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How to write your Audio Recording / Voice Talent Contract
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1. Get Advertising/Marketing Contract Pack or the single template that includes this business contract document.
We include this contract in editable Word format that can be customized using your office software.
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Use cases for this template
Sasha Reed Voices Blue Harbor Coffee's Radio Relaunch
The Challenge
Blue Harbor Coffee hired professional voice actor Sasha Reed through SoundCurrent Studios for a regional radio and online campaign, but the marketing lead was unavailable during approvals, the script kept changing, and the team hadn't aligned on limited-use versus full buyout rights, threatening the timeline and budget.
The Solution
The parties executed the voice services contract to lock specifications, proofs, payment milestones, and usage scope; then they used Proposal Kit for document creation around the contract-building a creative brief, an approval matrix, and a usage plan-while the AI Writer produced a media rationale report and a risk-and-contingency plan, and line-item quoting broke out session fees, pickups, post-production, and broadcast licensing.
The Implementation
With roles and rights clarified, the producer scheduled two proof rounds, routed decisions to a designated backup approver, attached a Contract Change form for late script edits, and aligned the invoice schedule with milestones; Proposal Kit's generated documents were circulated so every involved team member knew who could sign off and when.
The Outcome
The spots delivered on time, the limited regional broadcast license fit the budget, invoices matched the quote with no surprises, and Blue Harbor queued a future project with Sasha after the campaign lifted store traffic.
NimbusIoT Scales E-Learning with Multilingual Voice Acting
The Challenge
NimbusIoT needed Diego Park to voice a large e-learning series across three languages under tight deadlines, with proprietary information in scripts and uncertainty about ownership of masters, territory, and duration for online distribution.
The Solution
They finalized the core contract for specs, confidentiality, and milestones, then turned to Proposal Kit for supporting document creation: a localization plan, a technical delivery checklist, and a stakeholder communication brief; the AI Writer drafted a training outcomes report and a QA test protocol, while line-item quoting mapped per-word rates, studio time, translation, pickups, and limited online usage by country and term.
The Implementation
Project management set word count targets per module, scheduled three proof sessions, enforced file-naming and bitrate standards, and used change orders for any scope break; Proposal Kit documents kept legal, learning, and engineering teams aligned even when a reviewer was briefly unable to attend sign-off.
The Outcome
NimbusIoT launched on schedule, protected its data, paid exactly as quoted, and saved costs by choosing limited online rights instead of perpetuity, while Diego strengthened his career with clear credits and repeat work.
GreenMiles Foundation Delivers a PSA on a Lean Budget
The Challenge
Nonprofit GreenMiles hired voice actor Leah Chen for a PSA spanning radio and internet preroll, but board approvals were slow, money was tight, and they needed usage limited to one country for six months to respect grant conditions.
The Solution
They executed the voice contract to set expectations and payment terms, then used Proposal Kit for document creation around the engagement: a grant compliance memo, a media flight plan, and a post-campaign impact report; the AI Writer produced a donor-facing narrative and a measurement study, and line-item quoting compared the cost of a full buyout versus a time-bound license that would better suit the budget.
The Implementation
The producer mapped a two-round proof schedule, documented pronunciation and tone, and issued a priced change order for one extra pickup; Proposal Kit's documents gave the board a clear example of scope and spend, enabling swift approvals and clean invoice timing despite multiple parties involved.
The Outcome
The PSA met the deadline, achieved a strong awareness lift, stayed within grant constraints, and left GreenMiles and Leah on good terms with mutual respect and a plan to revisit an extended license if results warranted it.
Abstract
This agreement sets expectations between a professional voice actor (Talent) and a business client (Customer) so both parties agree on scope, timeline, payment terms, rights, and confidentiality. It is a legally binding sample contract designed to keep everyone on the same page, protect proprietary information, and deliver a voice recording in a timely manner that suits the client's brand and final production needs.
