the terms say any reduction is calculated from the date of disposal, so give the exact date and supporting evidence such as the completion date or lease surrender.

If you've cut back rather than stopped#

This is where the most money is lost. Clause 5.4 says you should tell PPL PRS about a change in the details your licence is based on, such as floor area, chairs, rooms or how music is used, in advance or within 14 days. Clause 5.5 then says that where the change reduces your royalty, the reduction runs from the date you notify them (except for disposal of premises). So if you shrink your trading floor in March and tell them in November, you'll usually have paid the higher rate for those eight months.

• Closed a room, a bar area or a branch? Report it now, in writing.
• Removed chairs, treatment rooms or bedrooms? Report the new count with the date.
• Stopped DJ nights or live music? Report what you now do instead.
• Keep a dated copy of everything you send.

The 14-day cooling-off period#

Clause 9.5 gives a short cancellation right: if you haven't played or performed any music under the licence, you can cancel within 14 days of the agreement date and get a full refund of anything paid. It doesn't help if the music has already been playing.

How to give notice#

Notices have to be in writing. The terms allow registered post to PPL PRS's registered office or the written electronic contact details on its contact page. Include your licence account number, the premises address, what's changing, the date it takes effect and the reason. Ask for written confirmation and a revised or final invoice.

If you've already been billed#

Don't ignore the invoice. Check the licence year, the dates and whether the figures still describe your premises. If you told them about a change and it hasn't been applied, or a disposal date hasn't been used, raise a factual query with your evidence. Our invoice guide covers how. If a query goes nowhere, PPL PRS's code of conduct includes a formal complaints process.

If you have one site and want a written verdict on what you should be paying, the free Invoice Check tells you either way. Groups of four or more sites get a free estate review. See pricing. MLC is independent and is not affiliated with PPL PRS, PPL or PRS for Music.

There's a free notice letter on our help page, and a step-by-step summary on cancelling or reducing your licence, with help if you're already being billed for a period that shouldn't count.

• Received an invoice? What to check first →
• What is a PPL PRS Usage Summary? →
• Buying or selling a business →

This guide is general information, not legal advice, and MLC is an independent consultancy, not affiliated with PPL PRS Ltd, PRS for Music or PPL.