How to Prepare for a Voiceover Recording Session as a Client

Hiring a voice actor should make your life easier, not more stressful. When a recording session is well prepared, you get better performances, fewer retakes and a smoother experience for everyone involved. When it is not, you risk wasted time, unexpected costs and a result that does not quite match the brief.

Over the years I have recorded for global brands, game studios and independent creatives alike. The projects that run best all have one thing in common: the client came into the session prepared. Here is how to do the same.

Get Internal Sign Off Before You Book

One of the easiest ways to lose time and money is to cast a voice actor, book a session and then discover the brand team has changed direction. If the project is cancelled at the last minute, you are still responsible for the session fee and nobody wins.

Before you hire, make sure everyone who needs a say has had it. That includes the producer, marketing, the script team and, ideally, the end client. Agree that the voice actor you have chosen is the right fit and confirm the script is in a stable place. You can still refine details, but the core creative direction should be settled before anyone steps into the booth.

Agree Rates, Usage and Boundaries Upfront

Money conversations are much easier before the red light is on. Agree the session fee, usage, overtime structure and any additional costs in advance. This avoids awkward discussions later and protects both your budget and the voice actor’s time.

It also helps to be aware of industry standard rates. Resources like GVAA and Gravy For The Brain give a useful sense of fair market value. Paying fairly is not just ethical, it builds good relationships with the talent you rely on to make your campaigns work.

Share the Script and Materials in Advance

The more information you share ahead of the session, the better the performance you will receive. Send the script, brand guidelines, pronunciation notes and any reference media you are able to share under confidentiality. This gives the voice actor time to understand tone, audience and intention, and to flag any potential issues before you are watching the clock.

Remember that preparation is already built into the fee. Overtime is not. If a session runs long because crucial details only emerge halfway through, it is likely to cost more. Giving the actor what they need in advance saves everyone time and keeps the recording focused.

Be Clear Who Is in the Room

Few things derail a session faster than conflicting direction. Let your voice actor know who will be on the call, what their roles are and who has final sign off. There might be a producer, a copywriter, someone from marketing and someone from the brand team all listening in. That is absolutely fine, as long as there is a clear directing voice and a shared understanding of the end goal.

Agree a simple protocol before you start. Decide who leads the notes, who comments on story or strategy, and how decisions are made if opinions differ. This keeps things collaborative rather than chaotic.

Use the Right Tools and Give Useful Feedback

Most professional voice actors, including me, work from a broadcast ready home studio with tools such as Source Connect or SessionLink Pro. These are designed specifically for live, high quality remote sessions. If you must use general video platforms like Zoom or Teams, make sure everyone is on the same system and set up correctly to avoid delays.

During the session, use over ear headphones if you can, mute when you are not speaking and keep feedback specific. Rather than saying you do not like a take, describe what you do want. For example, you might ask for a little more warmth on a line, a slightly quicker pace or a touch more smile. Voice actors are used to adapting in real time. The clearer you are, the better they can serve the script.

Make the Most of the Time You Have

If you know you will need alternative versions for different cuts or territories, plan them into the session. It is almost always more cost effective to capture alts while everyone is there than to schedule a follow up for one missing line. Many clients like to leave a few minutes for a wild take at the end, where the actor can offer a freer version. More often than you might expect, that is the one that ends up in the final edit.

After the session, pay on time, honour the agreed usage and, if you were happy, consider writing a short testimonial. For freelance performers, genuine feedback is invaluable and it helps build long term working relationships.

A well prepared session is not about extra fuss. It is about respect, clarity and collaboration. When those pieces are in place, you get exactly what you hired the voice for in the first place: a performance that brings your content to life, without unnecessary drama.

Ready to Plan Your Next Voiceover Session?

If you have a project coming up and want a smooth, well-prepared recording experience, I am always happy to help. Whether you need a custom demo, advice on tone and performance, or simply want to check your script is heading in the right direction, you are welcome to get in touch.

Book a quick call or send me a message and let’s make your next session run effortlessly.