How to Choose the Right Voice Over for Your IVR System and Voicemail

• Picking an experienced, professional voice for your phone system is important, as it can help build up your business and leave a good impression. Make sure your voice prompt is clear and effective.

• When selecting a voice for your phone system prompts, consider significant elements such as accent and diction, gender, tone, and pacing. Make sure to match these factors with the message you wish to convey as a business.

• Decide on the type of voice that’s appropriate for your brand, whether it be male or female, young or old, and other factors. And what is the purpose of your message? Set the goal ahead of time. This helps you in finding the right voice.

• It’s better to work collaboratively with a professional voice actor to get your desired result. They deliver quality. Be specific with your needs and expectations. Define the scope of your message and make sure to focus on your target audience.

The voice in your IVR or voicemail matters. It influences how people experience your brand. Often before you speak to them directly.

A warm, confident voice helps callers feel welcome. If the tone is rushed or unclear, it can drive people away.

In short: a professional voice leaves a better impression. One that reflects who you are and what you stand for.

Not sure where to begin? Here are a few key things to consider when picking the right voice for your recordings:

• Accent and Diction

The accent sets the stage. A regional accent might feel warm and familiar if your audience is local. But if your callers are more diverse (national or international) a neutral accent is the safer bet. You don’t want listeners to struggle with understanding the message.

Clarity is just as important. You want someone who speaks crisply and naturally. No mumbling. No weird pacing. Just someone who can guide a caller without making them work for it. Good diction turns a script into an experience.

• Gender

There’s no “right” answer when it comes to gender. But it’s still worth thinking about. Who’s your audience? What tone feels right for the product or service you’re offering?

Some audiences respond better to a soft, approachable tone. Others prefer something more assertive or grounded. For example, a meditation app might benefit from a calm female voice, while a logistics service might lean into a steady male tone.

Forget the stereotypes. Focus on what fits the mood you want to create.

• Tone

Words matter, but how they’re said matters more.

Is your brand cheerful and energetic? Or serious and reliable? The voiceover should mirror that. A friendly voice with a natural smile can make a technical script feel welcoming. A calm, steady delivery can give important information the weight it needs.

Your IVR should sound like it came from your company, and not just any company.

• Pacing

You’ve probably hung up on a call menu that went too slow. Or missed an option because it flew by. Pacing can make or break the experience.

For instructions or complicated info, slower is better. For quick promos or menu options, keep it tight and snappy. The right voice actor knows how to vary their speed without sounding robotic.

• Format

It’s easy to forget, but file format matters. Don’t assume every voice actor delivers in the type of file you need. Some systems require MP3. Others need WAV files, specific bitrates, or even naming conventions.

Working with a partner like VoiceProductions helps here. We don’t just record. We deliver files in exactly the format your phone system needs, fully edited and ready to use.

In short: the perfect voice is out there. But it’s not just about sound. It’s about clarity, tone, and a delivery that fits you like a glove.

Once you’ve got a shortlist of voices, it’s time to listen. But not just with your ears—listen with intention. What fits your brand? What feels natural? What instantly sounds right?

Here’s how to evaluate voiceover samples like a pro:

• 1. Know what your message needs to do

Before you hit play, ask yourself: what’s the purpose of this message? Is it there to guide callers through a menu? To calm them down while they wait? Or to make a bold impression?

The answer shapes everything. A voice that’s perfect for an instruction line might fall flat in a sales prompt. So decide first: are you informing, helping, selling, or all of the above?

• 2. Think about your audience

Who’s picking up the phone to call you? Elderly customers? Tech-savvy students? Stressed-out parents? Choose a voice that speaks their language, and not just literally, but emotionally too.

Older audiences tend to prefer a slower, more measured tone. Younger listeners often respond better to something light and conversational. Don’t guess but really picture them, and choose accordingly.

• 3. Listen for quality, not just content

A great voice loses impact if it’s wrapped in poor audio. So listen for recording quality, too. Is it clean? Free of background noise? Does it sound like it was recorded in a blanket fort, or a studio?

And beyond the tech: does the voice sound natural? Does it hold your attention? Can you imagine it repeating itself all day without annoying anyone?

If not, move on.

