How to dictate building condition reports for building surveyors

Q: Does QuickDictate run on a Mac or on other systems?

QuickDictate runs only on 64-bit Windows 10 and 11. A surveyor who works on another system will need a different method, such as written notes or a voice recording that is typed up afterwards.

Plain steps for building surveyors to dictate condition reports on site, with what to prepare, the mistakes to avoid and a dictation tool to consider.

By XP Daily · 2026-11-02

XP Daily is published by the makers of DaysAid, QuickDictate and YTSort, which are compared here alongside other tools.

Gather the property details and a checklist of building elements before you start, dictate each element in short spoken sections, then read the full report through before you send it on. The method works with any tool, including a plain voice recording that you type up afterwards.

Option	How it fits this job
Written notes or a voice recording	You type up the report afterwards, and nothing needs to be installed.
A dictation program you already have	Check that it runs on your computer and handles surveying terms before you rely on it.
QuickDictate	Types what you say into whichever window you are using, on Windows ^[1]

What you need before you start

Building surveyors need a few things ready before they dictate a condition report, so the words land in the right place when you speak.

Have the property address, the date and the client's name written down. Keep a checklist of the building elements you will cover, such as roof, walls, windows, drainage and services, so you can work through them in order. Note the defects you have already photographed and where each one sits on the plan.

A quiet spot on site and a headset or phone with a clear microphone help the speech come out clean. Decide in advance how each recording will be named so it matches the file for that property. Agree with your office where the finished report will be stored, so the dictated sections drop straight into the right place.

Step by step

These steps work with any dictation method, from a plain voice recording to a dedicated program.

Set up the property details first. Say the address, the date and the type of inspection at the start of the recording so the file is easy to match later.
Work through your checklist in the same order each time. A fixed order makes it easier to notice a missed element.
Describe one element at a time. Say what you see, where it is and how serious it looks, then pause.
Speak the location clearly. Name the room, the elevation or the floor, so a reader can find the defect.
Use plain words for defects. Name the material and the problem, such as cracked render or a damp patch, rather than a loose phrase.
Mark anything you want to revisit. Say 'check later' so you can find it when you review the recording.
Dictate the recommended action for each defect separately from its description, so the report reads cleanly.
Review the text before it leaves your hands. Read the transcript against your photos and notes, and correct any words the tool got wrong.
Build a short list of surveying terms that the tool keeps getting wrong, and correct them once so the same mistake does not repeat.
Save each report under the property name and the date, using the same file name pattern every time so nothing is lost.

Tools that can do it

You do not need special software for this. Pick the method that suits how you work on site and how your office stores reports.

Written notes or a voice recording. You can jot notes on a pad or record your spoken notes on a phone, then type up the report at the desk. Nothing extra needs to be installed, but typing up takes time, so allow for it in your day.

A dictation program you already have. If you use one, check that it runs on your computer and types into the window your report uses. Look at how it handles surveying terms before you trust it on a long report.

QuickDictate is made by the team that publishes this site. QuickDictate is a Windows program that types what you say into whichever window you are using. ^[1] You hold a key while you talk, or press it once to start and once to stop, and you can change both keys. ^[1] You can list words and phrases to help the speech service recognise them, and you can set up corrections so that spellings such as 'Chat GPT' become 'ChatGPT'. ^[1] The offline option needs a speech model installed first, after which dictation needs no internet connection or API key. ^[1] It is free for personal and other noncommercial use, with no subscription or account, and cloud providers bill you separately for their service. ^[1]

Common mistakes to avoid

Dictating without a checklist. Without one, you may skip an element and only notice when you are back at the desk. Working through a fixed list keeps the report complete.

Mixing description and advice. When both sit in one sentence, the reader cannot tell which part is a fault and which part is a suggestion. Keep them apart.

Forgetting the location. A defect with no room, floor or elevation is hard to find later. Say where it is every time.

Trusting the transcript without a read. Tools can mishear words, especially technical terms and names. Read the text against your photos before it goes out.

Leaving recordings unnamed. If files do not match the property, they are hard to find later. Name each one by property and date.

Speaking too fast. Slower speech gives the tool and the reader a better chance of getting each word right.

Frequently asked questions

How can building surveyors dictate condition reports with QuickDictate?

QuickDictate is a Windows program that types what you say into whichever window you are using. ^[1] You hold a key while you talk, or press it once to start and once to stop. ^[1] What you say is typed into whichever window has focus, such as an editor or a web form. ^[1] Check the text against your notes before you save the report.

Does QuickDictate run on a Mac or on other systems?

QuickDictate runs only on 64-bit Windows 10 and 11. ^[1] A surveyor who works on another system will need a different method, such as written notes or a voice recording that is typed up afterwards.

Can QuickDictate learn surveying terms and names?

You can list words and phrases that are sent to the provider to help it recognise them, and a replacement table fixes spellings such as 'Chat GPT' to 'ChatGPT'. ^[1] Profiles can also change the vocabulary and formatting depending on which app is in focus. ^[1] Add the terms you use most, such as material names and standard defect terms, and check the first few reports closely.

Does QuickDictate work without an internet connection on site?

The offline option needs a speech model installed first, and after that dictation needs no internet connection or API key. ^[1] To set it up, choose the local option in Settings and install a speech model such as Whisper Large v3 Turbo. ^[1] Keep the speech model installed before you go on site, so the tool is ready when you need it.

Is QuickDictate free for surveyors who bill clients?

QuickDictate is free for personal and other noncommercial use, with no subscription or account. ^[1] From v0.9.0 on, it is free for personal and other noncommercial use, and commercial use needs a separate licence. ^[1] Read the licence terms to see how they apply to your work before you rely on the program for client reports. Online speech services bill you separately for their service. ^[1]

QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill you separately for their service. ^[1]

Try QuickDictate

Sources

QuickDictate's own description of itself (the product of this site's publisher)