Professional Email Dictation: Write Emails by Voice
Spend less time typing emails and more time on work that matters. Learn how to compose professional business emails by voice, including techniques for proper formatting, common business phrases, and maintaining a professional tone.
Table of Contents
- • Why Dictate Professional Emails?
- • Getting Started with Email Dictation
- • Dictating Email Formatting
- • Common Business Phrases
- • Dictation by Email Type
- • Pro Tips for Email Dictation
- • Frequently Asked Questions
Last updated: February 3, 2026
Why Dictate Professional Emails?
The average professional spends 28% of their workday on email. Voice dictation can cut that time significantly.
3x Faster Composition
Speaking is naturally faster than typing. Dictate emails at 150 words per minute versus 40-60 WPM typing. A 200-word email takes 1-2 minutes instead of 5.
Natural Tone
Dictated emails often sound more conversational and personable. Speaking helps avoid the overly formal, stilted tone that can make typed emails feel cold.
Multitask Friendly
Dictate emails while commuting, walking between meetings, or during downtime. Respond to urgent emails from your phone without hunting for tiny keys.
Reduce Strain
Give your wrists a break. If you send 50+ emails daily, dictation can significantly reduce repetitive strain and typing fatigue.
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Transcript
Tip: Keep the tab focused, use a good microphone, and speak clearly. Accuracy depends on your browser and device.
Getting Started with Email Dictation
1. Know Your Structure First
Before dictating, mentally outline your email: greeting, main point, supporting details, call to action, sign-off. Having structure in mind prevents rambling.
2. Learn Punctuation Commands
Say "period," "comma," "question mark," "new paragraph" to add punctuation. Professional emails need proper punctuation—practice these until automatic.
3. Speak in Complete Sentences
Unlike casual texting, professional emails need complete, well-formed sentences. Think in full thoughts before speaking. Pause between sentences.
4. Always Review Before Sending
Dictation isn't perfect. Always read your email before sending. Check for misrecognized words, especially names, numbers, and technical terms.
Dictating Email Formatting
Professional emails need proper formatting. Here's how to dictate structure and formatting.
| Say This | Result |
|---|---|
| "New paragraph" | Starts a new paragraph |
| "New line" | Single line break |
| "Period" / "Full stop" | . |
| "Comma" | , |
| "Question mark" | ? |
| "Exclamation point" | ! |
| "Colon" | : |
| "Hyphen" / "Dash" | - |
Note: Browser-based voice typing may not support all formatting commands consistently. You may need to add some formatting manually during review.
Common Business Email Phrases
Practice dictating these common professional phrases until they flow naturally.
Greetings
- • "Hi [Name] comma new paragraph"
- • "Good morning comma new paragraph"
- • "I hope this email finds you well period"
- • "Thank you for your email period"
Transitions
- • "Additionally comma"
- • "Furthermore comma"
- • "On another note comma"
- • "Regarding your question comma"
Requests
- • "Could you please"
- • "I would appreciate if you could"
- • "Please let me know"
- • "At your earliest convenience"
Closings
- • "Best regards comma new line [Your name]"
- • "Thank you comma new line [Your name]"
- • "Looking forward to hearing from you period"
- • "Please don't hesitate to reach out period"
Dictation by Email Type
Meeting Requests
Example dictation:
"Hi Sarah comma new paragraph I'd like to schedule a meeting to discuss the Q2 marketing strategy period Would you be available Thursday afternoon question mark I'm thinking around 2 PM for about 30 minutes period new paragraph Please let me know what works for you period new paragraph Best comma new line John"
Follow-Up Emails
Example dictation:
"Hi Mark comma new paragraph I wanted to follow up on our conversation from last week regarding the vendor proposal period Have you had a chance to review the pricing details question mark new paragraph I'm happy to clarify any questions period new paragraph Thanks comma new line Sarah"
Status Updates
Example dictation:
"Hi Team comma new paragraph Quick update on the project status colon new paragraph We've completed the initial research phase and are now moving into development period Current timeline remains on track for the March 15th deadline period new paragraph Let me know if you have any questions period new paragraph Best comma new line Alex"
Pro Tips for Email Dictation
Spell Out Unusual Names
For unfamiliar names or technical terms, say "capital J O H N S O N" letter by letter, or add them manually during review.
Use Templates for Repetitive Emails
For emails you send frequently (meeting confirmations, thank-yous), save templates and just dictate the variable parts.
Dictate the Subject Line Last
Write the email body first. Once you know exactly what you've said, dictating a clear, accurate subject line is easier.
Pause Before Numbers
Briefly pause before saying numbers or dates. "The budget is pause fifty thousand dollars" helps ensure accuracy.
Keep Sentences Short
Long sentences are hard to dictate cleanly. Professional emails benefit from shorter, clearer sentences anyway.
Frequently Asked Questions
Is dictated email professional enough?
Absolutely—the recipient can't tell how you composed the email. In fact, dictated emails often sound more natural and personable than heavily typed ones. The key is thorough review before sending.
How do I handle email addresses?
Don't dictate email addresses—they're too error-prone. Type them manually or paste from your contacts. Same for URLs and complex technical strings.
What about confidential emails?
Be mindful of your environment when dictating sensitive information. Don't dictate confidential content in public spaces. For highly sensitive emails, typing may be more appropriate.
Can I use this on my phone?
Yes! Mobile email dictation is especially useful. Use your phone's built-in voice typing (tap the microphone on the keyboard) or web-based tools like this one. Great for responding to emails on the go.
Related Resources
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