Extensive editing & line splitting

• A few separate files for organizational purposes (such as creating a new file for each character, episode, or script) is normal and should not be charged extra.
• However, please keep in mind that splitting every line and take into individual files and labeling them on export is a large amount of extra work and should be compensated accordingly if required by the client.
• Actors normally send their lines as one long sound file either raw (no editing or processing) or finished (clean up audio, basic noise removal, possibly light compression/EQ/de-essing if the actor chooses to do so.) Please specify if you have a preference so there are no surprises!
• Tip for Actors: Even when sending raw audio, it is still courteous on self-directed recordings to remove mistakes and excess silence between takes to make things easier for the mix team (this is not necessary for sending live-session audio, however.)
• If audio needs to be synced to existing video (dubbing) or timed according to specific file lengths, this can be included as part of a general session if the technical aspect of the sync is being handled on the client’s end (ex: an audio engineer placing audio to picture in real-time during a session for a game cutscene or trailer). If the actors are expected to do their own sync to picture and provide a timed file for the client, we suggest charging an additional “dialogue editing fee” as outlined below.
• If the actor is required to do extensive volume leveling and mastering or otherwise finalize audio to be “production-ready”, this is a separate skillset and should be included in billable editing hours. Keep in mind that not everyone will know how to do this and it may have varying results. We strongly encourage producers to either do their own editing, or hire an audio engineer to split files, level volumes, master and EQ everyone’s audio to make it sound great!

• General Suggestion: Additional $50/hr dialogue editing fee
• Lower End: $25/hr additional dialogue editing fee
• Higher End: $100/hr additional dialogue editing fee
• Rather than an hourly rate, some actors may choose to have a per-line split fee of anywhere from $0.25-$1.00 per file, OR charge 1.5x the base fee of the job (for example, a $200 job would become $300, a $500 job would become $750 and so on.)
• **In general, it is a better idea – AND likely more cost-efficient – to hire an audio engineer to handle dialogue editing and other post-production work. If you’re not sure where to look, freelance audio engineers are available for hire on the VAC Discord Server.
  
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Revisions, pickups, & extra takes

• For live sessions, it’s assumed that anything that needs to be redone will be caught and rerecorded during the live session. If it isn’t (for example, the VO sounds out-of-place when put into the project and the actor needs to come back to record a few more options), another session may need to be booked (at the same hourly rate) to record the pickups.
• For independently recorded projects/pickups, see the notes below:
• If the revision is the actor’s fault (for example: missed or misread line, mispronounced word, significant noise or technical problem), the actor should re-record the affected line(s) at no additional charge.
• If the revision is not the actor’s fault (for example: script changes, additional lines needed, producer forgot to send part of the script), the actor should be paid an additional fee for re-recording. Such an additional fee should be proportionate to the amount of work required for the retakes.
• If the revision is due to the client/producer wanting a different direction in the read, revision fees vary per actor. Some actors will include a limited/reasonable amount of revisions at no additional charge; others may charge for any and all pickups that aren’t directly their fault. To decrease the likelihood of excessive revisions, we encourage producers to be as clear as possible about their specifications and for actors to send a sample read for approval prior to recording the full script. If the client wants a lot of options and/or has very specific deliveries in mind, a live-directed session may be the preferred method.
• How much should I charge for extra revisions? For projects that involve a per-line or per-word rate, you could charge an additional per-line fee based on the number of lines/words that need to be redone. For hourly fees, you could consider charging an extra hour. However, if the revisions can be recorded on the actor’s own time and are not deemed excessive, many actors will be willing to come to a reasonable compromise and just bundle it in.
• It can be helpful to clarify revision policies at the time of booking so there are no unpleasant surprises.

Regarding extra takes

• For independent (self-directed) recordings, actors will generally send 2 (possibly 3) takes per line depending on the client’s specifications. Sometimes, 3-5 takes may be requested for certain assets such as effort sounds. If an excessive number of takes is required, it should be paid as an additional line. Tip for producers: It is rare that you will need more than three initial read options for dialogue lines. If you are reviewing the audio and still do not like any of the takes, it is better to then send an actor a list of the lines that need to be revised along with any specific direction notes.
• Long-form narration projects should be subject to an extra fee per additional take unless volunteered by the actor. For long projects, it is best to send a short sample prior to recording the full script so that the client may approve the tone and pacing.
• Extra take fees do not apply to directed sessions or any jobs that pay hourly, as the actor is already being paid for the amount of time spent working.
  
