Support – SpeakWrite User Guide

Refer to the the User Guide to walk you through all the ways you can submit your dictations and receive your completed transcriptions.

Submission Methods

The SpeakWrite App is a complete digital dictation system for Smartphones.

  • Turn your phone into a digital office and send your dictations to our network of US-based typists
  • Record dictations of any length from anywhere with full editing capabilities
  • Record telephone calls, meetings or interviews for transcription
  • Take photos and integrate those into your dictation
  • The App is free. You just pay for the work transcribed and nothing else
  • SpeakWrite Smartphone App Training Guide

SpeakWrite Transcription App for iphones

SpeakWrite Transcription App for Android devices

Dictate directly into our system by calling our toll-free dictation line at (800) YOU-DICTATE (800-968-3428) from any phone. Enter your account number and PIN and follow the automated prompts. Begin dictating when instructed and hang up when you are done. Your work will automatically be submitted to our system and immediately routed to our typist network for completion.

Use your telephone keypad to navigate through your dictation (below). Click here for the ‘Quick Start Guide and Wallet Card’ for use in dictating by telephone.

Telephone Keypad CommandsTelephone Dictate Commands

When in ‘Record’ or ‘Playback’ mode, you must press ‘5’ (Pause) before using any other function. 

When you press the ‘5’ key (Pause), you will hear a clicking sound. The job will submit automatically for transcription after 15 minutes of inactivity. 

‘Saving’ Your Partially Completed Work

‘Save’ your work for completion later by pressing the ‘#’ key during your recording, then following the instructions to ‘Save’. You will be given a job number for reference when you are ready to retrieve and complete, or submit, your audio.

To retrieve a ‘Saved’ job for completion, dial into the toll-free dictation number and follow the instructions to ‘Retrieve an existing job’. Enter the job number of the saved job and continue with your dictation where you left off.

Multiple Jobs In A Single Telephone Call

To create multiple jobs in one session, without placing multiple calls to the dictation line, just press the ‘#’ key when you have finished dictating. Listen to the automated prompts – listen for the option of submitting that job for typing and beginning a new job.

International Calls

To submit a job from outside of the U.S., and you are unable to use the (800) number, dial 011+1+5123428792 to access your account and submit your work. Also remember that you can download our free SpeakWrite App on your iPhone® or Android® device. Using the App lets you record and submit jobs via your internet connection and without the expense of an international call.

SpeakEasy free software lets you dictate directly into your computer, then upload your work to SpeakWrite for transcription. SpeakEasy is not voice recognition software, but rather it is another way to transfer your spoken audio notes to our typists for transcription.

Download SpeakEasy to your desktop or laptop.

Use SpeakEasy to record your voice using any standard microphone. Pause, rewind, playback and fast forward within your audio, save a copy of the audio to your computer, and submit the dictation for typing when ready.

SpeakEasy2 Dashboard

Dictate directly into SpeakEasy by clicking the ‘New Audio’ button to begin a new job. Dictate as you normally would and save when you are done. After dictating, you can submit the job for transcription, or just save your audio to your computer for completion later. Use the navigation buttons to pause, rewind, and listen to your recorded work before submitting.

You can also use SpeakEasy to upload digital audio files not created using SpeakEasy. Save any audio file to your computer and use SpeakEasy to browse, locate the file, and upload to our system for typing by clicking the ‘submit other’ button. It’s as easy as sending an email attachment.

Click here to view the SpeakEasy Quick Reference Guide.

SpeakEasy is only available on PC’s and is not currently supported on MAC.

If you are accustomed to creating your dictation using a digital dictation device, SpeakWrite can accommodate that as well. Just ‘save’ your digital file to your computer and submit it to our system.

To upload your digital audio file via our website, log into your SpeakWrite Account Page via the Client Login link from the SpeakWrite website.  Then click ‘Send Your File’ to upload your audio from your computer.

Note: To submit files over 2GB in size, use the FTP method.

To submit a dictation via email, create your dictation as you normally would and save the file to your computer. When you are ready to submit your job, attach the file to an email addressed to Include your ten digit account number in the subject line. It is important that you put ONLY your account number in the subject line; otherwise the job will not be submitted for typing.

[Please note: It is important to note that our mail server has a size limitation of 12MB. You may need to check for any size restrictions on the mail server that you are using. You can upload larger files to your Account Page, or if you need assistance please contact Customer Support at (800) 828-3889.]
We have the capability to setup FTP (File Transfer Protocol) connections for your organization for submission of your dictated material. If you are interested in using this method of job transmittal, contact Customer Support at (800) 828-3889.
You can record an outgoing call by using the toll-free CallCapture™ line at (800) 773-2597, and the recording is sent directly to the SpeakWrite system for transcription. You can also download our free SpeakWrite App to record your call and submit photos directly from your phone.

On any mobile phone or land line:

  1. Dial (800) 773-2597
  2. Enter your SpeakWrite Account Number and PIN.
  3. Enter the 10 digit phone number you would like to call.
  4. Your phone call will be placed just like any other call.
  5. When your conversation is over, hang up and your transcribed conversation will be sent to your email in about 3 hours.
  6. Your SpeakWrite account will then be charged by the word at the Multiple Speaker rate.

CallCapture™ does not work on 800 numbers or phone carriers who block Unknown Caller ID.

Submit your recorded tapes to us one of the following three ways:

  1. Play Your Recorded Tapes
      By using a simple and inexpensive adapter cable you can connect your dictation device to any telephone, allowing you to call our toll free dictation number, follow the automated instructions, then press ‘play’ on the dictation device when you hear the tone.

  2. Use SpeakEasy To Upload Your Recorded Tapes
      To upload your recorded audio tapes to SpeakEasy for transcription, you will need a male to male audio cable and the device you used to create your dictation.

  3. Mail Your Recorded Tapes

    Many clients have existing, 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
    6011 West Courtyard Drive, Suite 450
    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.

Receiving Your Work

There are three ways by which you can retrieve your completed work:

Your work will automatically be emailed to you in your specified word processing format (Word or WordPerfect) upon completion. You may also request, during the course of your dictation, that a copy of that particular job be sent to an additional email address by stating “SpeakWrite typist, please also send a copy of this completed job to ___”

Requests to send additional copies must be directed to “SpeakWrite typist” and you must spell out the email address(es). This will apply only to that one job. If you want to change your Account Preferences to have all future jobs sent to multiple addresses, you can contact Customer Support at (800) 828-3889, or via email at

  • For extra security, you can receive your work via a password protected URL.
  • Go to Client Login and click ‘Preferences’ at the top right of the page to activate this feature.
Access your completed jobs and your original audio via your SpeakWrite Account Page by clicking ‘Job Status’.

Note: Completed jobs and original audio are kept on our system for 90 days.

File Types Accepted

Each of the following methods can be used to submit work.

SpeakWrite accepts virtually any audio file type, including:

  • .3GP
  • .AAC
  • .AMR
  • .AIF
  • .AIFF
  • .ASF
  • .AVI
  • .CAF
  • .DCT
  • .DS2
  • .DSS
  • .DVF
  • .M4A
  • .M4V
  • .MOV
  • .MP3
  • .MP4
  • .MPG
  • .MSV
  • .PDF
  • .RA
  • .RM
  • .TS
  • .VOX
  • .VOB
  • .WAV
  • .WMA
  • .WMV
  • Submit your DVD’s, CD’s, Cassette & Micro-Cassette Tapes via mail. See Recorded Tapes submission method above.