• 4. Match it to your brand

Your IVR voice is a stand-in for your team. It needs to sound like you. So ask yourself: would this voice feel at home on our website? In our emails? On our packaging?

If the answer is no, it’s not the right fit. Go for a voice that reflects your tone, your values, and the way you want to be remembered.

Need help choosing? VoiceProductions offers a wide range of professional voices to test out, and they’ll work with you to find the one that clicks.

Professional voiceover artists can help you deliver the best results for your recordings. Communicating clearly and working collaboratively with an artist can help them easily understand your brand and the tone you want to convey.

 Here are some tips on how to work with a voiceover artist to get your desired result:

1. Define the scope of your message.

 It's important to provide your voiceover artist with a detailed brief outlining your expectations. A good outline should include essential details like the purpose of your message, your target audience, and the tone you want to communicate. This will help the artist align their performance to the needs of your brand and deliver the best possible result.

2. Provide the technical specifications. 

You also need to define your technical requirements. Let your voice artist know about the technical specifications of the voice recordings, such as the file format and bit rate. Providing the technical requirements in advance can prevent problems, such as the recording being incompatible with your system, or failing to meet your standards.

3. Respect the voice artist’s time. 

Voiceover artists require ample time to do their craft. Ensure that you provide them with all the necessary details, so they can deliver on time. Set a firm deadline, and avoid constantly pestering the artist for updates.

4. Provide clear and constructive feedback. 

Providing feedback to a voiceover artist ensures that the result meets your expectations. Remember that the artist could have a unique interpretation of your script, and they might make creative choices that differ from what you had in mind. Be specific about your expectations and your feedback. In this way, you can learn from each other.

Need help selecting the right professional voice overs? VoiceProductions can help. On their website you will find a large base of professional IVR voices. VoiceProductions guarantees quality, speed and a personal approach!

Can't find what you are looking for? Please don't hesitate and contact VoiceProductions. They will help you find the perfect professional IVR voice.

The voice you choose matters. A lot. It’s not just background noise, it’s your first impression. And in most cases, it’s the only interaction a caller will have before they reach an actual human. So that voice? It needs to work hard.

A clear, confident tone builds trust. A warm delivery creates comfort. The right voice says, “you’re in the right place,” without saying it directly.

But how do you know what’s “right”? Start with the basics. Consider the accent, tone, gender, and pacing. Think about who your audience is, what they expect, and how you want to come across.

Then listen. Really listen. Evaluate voice samples with your message in mind. Ask yourself: Does this voice feel helpful? Friendly? Approachable? Would I trust it?

Don’t forget the technical side either. Make sure your voice actor knows the specs: file format, length, delivery time. And give them feedback that’s clear and useful. Not just “make it better,” but “this line needs to sound calmer” or “slow down on the second option.”

Most importantly? Respect their time. Good voice work takes more than a mic: it takes skill, preparation, and often a few retakes.

Get all that right, and you’ll have a voice that sounds like your brand. One that keeps callers engaged and reassured, and makes sure they’re glad they called you.

Speaking at the correct pace is crucial for recorded messages. A voice that speaks too quickly may lead to confusion or frustration for the customers. Similarly, an overly slow voice may bore the customer. 

So, how do you determine the proper voice pacing for your business? Well, that depends on the message’s purpose and your target audience. For instructional voice prompts, you should aim for a slower, clearer pace to give ample time for your callers to listen and process what they're hearing. For promotional messages, you can use a faster, catchier, and more engaging pace instead.

Recordings for your IVR systems need to be recorded in a specific format. For example: wav 44.1khz 16bit or wav 8khz 16bit, mp3, G.711 u-law or A-law. If you work with a voice over agency like VoiceProductions you can be assured this won't be a problem. We will even take care of all the editing!

When identifying the right voice for your IVR, first come up with a list of your preferred voices. Do you want male or female professional voices? Should they be young or old? Have a jolly or serious tone over the phone?

You can narrow down your selection until you find the voice that aligns best with your brand. Here are 4 tips to keep in mind while listening to and evaluating voiceover samples:

Before listening to any voiceover sample, you need to think about the purpose of your message. Doing so will give you an idea or concept of how the voice for your telephone recordings should sound like. 

