How to prepare a script and brief for a voice over artist

Match the script to the time

The most common problem is a script that is too long. Natural narration runs at roughly 130 to 160 words per minute. A thirty-second ad therefore holds about 70 to 80 words, and a two-minute explainer around 280 to 320. If the script is longer, the artist must rush, and the result sounds like a sales pitch read at speed. Read the script aloud with a timer before you send it. If you need help trimming, a scriptwriter can tighten it without losing the message.

Format the script clearly

• Use a simple document with numbered paragraphs or lines, so feedback can refer to them.
• Write numbers, dates and units the way they should be spoken.
• Mark words that need emphasis, and pauses where the video changes scene.
• Remove notes meant for the video editor, or put them in a separate column.
• For several characters or speakers, label each line clearly.

Pronunciation notes

List every name, brand, product, acronym and technical term, with how to say it. Write it phonetically if you can, and say whether acronyms are spelled out or read as words. The most reliable option is a short audio clip of you or a colleague saying the tricky words. This one step prevents many retakes.

Describe the tone with examples

Words like warm, professional or energetic mean different things to different people. Describe your audience and the feeling you want, then share one or two examples of voice overs you like, along with what you like about them. Mention the voice you want, such as age range, accent and gender, if it matters. Many artists offer a short sample read of your script, which is the best way to check tone before the full recording.

Technical details

Tell the artist where the audio will be used and what your editor needs. Common requests are a WAV file at a set sample rate, a clean recording without music, and separate files for each section or line. If the voice must match on-screen timing exactly, share the video or a timed draft. Ask whether editing, breath removal and basic processing are included, or whether you will receive raw audio.

Usage rights

Voice over pricing often depends on where the recording will be used. Internal training, organic online videos, paid advertising, television and radio can all be priced differently. Describe the uses clearly, including whether the audio will run in paid ads and for how long. Getting this right at the start avoids having to pay again or re-record later.

Revisions and retakes

Understand the difference between a retake and a script change. A retake fixes a delivery issue, such as a mispronounced word or a tone that does not match your brief, and is often included. Changing the script after recording usually counts as new work. Check the package details and give all feedback in one round, referring to line numbers.

Live direction or written notes

Some artists offer live sessions where you listen and give direction while they record. This suits important projects such as brand ads or long training courses, where small changes in delivery matter. For most projects, clear written notes and a short sample read are enough, and they cost less.

Checklist before you hire

• Final script read aloud and timed.
• Numbered lines, emphasis and pauses marked.
• Pronunciation list, ideally with audio.
• Tone description and example voice overs.
• File format, sample rate and section splits.
• Where the audio will be used and for how long.

Our voice over guide covers how to compare artists, and our human vs AI voice article helps if you are still choosing between the two.