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How to draft editing notes by voice for editors in 2026

A plain guide for editors to draft editing notes by voice, with steps, tools to consider and mistakes to avoid before choosing a workflow.

By XP Daily ยท

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

Prepare the document, the source material and a place for notes, then dictate each note and review the text before sharing it.

OptionHow it can be used for voice editing notes
Paper list or documentKeep notes in a written place chosen for the editing workflow
SpreadsheetTrack note details in rows and columns
QuickDictateTypes what you say into whichever window you are using, such as an editor, chat box, terminal or web form. [1]

What you need before you start

Drafting editing notes by voice takes a few things ready before the first note.

Set aside time to review the notes after dictation. Spoken notes can be quick to create, but the final wording still needs a check before it goes to another person.

Step by step

These steps work with different voice typing approaches.

  1. Open the material and the note location. Make sure the place where notes will appear is ready before speaking.
  2. Read the section that needs comments. Identify the exact part that needs an editing note.
  3. Start dictating the note. Say the point that needs attention, including the location or context that helps another editor or writer understand it.
  4. Pause between separate notes. Give each comment its own space so the notes are easier to review later.
  5. Check the text after dictating. Correct names, terms and wording that did not come through as intended.
  6. Add any missing details. A short voice note may need extra context before it is shared.
  7. Review the full set of notes. Read them in order and remove anything that no longer applies.
  8. Send or save the notes. Keep the final version where the editing workflow requires it.

A good voice note workflow separates creating the first draft from polishing the final notes. The first pass is for getting ideas down, while the review pass makes the notes easier to use.

Tools that can do it

You do not need a specific tool for this. Here are options to consider.

Paper list or document. You can speak notes into a separate recorder or type them manually after thinking through the edits. Facts about specific document apps are not provided here, so check their own pages for limits and cost.

A spreadsheet. A spreadsheet can hold locations, comments and status details if that matches the editing workflow. Facts about specific spreadsheet apps are not provided here, so check their own pages for limits and cost.

QuickDictate. 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 can hold a key while you talk, or press it once to start and once to stop, and you can change both keys. [1] What you say is typed into whichever window has focus, such as an editor, chat box, terminal or web form. [1]

QuickDictate can use ElevenLabs, Deepgram, OpenAI, AssemblyAI, DashScope or Google, and that provider bills you directly. [1] Choose Local in Settings and install a speech model such as Whisper Large v3 Turbo; dictation then needs no internet connection or API key. [1]

Common mistakes to avoid

Skipping the review pass. Voice typing can save drafting time, but notes still need checking before they are shared.

Giving vague locations. A note is easier to act on when it points to the section, sentence or idea being discussed.

Making every thought one long note. Separate comments are easier to follow than a single block of speech.

Ignoring the app where notes will appear. Check that the chosen tool fits the writing area used for editing.

Forgetting personal terms. Names, specialist words and repeated phrases may need a review so the final notes match the intended wording.

Frequently asked questions

Can QuickDictate draft editing notes by voice?

QuickDictate is a Windows program that types what you say into whichever window you are using. [1] This means a person drafting editing notes can speak while the note area is focused and have the words appear there. [1]

Can QuickDictate type into an editor or chat box?

QuickDictate types what you say into whichever window has focus, such as an editor, chat box, terminal or web form. [1] A workflow can use the window where notes need to appear rather than copying text between places.

Can QuickDictate use a local speech model for dictation?

QuickDictate can use local models by choosing Local in Settings and installing a speech model such as Whisper Large v3 Turbo. Dictation then needs no internet connection or API key. [1] This is one option to check when planning a voice note workflow.

How much does QuickDictate cost for personal use?

QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill you separately for their service. [1] Check provider costs separately if cloud speech services are part of the workflow.

Can QuickDictate remember settings between PCs?

If a person signs in, QuickDictate can sync preferences such as hotkeys and language between PCs. API keys, audio and transcripts are never synced. [1] Check the settings needed for a workflow before moving between computers.

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

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

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