Exhibit B defines the Specifications: script, word count, session details, delivery format, and the Delivery Date (x date). The process typically includes audio proofs at each stage; reasonable edits and re-records are included, but additional changes become out-of-scope and are billed at the initial rate per hour. Communicating early about the script, pronunciation, and performance style helps ensure your brand is heard as intended. Confirm details, timeline, and contact points, and be aware that if a person or decision-maker is unavailable, the schedule may shift.
The contract covers materials provided, third-party services, and indemnification. The Customer handles shipping risk and must back up files; Talent is not responsible for maintaining masters after handoff. Delays outside Talent's control can move the delivery line, with notice sent as soon as possible.
Invoices and payment milestones appear in Exhibit A; if payment of x amount is missed, Talent may pause work, withhold files, or pursue other remedies. This is standard in the industry and helps resolve money issues without breaking the connection.
Rights and usage deserve special attention. The language mixes one-time limited use with broad reproduction rights and grants Talent promotional use and derivative works rights while also restricting disclosure. These mixed signals are red flags.
Before you begin the project, negotiate and clarify whether you expect a full buyout, broadcast or online usage, territory (country or world), and duration (including perpetuity), plus any non-disclosure agreement terms and permission for marketing examples. Decide what you need, talk it through, and document the solution.
Use cases include a radio brand campaign, a website explainer, an internet preroll, an online course, or large projects with multiple sessions. In each instance, establish the scope, access requirements, and what happens if something goes wrong, then confirm by mail or email with suggestions noted.
Proposal Kit helps businesses assemble clear agreements and supporting documents fast, with automated line-item quoting, an AI Writer to build scopes and addenda, and an extensive template library. Its ease of use helps you write, negotiate, and confirm voice acting terms for your next project.
Beyond scope and rights, this agreement affects how your team manages the job from intake to delivery. In practice, multiple departments are involved-procurement, legal, creative, and a project team member who approves the script and performance. If a key approver is unavailable, a break in the schedule can occur, so designate backups and confirm who can sign off at each stage. For example, set who approves pronunciation guides and who accepts the final production to avoid last-minute changes.
The Independent Contractor section protects both sides by clarifying tax obligations and stating that hiring a professional voice actor does not necessarily create an employment relationship. This supports the Talent's career while keeping the Customer's liabilities clear. Respect boundaries on credits and promotional use by putting permissions in writing to avoid disputes.
Plan for media stewardship. Master's and source materials may be stored for one year and then disposed of, so archive what you need early. If the Customer is unable to meet a payment milestone, the contract allows Talent to pause work, withhold files, or seek remedies. Use line-item quotes and an invoice schedule to keep money expectations aligned and reduce risk.
Proposal Kit can streamline this process by providing structure and language that suit voice acting agreements. You can assemble a tailored contract, scope, change order, non-disclosure agreement, and invoice as needed. The automated line-item quoting and AI Writer help document deliverables, word count assumptions, and milestones for large projects, keeping everyone on the same page. We hope this gives your business a clearer path to communicate expectations, negotiate terms, and complete the project in a timely manner, with examples and templates that support better decisions for your brand and the professionals you're hiring.
Additional insights worth noting. The Specifications in Exhibit B should spell out technical details such as delivery format, file naming, and the number of audio proofs, since proofs may be lower bitrate or different media than the final. That avoids confusion when reviewing performance and ensures the professional voice you hired is judged against the agreed targets.
The Contract Change form is central to managing scope creep; any extra takes, pickups, or post-production beyond the plan become a clearly priced job rather than an open-ended obligation. Exhibit A should detail the initial rate, any studio or third-party costs, and the invoice schedule so a missed milestone does not break momentum or timelines.
Risk allocation is explicit. The Customer bears risk for Materials in transit and must have rights to everything supplied; indemnification protects the Talent if third-party content is involved. Master's and source files remain the Talent's property and may be stored only for one year; request what you need early or budget the additional fee for access to master assets.