Is the message meant to guide or inform your customers? Or are you trying to promote your products? Asking yourself these questions can guide you and help you figure out the appropriate style and tone of voice you’re searching for.

Of course, you should always consider your target audience to choose a voice appropriate to them. For instance, if your clients are mainly elderly, it might be a good idea to choose a voice that speaks slowly. Meanwhile, if you're targeting a younger audience, you can go for a livelier and more engaging tone of voice.

It is also essential to assess the quality of a voiceover sample. Does the talent have a clear, natural, and engaging voice? Are there any distracting background noises or static that could distract listeners? Is the voice able to effectively deliver the format and messages of your script?

If you want a professional, high-quality voice for your business, consider hiring voice artists from popular voiceover service providers like VoiceProductions.

Lastly, consider the image of your brand when evaluating voice recordings. Select the one with the best accent, tone, the right gender, and other elements discussed in the previous section. Remember that your IVR voice recordings are offering a service, so they should be easy to understand.

Professional voiceover artists can help you deliver the best results for your recordings. Communicating clearly and working collaboratively with an artist can help them easily understand your brand and the tone you want to convey.

Here are some tips on how to work with a voiceover artist to get your desired result:

It's important to provide your voiceover artist with a detailed brief outlining your expectations. A good outline should include essential details like the purpose of your message, your target audience, and the tone you want to communicate. This will help the artist align their performance to the needs of your brand and deliver the best possible result.

You also need to define your technical requirements. Let your voice artist know about the technical specifications of the voice recordings, such as the file format and bit rate. Providing the technical requirements in advance can prevent problems, such as the recording being incompatible with your system, or failing to meet your standards.

Voiceover artists require ample time to do their craft. Ensure that you provide them with all the necessary details like brief and a great voice over text, so they can deliver on time. Set a firm deadline, and avoid constantly pestering the artist for updates.

Providing feedback to the IVR voice over artist ensures that the result meets your expectations. Remember that the artist could have a unique interpretation of your script, and they might make creative choices that differ from what you had in mind. Be specific about your expectations and your feedback. In this way, you can learn from each other.

Need help selecting the right professional voice overs? VoiceProductions can help. On our website you will find a large base of professional IVR voices. VoiceProductions guarantees quality, speed and a personal approach!

Can't find what you are looking for? Please don't hesitate and contact VoiceProductions. We will help you find the perfect professional IVR voice.

Or discover these complete guides on finding the perfect voice over for your corporate video, commercial, e-learning, audiobook or animated projec.

Choosing the right voice and voice actor for your IVR and voicemail is crucial in establishing customer credibility and trust. A professional and pleasant voice can set the tone for the entire interaction. Consider factors such as accent, gender, tone, and pacing when selecting a voiceover artist. 

Evaluate voiceover samples based on the purpose of your message and who your target audience is. Checking out the voice quality and being mindful of your brand’s personality is also important.

To get the desired result you need to define the scope of your message, technical specifications and provide clear and productive feedback. You also need to respect the IVR voice artist’s time.

By keeping these tips in mind, you can select the best voice to appeal to your target audience and deliver effective customer communication and support.

A: It stands for Interactive Voice Response. Basically, it is the voice that picks up the phone before your team does. You hear it in phone menus, automated greetings, and routing options. In voiceover, it means carefully recorded prompts that guide callers clearly, without sounding robotic or rushed.

A: You start with a script. Then you need a good microphone, a quiet room, and preferably a voice actor who knows what they are doing. Once recorded, the file gets uploaded into your phone system.

If that sounds like a lot, it is. That is why many companies work with professionals like VoiceProductions. They handle it all, from script to final audio.

A: A good IVR voice is clear, confident, and easy to follow. It should not sound too stiff or too casual. It should match your brand tone and be pleasant enough to hear again (and again).

Real human voiceovers tend to win here. They bring nuance and warmth that AI still struggles with. VoiceProductions works with voice talents who know how to strike that balance.

A: Prices depend on length, language, and voice type. Some charge per word, others per minute. Want a rough estimate? VoiceProductions offers a price calculator so you know where you stand.

A: Big brands like Google and Amazon have strong IVR systems. But you do not need to be a tech giant to sound professional.

The right provider makes your IVR sound like your brand, only sharper. That is exactly what VoiceProductions aims to do.