Composing email can become repetitive, especially when the same scheduling, follow-up, and status-update patterns appear every day. Speaking a first draft may reduce drafting time, while AI cleanup can make that draft easier to review.
The voice dictation email workflow
A practical voice-first email workflow:
- Read the email
- Open the reply field
- Hold your AiType shortcut and speak what you want to say — conversationally, as if talking to the person
- Release — AiType transcribes and cleans up in about 250 ms
- Paste, skim, send
The key is step 3: you speak conversationally, not in polished prose. AiType's AI cleanup handles the polish.
What to say vs what you get
"hey sarah yeah that sounds good to me um can we do thursday at 3pm instead of 2 i have a call until 230 and it might run over let me know"
"Hey Sarah, that sounds good to me. Can we do Thursday at 3 PM instead of 2? I have a call until 2:30 and it might run over. Let me know."
This short example shows the difference between conversational speech and a cleaned draft. AiType typically completes transcription and cleanup in about 250 ms, but actual timing varies by device, connection, and text length.
Email types that dictate best
- Meeting scheduling/rescheduling: A short, structured reply that can be easy to draft by voice.
- Status updates — "we're on track, main blocker is X, expect to complete by Friday"
- Introduction emails — speak in a friendly tone; cleanup makes it professional
- Follow-ups — "just checking in on the proposal we sent last week"
- Decline/delay emails — awkward to type, easy to say
- Longer explanatory replies: Try voice when speaking the explanation feels easier than typing it.
Using AiType's Reply feature (mobile)
On iPhone and Android, use Reply to draft from copied or typed context, then review before sending. This can help when you want to turn a quick instruction into a clearer customer or team response.
Gmail and Outlook-specific tips
Gmail (Mac/Windows)
Open the reply compose window, focus the text area, hold your AiType shortcut, speak, then release. Review the pasted result before sending.
Outlook (Mac/Windows)
Same workflow. Outlook handles pasted text cleanly. For signature-protected replies, focus the body before the signature line before dictating.
iPhone Mail and Gmail iOS
Switch to the AiType keyboard with the globe icon. Tap Mic, speak, then tap Stop. Review the result in the compose field before sending.
Measure the time saving in your own inbox
The benefit depends on your typing speed, email length, review time, and environment. Compare a small set of similar replies by typing and by voice. Keep the workflow only if the complete draft, review, and send cycle is faster for you.
A simple change worth testing
Use speaking for the first draft of routine replies, then review the cleaned text. Templates, labels, and AI drafts can still help with other parts of email work. The right mix depends on your inbox and the accuracy you need.
Also read: 15 voice typing productivity hacks · Voice typing for developers
Draft email replies by voice
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