The agreement also restricts assignment and alteration of the Work Product without consent, sets governing law and venue, and includes an attorney's fees clause, each of which can influence how parties resolve disputes. Confidentiality functions like a non-disclosure agreement and can be tied to release schedules for time-sensitive campaigns.
Consider more use cases: multilingual localization for a world launch, IVR/phone system prompts, in-app tutorials, compliance training, or a radio and online mix requiring country-specific versions. For each project, identify who is involved at each approval step; if a key member is unavailable, designate an alternate so reviews continue in a timely manner. Not every campaign requires a full buyout; decide what usage best suits your goals and budget. A concrete example: a limited internet campaign in one country for six months can cost less than perpetual broadcast rights.
Proposal Kit can help teams assemble Exhibits A and B, build a change order and approval trail, and generate consistent scopes, quotes, and invoices. Its document assembly, AI Writer, and template library lend structure that respects varied hiring models and makes it easier to confirm expectations before recording begins.
How do you write a Audio Recording / Voice Talent Contract document? - The Narrative
THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name ("Talent") and Company Name ("Customer").
Terms and Agreements
In consideration of the mutual covenants set forth in this Agreement, Customer and Talent hereby agree as follows:
Description of the Work Product ("Specifications"). Talent agrees to develop the Work Product according to the terms listed on Exhibit B attached hereto.
Responsibility for Original Material
Materials provided to Talent for use in fulfilling the Work Product ("the Materials") may include, but are not limited to: Animations, Source or Compiled Code, Demos, Pictures, Film, Slides, 8-mm and 16-mm Film, Videotapes, Audio, Artwork, Motion Graphics, 3D Animation, Digital Media or other source materials required for inclusion in the Work Product. Talent is not responsible for lost or damaged materials and any compensation due Customer shall extend only to the cost of replacing the Materials in their raw or stock format. Services provided to Customer under this Agreement may include the use of subcontractors and third-party services.
Customer agrees to indemnify and hold Talent harmless from any and all claims for any loss, damage or delay to the Materials or Work Product while in transit or in the possession of third-party services or subcontractors and agrees that damages shall be limited to replacement or replacement cost of the raw original material and media provided to Talent.
Delivery of Work Product
Talent will use all reasonable efforts in the development of the Work Product and endeavor to complete and deliver to Customer the completed Work Product no later than Delivery Date by an approved party, provided that payment and all requested materials and instructions have been received by Talent from Customer. Any delay in the completion of the Work Product due to actions or negligence of Customer, transportation delays, illness, or circumstances outside the control of Talent shall alter the delivery date. Talent will make reasonable effort to notify Customer of any delays to the estimated delivery date as soon as possible.
1 Proofing
Audio proofs will be presented for Customer approval at each stage of development. If revisions are required, a request must be made when proofs are returned to Talent. Reasonable edits, re-cuts or re-recordings based upon Customer's feedback will constitute acceptable delivery unless otherwise agreed upon in writing by both Talent and Customer.
The total number of audio proofs provided to Customer shall number Insert Number of Audio Proofs Count unless otherwise determined in the Specifications. Audio proofs may be provided to Customer in formats that differ from the final output as outlined in the Specifications. Customer acknowledges that quality, bitrate, media type or any other element presented in the proof to Customer may change upon final delivery and shall not constitute a breach or material deviation from the Specifications.
2 Additional Editing and Changes
Any requested changes to the Specifications shall constitute additional editing and incur additional charges or fees. Additional charges for production, recording, post-production, editing and changes shall be billed at Hourly Rate per hour. All additional changes must be submitted and approved by both parties in writing by approved Contract Change form.
3 Back-ups and Copies of Work Product Files
Talent shall not be responsible for maintaining any copies of Work Product source files, masters, materials or other media created by Talent for Customer under this Agreement after any such materials have been turned over to Customer. It is Customer's sole responsibility to create back-up copies of any Work Product files received in order to preserve the integrity of their Work Product files and protect against unforeseen loss.