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Contracts & AI protections

• For jobs involving any significant amount of work or pay, a contract is recommended in order to protect both parties. A contract outlines the obligations of both the talent and the client and clarifies ownership of assets.
• Sample VO Agreement Template (*Disclaimer: this document is intended as a guide only and has not been reviewed by a legal professional. Please do not “request editing access” as this would change the template for everyone—instead, go to File–>Download and save in your preferred format to make changes.)
• The typical “buyout” for voiceover work should NEVER include the right to use the recordings to train AI models or generate the actor’s voice using artificial intelligence. We highly recommend producers include the NAVA AI Rider or similar contract language showing you commit to not using the recordings for any AI purposes, and for voice actors to also ask about & advocate for AI protections in their contracts.
• For more information about contracts in general, see this article.

Payment timelines & best practices

• Payment for small-scale projects is generally due upon receipt of final audio files. However, if the client is a company rather than individual, payment may take longer as a general rule. Clients are encouraged to adhere to a “net-30” standard (payment due within 30 business days of receipt of work/invoice). Bear in mind that there are sometimes extenuating circumstances which may cause delays in payment (ex: client needs to get paid by their own end-client first); however, net-90 should be the absolute maximum.
• If payment is overdue, actors should reach out to their clients to follow up on the expected payment timeline. Invoices and checks can get lost, people can change departments or be out of the office, etc. Every effort should be made to communicate with the client first before making anything public.
• While upfront payment is not standard for most VO work, actors may require a deposit up front in certain scenarios (for example, in personal voice commissions, for NSFW recordings, or when working on a large-scale narration project with a new client.)
• Many clients and talent prefer PayPal as it is convenient and relatively secure; however, it does take a fee out of the payment received for a job. As per PayPal’s terms of service, you cannot demand that clients pay you as “friends and family” or cover your PayPal fees, though occasionally a client may offer to do so as a gesture of goodwill. If you regularly find yourself losing lots of money to payment processing fees, you may wish to consider it as a factor when setting your overall prices for online work.
• Some clients require invoicing in order to get paid. For a guide on how to create an invoice, click here.
  
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General best practices – for creators

• Be up front with what you can afford to pay. Stating the pay rate in the casting call is preferred over having each voice actor send their individual rates (which encourages undercutting), and helps avoid wasting both your time and theirs. If you are potentially open to voice actors who may only work for a higher rate, include a note such as “The base rate for this project is $x. However, if your personal rate is higher, please indicate so in your audition.”
• The closer you are able to adhere to industry standard rates, the higher caliber of talent you will tend to attract. That being said, if you genuinely don’t have a big budget, just be honest about what you’re working with and many people will understand! Again, there’s a difference between a small passion project paying what they can, and a bigger team attempting to take advantage of beginner actors who aren’t aware of proper rates.
• Any sensitive personal information, such as addresses or tax IDs, received as part of paperwork (contracts, W9s, invoices, etc) should be kept confidential and secure.
• Keep in mind that if you are hiring talent through online freelancer sites, these sites take a significant cut of the pay the talent receives (often 20%!) and often have “race to the bottom”-style predatory rates and practices. However, if you hire the actors directly, you can create a better working relationship and avoid paying into platforms that exploit talent. Our Discord server has casting call channels where you can audition and cast talent directly without a middleman taking a cut.
• We strongly recommend including language in the voice actor contracts that shows you commit to not using the recordings for any generative AI purposes (such as creating an AI model of the actor’s voice, using the recordings to train AI algorithms, etc.)The NAVA AI Rider works well for this purpose, either as a standalone or added to an existing contract.
• Many actors are skilled in performing, but not audio editing. Rather than asking each actor to edit their own files, consider hiring an audio engineer or dialogue editor. This will help everyone’s recordings to sound more uniform and level in the final product.
• “Do I need a live directed session?” Check this guide here.
• “Do I need a Discord server for the project?” Check this guide here.

General best practices – for voice actors

• Assume good intentions. Many clients have not worked with voice actors before and are not aware of what acceptable rates are. If you are interested in a project but the rate seems way too low, consider politely reaching out to inquire rather than dogpiling them on social media.
• Pay rates can be negotiable. If you are offered a job but the pay rate does not meet your standards, see if they’re willing to be flexible on the budget!
• If the client is asking for services that cost extra (such as line splitting), make sure they are aware of these fees beforehand so there are no surprises.
• When you sign on to a project, it is generally assumed that you will finish out that particular project at the rate you agreed upon when starting. If you have an ongoing project that lasts for many years and the initial rate is no longer feasible, give your clients as much notice as possible so that no one is blindsided. Understand that this may mean walking away from a working relationship you have with a client if they are not able to come to the table and negotiate, and try not to leave anyone “high and dry”.
• Creating a paper trail is always a good idea to protect both parties. If a client runs off without paying you, but you had no contract or written agreement aside from exchanging a few DMs, it can be very difficult to pursue the matter further. Whenever significant amounts of work or money or involved, always get things in writing.
• Remember that compromise and flexibility, within reason of course, can help build long-lasting relationships with ongoing clients. It’s overall a good business practice to simply set your fees appropriately rather than nickel-and-diming clients for very small things.
• Talking about rates with other actors doesn’t need to be a taboo subject – transparency helps ensure fairer standards and helps other actors not be afraid to ask for their worth, too.
  
