Before anything is produced

Sequencing is the highest-leverage change. Every item below is cheap now and expensive later.

Get the CURRENT program guidelines in writingPrograms change. Last year's PDF is not evidence of anything.
Write the claim window close date on the campaign calendarCampaigns are planned by month and claims filed by quarter, which is why the deadline gets noticed late.
Name the one person who owns this claimIf nobody can say who gets the call when a claim is denied, nobody owns it.
Ask whether the program offers pre-approval, and use it if soAvailability varies by program. Submit the actual file in the actual format, and get the answer in writing.
List every placement and aspect ratio the campaign will run inWhat one program accepts on connected TV it may not accept in a vertical feed.

In the creative itself

Check each item against the guidelines rather than against last year's spot.

Brand mark, clear space and on-screen duration match the guidelinesWrong mark, tight clear space, or a second too short are all common denial reasons.
Vehicle depiction is permitted, and the trim shown matches the trim in the offerA price on one trim over footage of another is a mismatch a reviewer will catch.
Disclaimers are sized for the SMALLEST format in the flight, not the largestLegible on a desktop preview and unreadable on a phone is the usual failure.
Disclaimer on-screen time is checked in the format that actually runsA muted autoplay scrolled past in two seconds is not a television.
Where a digital interpretation is unclear, over-comply and ask in writingAn extra second costs nothing. Arguing after the flight costs the claim.
Offer language and any price shown are accurate and currently availableSeparate from co-op, an advertised price should reflect what a buyer actually pays.

While the campaign runs

Capture the evidence at the moment it exists. Reassembling it later from memory is where claims die.

Keep the final approved file for EVERY version that ran, not just the master
Capture screenshots or tear sheets showing the creative in its real placement
Invoices tie spend to specific placements and dates, not just a channel totalA line reading social advertising and a total proves spend and nothing else.
If a vendor places the media, confirm they will supply placement-level proof inside the windowAsk before signing, not at claim time.
If the offer changes mid-flight, every version carrying the old one comes down or is updated

At claim time, and after

Most of this is already done if the section above was followed.

File with time left in the window, not on the last day
If denied, read the stated reason preciselyCreative that missed the guidelines cannot be fixed retroactively. Evidence that did not show what ran often can.
Ask what specific evidence would change the outcome, and by when
Log the denial reason where the next campaign will see itDenials repeat. A store that logs them stops making the same one twice.
Book unclaimed co-op as overspend so it shows up somewhereNothing turns red when a claim is missed, which is why it keeps happening.

What this is, and is not

This is a working checklist, not a rulebook and not legal advice. Co-op programs are specific to each manufacturer and change without much ceremony, so every item here is something to check against your current program guidelines rather than a rule we are asserting. Where this sheet and your guidelines disagree, your guidelines are right. Your OEM representative is the authority on interpretation, and getting that interpretation in writing is worth more than any checklist.

Before anything is produced

Sequencing is the highest-leverage change. Every item below is cheap now and expensive later.

Get the CURRENT program guidelines in writingPrograms change. Last year's PDF is not evidence of anything.
Write the claim window close date on the campaign calendarCampaigns are planned by month and claims filed by quarter, which is why the deadline gets noticed late.
Name the one person who owns this claimIf nobody can say who gets the call when a claim is denied, nobody owns it.
Ask whether the program offers pre-approval, and use it if soAvailability varies by program. Submit the actual file in the actual format, and get the answer in writing.
List every placement and aspect ratio the campaign will run inWhat one program accepts on connected TV it may not accept in a vertical feed.

In the creative itself

Check each item against the guidelines rather than against last year's spot.

Brand mark, clear space and on-screen duration match the guidelinesWrong mark, tight clear space, or a second too short are all common denial reasons.
Vehicle depiction is permitted, and the trim shown matches the trim in the offerA price on one trim over footage of another is a mismatch a reviewer will catch.
Disclaimers are sized for the SMALLEST format in the flight, not the largestLegible on a desktop preview and unreadable on a phone is the usual failure.
Disclaimer on-screen time is checked in the format that actually runsA muted autoplay scrolled past in two seconds is not a television.
Where a digital interpretation is unclear, over-comply and ask in writingAn extra second costs nothing. Arguing after the flight costs the claim.
Offer language and any price shown are accurate and currently availableSeparate from co-op, an advertised price should reflect what a buyer actually pays.

While the campaign runs

Capture the evidence at the moment it exists. Reassembling it later from memory is where claims die.

Keep the final approved file for EVERY version that ran, not just the master
Capture screenshots or tear sheets showing the creative in its real placement
Invoices tie spend to specific placements and dates, not just a channel totalA line reading social advertising and a total proves spend and nothing else.
If a vendor places the media, confirm they will supply placement-level proof inside the windowAsk before signing, not at claim time.
If the offer changes mid-flight, every version carrying the old one comes down or is updated

At claim time, and after

Most of this is already done if the section above was followed.

File with time left in the window, not on the last day
If denied, read the stated reason preciselyCreative that missed the guidelines cannot be fixed retroactively. Evidence that did not show what ran often can.
Ask what specific evidence would change the outcome, and by when
Log the denial reason where the next campaign will see itDenials repeat. A store that logs them stops making the same one twice.
Book unclaimed co-op as overspend so it shows up somewhereNothing turns red when a claim is missed, which is why it keeps happening.

Co-op compliance checklist

Before anything is produced

In the creative itself

While the campaign runs

At claim time, and after

What this is, and is not

Related reading

Co-op compliance checklist

Before anything is produced

In the creative itself

While the campaign runs

At claim time, and after

What this is, and is not

Related reading