Dictations

A dictation is a recording where one person speaks the text of a document, such as a letter, report, notes or a book, along with instructions for how to format it, like “comma” or “new paragraph.” Rev’s human transcriptionists follow those instructions and format the text so you get back a document that needs little or no editing, instead of a word-for-word record of everything you said.

This article explains how to order a dictation, what to say to get the formatting you want, and what Rev does with corrections, side conversations, and formatting it can’t apply.

In this article

How to Order a Dictation

There’s no separate dictation service. Order standard human transcription:

  1. Upload your recording and choose Human transcription at checkout.
  2. Leave Verbatim off unless you want every spoken command typed out (see Verbatim Dictations).
  3. Place your order.

Transcriptionists recognize a dictation from the recording itself: usually one speaker reading text and giving formatting instructions. You don’t need to label it. If you start with a note such as “This is a dictation,” that note isn’t typed into your document.

Price and turnaround: The same as standard human transcription. See the Pricing page for current rates and Turnaround Times for delivery estimates.

 

Punctuation and Formatting Commands

Rev follows punctuation exactly as you dictate it. You can say:

  • “Period,” “full stop,” or “stop” → .
  • “Comma,” “colon,” “question mark,” and other punctuation by name
  • “Open quote” / “close quote” → “ “
  • “Open paren” / “close paren” → ( )
  • “Open bracket” / “close bracket” → [ ]
  • “New line” or “drop down” → moves to the next line
  • “New paragraph” or “paragraph” → starts a new paragraph
  • “New heading” → a heading on its own line, with the first letter capitalized and no ending punctuation
  • “Capitalize” → capitalizes the first letter. Say “all caps” if you want the whole word in capitals.
  • “Number one,” “next number” → a numbered list
  • “Bullet,” “next bullet” → a list with dashes (-)

Rev can’t apply: bold, italics, underline, strikethrough, or center or right alignment. These instructions are skipped and not typed into your document, so you can add the formatting yourself afterward.

 

What Rev Formats for You

To give you a document that’s ready to use, transcriptionists also:

  • Format letters in standard letter layout (greeting, paragraphs, sign-off on its own line) even if you don’t dictate every line break. Your sign-off name has no punctuation after it.
  • Type spelled-out words as words. If you say “Hartwell, H-A-R-T-W-E-L-L,” the document says “Hartwell.”
  • Write dollar amounts as numbers, such as $2,500.
  • Mark blanks. If you say “blank,” you get a line (__________) that’s easy to find and fill in.
  • Add a missed period at the end of a sentence if you clearly forgot it.
  • Follow your paragraph breaks, even if a paragraph gets long. If you stop dictating paragraph breaks, standard paragraphing is used.

 

What Rev Leaves Out

These aren’t typed into your document:

  • Instructions meant for the transcriptionist, such as “All right, typist, this is tape two”
  • Corrections. If you say “scratch that” or “strike that,” only the corrected version appears.
  • False starts and filler words, such as “um” and “uh”
  • Side conversations and unrelated background voices, such as a TV
  • “End of dictation” at the end of the recording

 

Dictating Fiction

If you’re dictating a book or story, each line of dialogue goes on its own line, whether or not you dictate quotation marks or paragraph breaks. This makes it easier to paste the text into your manuscript.

“Hey, what are you doing?”

“I’m sitting in a chair,” he says dryly, not making eye contact.

“Why aren’t you in the courtyard or in your room?”

 

Verbatim Dictations

If you add Verbatim, your commands are typed out as you say them (“period,” “new line,” “strike that,” “bold”), along with notes to the transcriptionist. Some formatting, such as numbered lists, is still applied. Most people don’t want this, so leave Verbatim off unless you specifically need every word on record.

 

Tips for the Best Results

  • Say your punctuation and paragraph breaks. Rev adds only what you dictate, plus a missed period here and there.
  • Pause briefly around commands so they aren’t mistaken for text.
  • Spell out unusual names and terms the first time you say them.
  • Use “scratch that” to correct yourself. Only the corrected version appears.
  • Leave Verbatim off at checkout.
  • Turn off speaker names when you download. Every dictation is labeled “Speaker 1” in the editor. Uncheck Include speaker names so that label doesn’t appear in your document.
  • Add bold, italics and alignment in the Transcription Editor or your word processor.