4 Reproduction of Work Product
Upon successful completion of all compensation terms and outstanding balances owed to Talent, Customer is granted full and unlimited reproduction rights to the Work Product. Customer is granted a one-time, limited use reproduction right for the Work Product in exchange for the compensation paid to Talent. Work Product shall not be reproduced in any format without the written consent of Talent. Talent retains the right to reproduce the Work Product in any form for marketing, future publications, competitions or other promotional uses.
Talent shall at no time reproduce the Work Product for use in commercial means or for-profit use. Talent may NOT reproduce or disclose any information concerning the Work Product at any time. Talent may not reproduce Work Product or disclose information concerning the Work Product until such time that the Work Product and information is made available to the public.
Ownership of Masters, Media and Source Files
Except for Customer's Proprietary Material contained in the Work Product, Talent shall hold all right, title, and interest in all original recordings, audio, video, artwork, whether in draft, mock-up, concept or final development for the Work Product. Any unauthorized copying is strictly prohibited. All recording equipment, supplies, cameras, edited or master media or any original media produced during the execution of this Agreement shall remain the exclusive property of Talent.
Compensation
In return for the Work Products that are completed and delivered under this Agreement and Exhibit B, Customer shall compensate Talent, pursuant to the terms of Exhibit A attached hereto. In the event Customer fails to make any of the payments referenced in Exhibit A by the deadline set forth in Exhibit A, Talent have the right, but is not obligated, to pursue any or all of the following remedies: (1) terminate the Agreement, (2) withhold all files, recordings, source, commitments or any other service to be performed by Talent for Customer, (3) bring legal action. Customer is responsible for all third-party material costs as outlined in Exhibit A, and accepts responsibility for all additional approved costs that Talent may incur in the development of this Work Product. All audio masters, film, tapes or other source materials shall remain the exclusive property of Talent and will only be made available to Customer for an additional fee.
Confidentiality
Customer and Talent acknowledge and agree that the Specifications and all other documents and information related to the development of the Work Product, excluding Customer's Proprietary Material, (the "Confidential Information"), will constitute valuable trade secrets of Talent. Customer shall keep the Confidential Information in confidence and shall not, at any time during or after the term of this Agreement, without Talent's prior written consent, disclose or otherwise make available to anyone, either directly or indirectly, all or any part of the Confidential Information at any time. Talent will not make any of the Work Product materials, whether in part or in whole available to the public domain or any third-party not authorized by Customer prior to obtaining a written release from Customer or verification that the Work Product materials have been made available to the public by the Customer.
Note - For time-sensitive materials or releases, both parties are encouraged to put a schedule of this information in Exhibit B, the Specifications.
Limited Warranty and Limitation on Damages
Talent warrants the Work Product will conform to the Specifications. If the Work Product does not conform to the Specifications, Talent shall be responsible for the timely correction of the Work Product, at Talents' sole expense and without charge to Customer in order to bring the Work Product into conformance with the Specifications. This warranty shall not apply to audio proofs, so long as the audio proof was produced according to the Specifications and does not contain and errors or omissions or other audio defects.
Customer's request to re-cut, re-record any proof received shall not constitute a material defect or non-conformance to the specification. This warranty shall be the exclusive warranty available to Customer. Customer waives any other warranty, express or implied.
Customer acknowledges that Talent is not responsible for the results obtained by Customer's use of any part of the Work Product. Customer acknowledges that Talent is not responsible for fixing problems on the Work Product, once mass-produced or after Customer has tested, proofed and approved the Work Product ("Sign off") in writing. Except as otherwise expressly stated herein, Customer waives any claim for damages, direct or indirect, and agrees that its sole and exclusive remedy for damages (either in contract or tort) is the return of the consideration paid to Talent as set forth in Exhibit A attached hereto.