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FAQ – for creators

Q: I have a tiny budget and honestly cannot afford ANY of the options on this rate guide. Am I out of luck?
A: No, even if your budget is extremely low, you can still get newer voice actors who are willing to work as long as you are up front with the scope of your project and what you’re realistically able to afford. As long as it’s clear that you’re not intentionally lowballing or taking advantage of people, you can almost always find people willing to audition within your budget. Just be willing to temper your expectations (as in, the actors you get may be less experienced or not have top-of-the-line equipment, etc.)

Q: A lot of the characters I’m casting only have a few lines each. There’s no way I can afford these minimums for such a small amount of work. What can I do?
A: One option, which is commonly used in studio work where a 2-hour minimum is standard, is to cast a few “utility actors” who have good vocal ranges and can cover multiples of these smaller characters. You can also have main cast members double/triple up by covering a few of these smaller background roles each. If you would really prefer to have a different actor for each of these roles and/or want to give opportunities to a larger number of actors, just state the pay rate you are offering and people can decide whether or not to audition. Similar to the above answer, just be up front with what you can afford and people will understand.

Q: I’m planning to raise money for my game by doing a crowdfunding campaign. Can I cast actors now and just pay them if we raise enough money later?
A: This will work best if you are able to pay the actors at least something for any work they do ahead of time (such as recording lines for a Kickstarter trailer). It is difficult to get a full cast of actors together under a situation of “what if” (we raise enough funding and then you’ll get paid, otherwise you’ll get nothing and the project may not even happen.) If you don’t have any funds up front, it’s best to do crowdfunding for your project first and include VO as a stretch goal if you happen to raise enough. If you’re really determined to get a cast ahead of time, you can list it as an unpaid project with the possibility of future payment, but be aware that it will affect both the quantity and quality of auditions you receive.

Q: How do I know whether or not I need a live session? This will affect what rate structure I use…
A: If you’re not sure how to direct actors or not experienced directing actors, it can actually be more efficient to simply allow the actors to record and send their lines on their own time, and then provide feedback if you need any of the lines revised. That being said, if you do want to have live sessions but aren’t sure how to direct effectively, you can always consider hiring a voice director! Read more here.

Q: Can I work with actors directly, or do I need to contact their agency?
This depends on the actor. Many actors are comfortable with or even prefer to work directly for indie projects, as some agents will not take on these projects due to the budget and/or union status. However, some actors may request to loop in their agency or only be reachable via their agency, in which case you simply contact the agents with your project proposal and they will negotiate and communicate with you on the actor’s behalf. You’ll have more luck being taken seriously by an agency if you are either able to offer industry standard nonunion rates, or go union via the Tiered Budget Agreement.

Q: Do I need to take my project through the union? What if some of the actors I want to hire are union, and others aren’t?
A: Many projects, especially in the indie realm, operate on a non-union basis. However, there can be multiple benefits to deciding to take your project union, such as working with union-only actors, having a standardized contract and rate structure in place, and having an external company handle the payroll process. Going union has now become more feasible for indie projects thanks to SAG-AFTRA’s Tiered Budget Agreement and may even save you money. Contrary to popular belief, you’re still allowed to hire nonunion actors on a union project—you’ll just have to fill out an extra form and agree to use the pay rates and contracts established by the union.

Q: Do I need to rent a studio for the recording, and if so, how does that factor into the cost?
A: Many professional voice actors have high-quality home studios and are equipped to record remotely from all over the world. Renting a studio, while always an option, is likely overkill for an indie project as you’ll have to book the studio on your own and pay for any associated fees.

Q: Does it cost extra for voice actors to promote the project on their social media accounts?
A: Generally, no—many actors will be happy to make a cast announcement post once the project goes live, unless they are going uncredited or using a pseudonym. However, expectations should be tempered in that anything beyond a single post/share is a bonus and should not be mandated. If you require actors to do promotional work outside of a simple cast announcement post, this should be disclosed at the time of casting, and additional payment for such work should be discussed. Keep in mind that strategies such as paid ad placement on social media may be more effective anyway than requiring cast members to constantly share updates. For more information, see “Voice actors are not your marketing team.”

Q: When I started recording, I did not have the money to pay actors the industry standard, but my game ended up selling very well. Should I pay them more after the fact?
A: While it’s certainly not required, a “bonus” is an incredibly nice gesture that would go a long way with making your team feel valued and appreciated. Again, it’s not expected, but can be a great gesture of goodwill if you find you suddenly have the means for it. You can also consider raising the pay rate if you expect the actors will have future installments or DLC to record.

