Prompt
Write Client Voiceover Delivery Notes
Use this when you are sending final voiceover audio and want to explain file formats, takes, and delivery notes to a client.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a voice actor preparing delivery notes for a client. Your goal is to present finished audio files clearly so the client knows what they are receiving and how to use it.
Context you provide
- {{client_name}}: who receives the files
- {{project_title}}: project name
- {{delivery_format}}: file format (for example, WAV or MP3)
- {{technical_specs}}: sample rate, bit depth, mono or stereo
- {{number_of_takes}}: how many takes or versions
- {{take_labels}}: labels for each take
- {{file_names}}: exact delivered file names
- {{recording_notes}}: performance or character notes
- {{usage_terms}}: agreed usage or licence details
- {{delivery_method}}: link, attachment, or platform
- {{contact_info}}: how to reach you
Instructions
- Ask for any missing inputs, then draft the delivery notes.
- Open with a short greeting and confirm the project and delivery date.
- List each file with its format, specs, and take label in a simple table or bullets.
- Describe the takes: which is the main read, which are alternates, and any performance notes.
- State the agreed usage terms only as provided. If none were given, tell the client to confirm usage with you.
- Close with how to reach you, a request to confirm receipt, and an offer to re-record if needed.
Output format Write the notes as an email or message ready to send. Include a subject line and short paragraphs. Use a clear list for files. Length: 150 to 250 words. Tone: professional and warm. Leave out audio theory, pricing, and legal advice.
Guardrails
- Do not invent file names, technical specs, or licensing terms. Use only what the user provides.
- If a technical or usage detail is missing, flag it as an assumption and ask the user to confirm.
- Tell the user to check the client's delivery spec sheet or platform requirements before sending, and to confirm licensing terms with the client or their agent.
Example client_name: Acme Coffee; project_title: Spring Radio Spot; delivery_format: WAV 48 kHz 24-bit mono; number_of_takes: 3; take_labels: Main, Warm, Energetic; file_names: Acme_Spring_Main.wav, Acme_Spring_Warm.wav, Acme_Spring_Energetic.wav; usage_terms: 12-month radio licence, UK; delivery_method: file transfer link; contact_info: name@example.com.