A voice-over quote should tell the client what you will record, where they may use it, for how long, what revisions are included and when payment is due. A word count and a total price leave too much undecided. Use the editable template below to turn an enquiry into a defined paid recording job.
This template is for independent human voice actors quoting narration or a commercial recording. It is an original commercial starting point, not a union agreement, legal opinion or published rate card. Replace every bracketed field before sending it.
Copy this client-facing voice-over quote
Download the editable quote and approval email. The document contains the same blank fields below, so you can use your own prices rather than adopt an invented industry rate.
Voice actor: [business name, contact and required business details]
Client and payer: [commissioning business, named approver, billing entity, purchase-order requirement]
Quote issued / valid until: [dates and currency]
Recording: [language, accent, style, approved script filename/version and maximum word count]. Delivery: [number of files, naming, mono/stereo, sample rate, bit depth and file format]. Music, mixing to picture and live direction: [included or separately priced].
Permitted use: [named brand/campaign], on [specific media and channels], for [territory], from [start date] to [end date]. Paid advertising: [included scope or excluded]. Exclusivity: [none, or defined category, territory and period]. Renewal or wider use requires a separate written agreement and price.
Fees: recording [amount]; editing/file splitting [amount]; the defined usage permission [amount]; agreed extras [amount]. Subtotal [amount]; applicable tax treatment [complete for your circumstances]; total payable [amount].
Revisions: correction of my recording errors [terms]. Client performance adjustments [number/length of rounds and request deadline]. New or changed script after approval [approval and pricing process].
Schedule: I can begin after [script approval, complete brief and agreed payment condition]. Expected delivery [date/time zone] if these are received by [deadline]. Late input or an expanded brief requires a revised schedule.
Payment: [amount or percentage] due [date/milestone], balance [amount] due [date/milestone], using [invoice/payment route]. Cancellation or postponement: [your applicable policy]. The usage permission starts [agreed condition].
Synthetic reuse: this offer does not include voice cloning, model training or creation of new synthetic performances from the recording. Any requested permission needs separate explicit written agreement.
Approval: Please confirm the project, script version, permitted use, fees and schedule in writing. I will then send the agreed payment document. Contact [name/email] before changing the campaign use.
The synthetic-reuse sentence expresses the proposed scope of this offer. It is not a claim that a sentence alone resolves every intellectual-property or employment issue. Use the agreement appropriate to your work, client and jurisdiction.
Fill the usage line before choosing the fee
Ask where the audio will actually run. “A video” could mean internal staff training, an organic website explainer or a paid campaign. They can have the same word count while buying different permissions. The voice actor's own usage explanation from Vanessa Osborne likewise distinguishes the recording work from permission to use it.
Get a concrete answer about paid placement, campaign dates and territory. If those are unknown, quote the recording with usage pending rather than quietly supplying worldwide, perpetual advertising rights. Do not imply that the client has accepted a usage expansion simply because they paid the original invoice.
| Client changes this | Revisit this part of the quote | Before more work or use |
|---|---|---|
| Corrects your misread word | Recording-error policy | Confirm the correction and delivery file |
| Rewrites the approved script | New recording scope | Agree the additional work and price |
| Turns an organic explainer into an advert | Permitted media and campaign | Agree the advertising scope and fee |
| Adds another country or renewal period | Territory or term | Record the new permission and dates |
| Requests a synthetic version of your voice | Separate permission | Pause; assess the specific agreement |
This is a scoping decision aid, not a universal rule on whether a particular change must be free or chargeable. Your written terms and applicable obligations control the actual job.
A filled example: separate the work from permission
Suppose you propose €240 recording, €60 editing and €180 for the specified usage, totaling €480 before any applicable tax. These are hypothetical amounts chosen for arithmetic, not market benchmarks. The quote might cover one approved English script, three WAV files and three months of a named campaign in one agreed territory.
If the client adds a new script, do not just relabel the €180 usage item as recording. If the script stays unchanged but the campaign extends, the new decision concerns permission. Keeping those lines separate makes both conversations easier to document.
A deposit is part of the €480 agreed total, not another fee on top. With a hypothetical 50% advance, the first amount is €240 and the balance is €240. Record the advance against the job so the second request does not accidentally ask for the full €480 again. These figures do not prescribe your payment policy.
Send an approval email the client can answer
“Hello [name], attached is the quote for [project/script version]. Please confirm the recording scope, named campaign use, total [amount/currency] and delivery schedule. After your written approval, I will send [the agreed advance invoice/payment request]. If the campaign includes paid placements or a different territory or term, please tell me before approval so I can revise the usage line. Thank you, [name].”
For a repeatable package, publish the same boundaries on its sales page. For a genuinely bespoke recording, finish the scoping conversation before sending an offer that immediately charges the buyer. A payment confirmation does not establish that you agreed every open creative detail.
Turn the agreed voice-over offer into a payable service
PayRequest's service selling page is the relevant next step when you have a clear recording offer. Create an account, complete setup, connect an eligible provider and prepare the agreed service. Keep the approved script and permissions with your project records; delivery is your recording work, not an instant pre-existing download.
If you use a Commission product, note the specific behavior in the commission documentation: checkout charges its starting price immediately. It is not a quote-first waiting room. Commission payments have a separate 2% platform fee capped at €25 per payment on every plan, plus provider fees. Choose a quote-first process if scope must be settled before any charge, and check the required plan for the quote feature.
For standard payments, Free has a 2% platform fee capped at €25; active Premium (€5/month) and Business (€20/month) remove the standard platform fee. Provider costs and commission exceptions remain separate. Creating an account or choosing a paid plan does not activate paid access. Check current plan details, then use the article action to prepare one agreed offer.
Editorial method: AI-assisted preparation, reviewed against current sources on 8 November 2026. Template and amounts are original illustrative material; no live recording sale, legal review or customer result is claimed. The hero image is illustrative.