Q: If I want an actor who is really well known/in-demand, is it okay to offer them more money than I am paying the rest of the cast?
A: While ideally everyone on the cast of a project should be getting paid the same base rate, there is a concept known as “overscale” in the voice acting world where certain actors may charge above standard industry rates to work on a project. Where it becomes tricky on indie projects is that if you happen to be paying lower than the industry standard rates due to your project’s budget, it may feel unfair to the other actors that you’re willing to meet or exceed the standard rates for a “big-name” actor but not for them. The best practice is to set a fair rate for all the actors on your project across the board, but to be open to individual negotiation from actors who may charge higher rates, especially if you are approaching them directly with an offer.

Q: How do I find voice actors for my project?
A: You can post in the appropriate casting call channel on our Discord server (read the pinned posts for the rules + what goes where), our forums, external sites such as Casting Call Club, and/or social media!

Q: What should I include in a casting call?
A: Provide a brief description of the project and characters being cast, a few sample audition lines from each character for actors to read, pay rate, a deadline for when you will stop accepting auditions, how you would prefer actors to submit their auditions (email or Dropbox/Drive folder), and any other specific instructions you’d like them to follow. For more information on how to create a casting call, see this guide.

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FAQ – for voice actors

Q: I was approached to work on a game project and asked about my rate. How do I know whether to quote industry standard or indie rates?
A:Try to figure out what the scope of the project is when coming up with a quote. For example, does the game have publisher backing, or is it being developed by a few people as a passion project? Many times it will be clear from the context of the audition whether it’s a small online team versus an actual company. But if you’re in doubt, it’s safest to quote the industry standard rate (as a quick reference for video games, that’s $250 USD per hour with a 2-hour minimum) – you can always mention to the client that you’re willing to negotiate based on their budget.

Q: I’m a new actor and don’t feel like I can charge the same rates as my more experienced peers. How do I know what to start with?
A: Remember that providing a quote to a client is less about your experience level and more about the use and scope of work of the project itself. If you’re good enough to book the job, you’re good enough to be paid the same base rate as your castmates, so resist the temptation to undercut when a casting call asks actors to submit their own rates! Now, if you’re operating under a commission-style model where people hire you directly and you need to build a rate sheet, you can look at your peers’ rate sheets for reference and do what makes sense for you at the current stage of your career, taking the numbers from this guide into consideration.

Q: There is a project I want to audition for, but the rates are below what I’m able to work for. Can I still audition but with a higher rate, or negotiate the rate after I get cast?
A: It can be acceptable to reach out during the audition process and ask if there’s any way the rate/budget is negotiable. However, avoid “bait and switch” tactics like auditioning for a job, waiting to get an offer and then asking for more money—the client will be frustrated that you wasted their time auditioning for a project with a clearly stated rate while having no intention of actually working for that rate, and may be reluctant to work with you in the future.

Q: I am brand new to voice acting and just want to get some work experience. I’m auditioning for a project that’s paying a certain amount, but can I offer to work for free or a lower rate since I really want/need the job?
A: This is considered unethical and highly unprofessional (and may actually hurt your chances rather than help you!) You should be cast for a role on your own merit as an actor, not because you were the cheapest option. And remember, if you are good enough to book the job, you’re good enough to be paid what they’re offering! If you’re new and don’t think your skills are up to par to where you can book paid jobs yet, consider auditioning for the already-unpaid hobby projects, taking classes and practicing to improve your craft in the meantime.

Q: If my home recording quality is unsatisfactory and I need to record in a local studio, how should I factor this into my rate?
A: If you don’t have a proper home studio and voluntarily choose to rent studio space in order to submit for jobs which require a high standard of quality, then you are responsible for any studio cost and should ensure that the pay you are getting from the job is worth the cost of the studio rental to you. However, if the client is the one dictating that you record in studio, they should be the one to book and pay for the studio space. 

Q: I was asked to reprise a role from an older project, but my rates have changed since then. What should I do?
A: Assuming this is a separate project (such as a sequel/spinoff to a previous game you worked on, or a new season of an animated series), it is acceptable to let the client know your rates have increased and ask to renegotiate for the new installment.

Q: Should I post a rate sheet on my website for my clients?
A: Outside of very specific circumstances, no. Quotes are determined based on many factors such as type of project, usage, workload, etc. Posting “one-size-fits-all” rates can hurt your ability to negotiate on an individual level with clients.

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Questions/suggestions?

• If you have further questions or wish to suggest changes to the guide, please ask in our #indie-rate-guide channel in the VAC server.
• The Indie Rate Guide is a collaborative effort, meaning it will evolve over time based on the needs of the community!