All Master(s) or other source material created for the Work Product shall be stored at Talent facilities for one (1) year from the date of this Agreement. Talent reserves the exclusive right to destroy, delete or otherwise dispose of any materials, whether Customer provided or not, that are still in Talent's possession after one (1) year from the date of this Agreement. Original materials provided to Talent by Customer shall be returned upon successful completion of the Work Product or to the last known good address for Customer.
Independent Contractor
Talent will be retained as independent contractors for the length of this Agreement. Talent will be fully responsible for payment of Talent's own income taxes on all compensation earned under this Agreement. Customer will not withhold or pay any income tax, social security tax, or any other payroll taxes on Talent's behalf.
Talent understands that Talent will not be entitled to any fringe benefits that Customer provides for its employees generally or to any statutory employment benefits, including without limitation worker's compensation or unemployment insurance. Materials, Logos, Graphics and other Collateral. Customer agrees to make available to Talent, for Talent's use in performing the services required by this Agreement, such audio, video or graphical elements and materials as Customer and Talent may agree to in writing for such purpose. Failure to provide Talent with Materials in the requested formats may result in additional delays or fees in addition to those stated in Exhibit A.
General Provisions
1 Entire Agreement
This Agreement contains the entire Agreement between the parties relating to the subject matter hereof and supersedes any and all prior Agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by all of the parties hereto.
2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
3 Binding Effect
This Agreement shall be binding upon and enure to the benefit of Customer and Talent and their respective successors and assigns, provided that Talent shall not assign any of Talent's obligations under this Agreement without Customer's prior written consent.
4 Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
5 Good Faith
Each party represents and warrants to the other that such party has acted in good faith, and agrees to continue to so act, in the negotiation, execution, delivery, performance, and any termination of this Agreement.
6 No Right to Assign
Customer has no right to assign, sell, modify or otherwise alter the Work Product, except upon the express written advance approval of Talent, unless otherwise noted in Section 3.
7 Payment Milestones
In the event Customer fails to make any of the payments set forth on Exhibit A within the time prescribed in Exhibit A, Talent has the right to immediately cease all work on the Work Product until payment in full is paid.
8 Indemnification
Customer warrants that everything Customer gives Talent to put in the Work Product is legally owned or licensed to Customer. Customer agrees to indemnify and hold Talent harmless from any and all claims brought by any third party relating to any aspect of the Work Product, including, but without limitation, any and all demands, liabilities, losses, costs and claims, including attorney's fees, arising out of injury caused by Customer's products/services, material supplied by Customer, copyright infringement, and defective products sold via the Work Product.
9 Use of Work Product for Promotional Purposes
Customer grants Talent the right to use the Work Product for promotional purposes and/or to cross-link it with other marketing venues developed by Talent, subject to Sec 3.4 or unless otherwise restricted in the Specifications.
10 Right to Style or to Make Derivative Works
Subject to Section 3.4 and Section 4 above, Talent has the exclusive rights in making any derivative similar works of the Work Product and any similarities between Customer's Work Product and future Work Products constitutes Talent's methods and style and shall remain the right of Talent.
11 Attorney's Fees
In the event any party to this Agreement employs an attorney to enforce any of the terms of the Agreement, the prevailing party shall be entitled to recover its actual reasonable attorney's fees and reasonable associated costs, including expert witness fees.
Both parties represent and warrant that, on the date first written above, they are authorized to enter into this Agreement in entirety and duly bind their respective principals by their signatures below:
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4.7 stars, based on 848 reviewsRelated Documents
- Speaking Engagement Contract
- Exhibit A (Payment Terms)
- Exhibit B (Specifications)
- Exhibit C (Developer Materials)
- Exhibit D (Addresses)
- Exhibit E (Additional Services)
- Exhibit F (Project Change Form)
- Exhibit G (Business Requirements)
- Breach of Contract Notification Form
- Contract Dissolution Agreement
- Interactive Creative Brief Worksheet
How to Build a Legal Contract with Proposal Kit
This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.
Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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