Frequently Asked Questions

Get answers to your burning questions about SpeakWrite.

Have questions about our typists / transcriptionists?

Whether you are a large organization with multiple employees in different geographic regions or a single user in one location, we can accommodate any volume of work without any prior notification. Our network of typists work around the clock to ensure you will always have a quick and easy completion of your transcription needs.

Typically, transcription documents are returned in about 3 hours.

For detailed pricing information, check out our No-Contract Pricing or calculate your Time & Cost Savings!

Single Speaker audio and video files

We charge 1.5 cents per word on single speaker audio and video files, as well as pdfs submitted for transcription, where only 1 person is speaking.

Multi-Speaker audio and video files

We charge 2.25 cents per word on multiple speaker audio and video files, where 2 or more people are speaking.

No. You only pay for the work produced at the per word cost. There are no other fees, charges or costs. This means no overtime, no rush fees, no minimum usage requirement.

For more pricing information, check out our No-Contract Pricing or calculate your Time & Cost Savings!

New accounts are typically ready to use within a few minutes after you sign up. If you have any questions, please contact Customer Support at  (800) 828-3889.

No. You don’t need special equipment to use our service.

If you have a smartphone, you can use our app to submit audio.

If you don’t have a smartphone, you can use a regular telephone to dictate and an email account to receive your completed documents. You can call the toll-free dictation line at (800) YOU-DICTATE or (800) 968-3428.

You can also submit files that you have recorded on other devices, using our web upload app.

Complete instructions on how to use our system to dictate are available on our Support page, on our automated system number (800) 968-3428 or you can call our toll-free Customer Support number (800) 828-3889.

No, you can use any phone from any location to call SpeakWrite: car phone, cell phone, pay phone, office phone, etc.

The system is actually quite easy to use. Once you set up your account, simply call the toll-free dictation number (800) 968-3428 and follow the automated instructions. If you should encounter any problems, call Customer Support at (800) 828-3889.

No problem. It costs you absolutely nothing to have an account. You only pay for the work that our typists produce. You can use the system once a year or three times a day, whatever fits your pace and your needs.

  • .wma, .mp3, .mp4, .m4v
  • .wav (must be PCM or Microsoft ADPCM format)
  • .wmv, .avi, .mov, mpeg
  • .dss, .dss2
  • .vob
  • .ts
  • .asf, .aif, .aiff
  • .vox
  • Adobe Acrobat (PDF) files
  • RealAudio (RA or RM) files
  • Sony (DVF or MSV) files
  • AMR files
  • Apple (CAF or M4A) files
  • 3GP Files
  • Express Scribe (DCT)

No! You can submit your work any time, any day of the year, and expect to receive it in about 3 hours. Pricing remains the same!

SpeakWrite utilizes a unique pool of US-based typists who create work schedules that allow for around-the-clock coverage.

Your dictation is transmitted over secure lines to a randomly chosen typist to be transcribed, and your completed draft is emailed back to you. As an added feature, you can indicate that you want your work to be accessible only by your password once it is completed and returned to your email address.

Yes!SpeakWrite HIPAA Compliant Transcription

Safeguarding client data, including Protected Health Information (PHI), is a top priority at SpeakWrite. Our privacy & security policies and procedures adhere to the Health Insurance Portability and Accountability Act (HIPAA) of 1996 as outlined below.

The HIPAA Privacy Rule

SpeakWrite does not facilitate health care treatment, payment or operations for our clients but does process client dictations and documents that contain Protected Health Information (PHI). Therefore, we approach HIPAA’s Privacy Rule with the level of emphasis that is expected from all business associates of covered entities. Specifically, we use appropriate safeguards to prevent unauthorized use or disclosure of PHI.

In addition to maintaining strict technical standards under the HIPAA Security Rule, SpeakWrite employees and typists must master an extensive set of procedures which includes information pertaining to security, privacy and confidentiality. Examples of activities that are specifically prohibited include:

  • Disclosing any client information, including PHI, for any purpose
  • Discussing client information in public or private with any person for any reason
  • Attempting to contact or contacting clients or anyone connected to them for any reason
  • Generating written or printed copies of any client work
  • Maintaining any computer file or other record of client materials
  • Leaving client information open to view by unauthorized persons
  • Document the permitted and required uses of PHI, as required by the Privacy Rule
  • Contractually agree that SpeakWrite will not use or further disclose the PHI other than as permitted or required by the contract or as required by law

SpeakWrite educates all employees and typists on the importance of protecting client information. All SpeakWrite employees and typists take HIPAA training, and sign confidentiality agreements that reinforce our privacy policies and procedures.

The HIPAA Security Rule

This rule concerns security of Electronic Protected Health Information. There are three types of security safeguards outlined in HIPAA: Administrative, Physical and Technical.

Administrative Safeguards

SpeakWrite adheres to the following Administrative Safeguards:

  • SpeakWrite has a Privacy Officer to develop HIPAA-related policies and monitor and enforce compliance of those policies by SpeakWrite employees and typists. The Privacy Officer oversees the implementation of HIPAA and security awareness training for employees and typists, as well as prevention, detection, containment and correction of security violations. The Privacy Officer, in conjunction with the VP of Technology, continually assess and manage security risks in accordance with SpeakWrite’s risk management procedures.
  • The SpeakWrite system restricts access to PHI to individuals who have the required access authority and appropriate clearances.
  • SpeakWrite encrypts all data during transmission and at rest using industry best practices.
  • SpeakWrite deploys our systems through Microsoft Azure’s Government Cloud and utilizes their best practices for data center operation.
  • SpeakWrite maintains and regularly reviews security policies and procedures and updates our systems to follow the current industry best practices and applicable laws.

We transcribe audio and video files for a wide variety of industries: 

Have typist / transcriptionist questions? Get answers here!

Test drive SpeakWrite today with a free trial!

How to Mail Your Recorded Tapes


Many clients have recorded mini or standard cassette tapes to submit to us for transcription, but would rather not use their staff and resources to input these tapes into our system. In these instances, you can have these recorded cassettes delivered to us, and we will upload them into our system for transcription for you. To use this method of submission, you must have an existing SpeakWrite account. Send recorded tapes via overnight courier or USPS to the following address:

SpeakWrite Tape Processing Center
6300 Bridgepoint Pkwy
Building 1, Suite 100
Austin, Texas 78730

(800) 828-3889
Attn: Production Manager

With each delivery, you must print out a Recorded Tape Transmittal Sheet and enclose it with the tapes to be transcribed. Your package must include properly addressed and pre-paid packaging and label for the return of your tapes, using a service that provides for delivery tracking. If this is not included, we will return your tapes to you and charge your account a $10.00 delivery fee. Immediately upon our receipt of your tapes, we will input them into the SpeakWrite system for transcription. You will receive the transcription of the taped material via the email address on your account, just as any other SpeakWrite job. Your tapes will be returned to you via the delivery method you designate 48 hours after the completion of your transcript. All work transcribed will be charged at the standard, per word rate. There is no additional charge for handling or inputting the tapes. Be sure to erase all previously recorded tapes completely before recording any new dictation in order to avoid having old work transcribed by mistake or jeopardizing the quality of the newly recorded material.