Do You Really Need a Voice Over Contract?
- Tom Dheere
- 39 minutes ago
- 4 min read
The Dreaded "C-Word": Contracts
The word "contract" makes many new voice actors' palms sweat. It conjures images of expensive lawyers, dense paragraphs of legalese, and the terrifying possibility of signing your rights away in the fine print. As a voice actor and a freelancer, you might be wondering if you need a formal, iron-clad voice over contract for every single gig.
The short answer is no.
The longer answer is, "It depends on the risk."
My goal here isn't to give you legal advice. I'm the VO Strategist, not an attorney. I do want to give you a practical framework for protecting your business without getting bogged down in unnecessary paperwork or getting hosed by exposing yourself. Legally, that is.
When You Absolutely Need a Formal Contract
From a risk management perspective, a formal, attorney-drafted contract is non-negotiable in a few key scenarios. Think of it as business insurance without the premiums. Sort of.
You need a contract when:
A Lot of Money is on the Line: If the voice over gig is worth thousands (or tens of thousands) of dollars, the cost of a misunderstanding is too high. Get it in writing.
It’s a High-Exposure Gig: A national commercial, a major video game character, an audiobook for a major publisher... if millions of people will hear your voice, you need to be crystal clear on every aspect of usage and compensation.
Conflicts & Exclusivity are Involved: If a client wants to lock you down as the voice of "Brand X," preventing you from working with their competitors, that needs to be explicitly defined and compensated. What are the terms? How long does it last? What markets are included? This here is lawyer territory.
The Most Common Voice Over Contract: The Email
For the vast majority of my non-union voice over work, my "contract" is nothing more than a clear, concise email exchange.
An email can be a legally binding agreement as long as it demonstrates that both parties have agreed to the same terms. The key is to make sure all the critical details are in that email chain and agreed upon before you hit record.
Your email agreement must include:
The Rate: The specific dollar amount for the job.
Usage: Where and for how long the client can use your voice (e.g., "1-year North American web usage," "in-perpetuity internal training video"). Be specific!
Conflicts/Exclusivity: If any, state them clearly. If none, it’s wise to state, "No conflicts or exclusivity implied."
Your Retake Policy: What constitutes a client error vs. your error? How many revisions are included?
Your Service Guarantee: This outlines your professional commitment. (I attach mine to every quote. You can download my template here).
The AI Rider: In today's market, this is essential. You must explicitly state that the recording cannot be used to train any AI or for synthetic voice generation. Here's a link to NAVA's AI Rider.
Once the client replies with "Looks great!" or "Yes, that's approved," you have your agreement. Save that email chain. It’s your contract.
An Invoice Is NOT a Contract
I’ve seen voice actors make this mistake over and over. They submit the audio files without discussing the details, then slap their terms and conditions onto the bottom of the invoice.
From a legal standpoint, that’s basically useless. A contract requires a "meeting of the minds" before the work begins. Shoving terms at a client after the fact without their prior agreement doesn't mean they've retroactively agreed to them.
It’s like eating dinner at a restaurant and then being told you also have to wash the dishes. You never agreed to that upfront. Unless you really like washing dishes. I don't know what you're into.
Agents, Managers, and SAG-AFTRA
When you start dealing with major brands and union work, you'll have pros in your corner. Talent agents, managers, and SAG-AFTRA have standard contracts (CBAs) and entire teams dedicated to negotiating them. They are your best resource for the big gigs.
Let's say you're a non-union voice actor without representation and you land a massive gig on your own. You’re in over your head with the contract negotiations. You can actually approach a talent agent, explain the situation, and ask them to negotiate the contract on your behalf in exchange for their standard commission. It proves you can book major work, and who knows, you might just get an agent out of the deal, too. How 'bout them apples?
Stop fearing the contract and start focusing on communication & clarity. A simple, detailed email is one of the most powerful business tools you have.
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As the VO Strategist, Tom Dheere has provided voice over business & marketing coaching since 2011.
He's also a voice actor with over 30 years of experience who has narrated just about every type of voice over you can think of.
When not voicing or talking about voicing, Tom produces the sci-fi comic book Agent 1.22.