How to record session notes for therapists in 2026

A plain guide for therapists to record session notes, with steps, tools to consider and common mistakes to avoid.

By XP Daily · 2026-10-17

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

Prepare the session details, record notes in a consistent format, review the wording, and store the notes according to the requirements that apply to the practice.

Option	How it helps record session notes	Cost or fee details
Text editor or existing note system	Type notes directly where the practice keeps records.	not published
Spreadsheet	Organize note details in fields chosen by the user.	not published
QuickDictate	Types spoken words into whichever window is being used. ^[1]	Free for personal and other noncommercial use, with no subscription or account. Cloud providers bill separately for their service. ^[1]

What you need before you start

Recording session notes starts with having the details that need to be captured ready. Keep the session information, note format, and any required fields available before writing.

A clear structure helps keep notes consistent. Decide where notes will be recorded, what information needs to be included, and when the review step will happen.

Choose a method that matches the way notes are created. Some therapists prefer typing directly into a record system, while others use a separate writing tool before moving the notes where they belong.

If voice input is part of the process, check that the tool places spoken words where they are needed and that any service connected to it follows the requirements for handling information in the practice.

Step by step

Prepare the session details. Open the place where notes will be stored and have the information needed for the note ready.

Choose the note method. Decide whether typing, dictation, or another writing method will be used for the session notes.

Record the main points. Capture the details needed for the note in the format used by the practice.

Review the wording. Read through the note and correct unclear phrases, missing details, or typing mistakes before saving it.

Check the final note. Make sure the note contains the information needed for the record and that it is placed in the correct location.

Keep the process consistent. Use the same review habits for each session so notes follow a predictable workflow.

Check tool settings. If a tool sends speech to another service or stores preferences, review the settings before using it for session notes.

Update the approach when needed. If the note process creates extra work, look for a different method or tool that matches the practice requirements.

Tools that can do it

A basic text editor or the note area already used by a practice can be enough for recording session notes. Check the storage, security, and workflow requirements that apply before choosing where notes are kept.

A spreadsheet can hold structured information when a practice uses fields that match a table format. Check whether the spreadsheet approach meets the needs of the records being created.

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]

QuickDictate lets spoken notes go into whichever window has focus, such as an editor, chat box, terminal or web form. ^[1] You hold a key while talking, or press it once to start and once to stop, and you can change both keys. ^[1]

QuickDictate can use ElevenLabs, Deepgram, OpenAI, AssemblyAI, DashScope or Google, and that provider bills you directly. ^[1] Choosing Local in Settings and installing a speech model such as Whisper Large v3 Turbo lets dictation work without an internet connection or API key. ^[1]

QuickDictate can show words while you are still talking with five of the cloud providers. ^[1] It can keep a list of words and phrases to help recognition, and it can replace spellings such as "Chat GPT" with "ChatGPT". ^[1]

Common mistakes to avoid

Recording before choosing a note format. Starting without a structure can make notes inconsistent. Decide what needs to be captured first.

Skipping the review step. Spoken or typed notes can contain errors, so read the final note before saving it.

Using a tool without checking its settings. Review where information goes and what services are involved before adding a new tool to the workflow.

Ignoring practice requirements. The right note process depends on the rules and needs that apply to the practice.

Forgetting to check changes. If a tool, workflow, or storage method changes, review whether the note process still works for the practice.

Frequently asked questions

Can QuickDictate record session notes for therapists?

QuickDictate can type what is said into whichever window is being used, including an editor, chat box, terminal or web form. ^[1] ^[1] The note workflow still depends on the storage and record requirements used by the practice.

Is QuickDictate free for personal use?

QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill separately for their service. ^[1] Commercial use needs a separate licence from v0.9.0 onward. ^[1]

Can QuickDictate work without an internet connection?

QuickDictate can use a Local setting with an installed speech model such as Whisper Large v3 Turbo, and dictation then needs no internet connection or API key. ^[1] Check the speech model setup before using this approach.

Can QuickDictate change settings for different apps?

QuickDictate profiles can change the provider, language, vocabulary and formatting depending on which app is in focus. ^[1] This can help when different applications need different dictation settings.

Does QuickDictate store dictation history?

QuickDictate lets users browse and filter the last 50 dictations in Settings, and the history survives a restart or self-update. ^[1] API keys, audio and transcripts are never synced. ^[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)