Why Your Dictated Sentences Sound Weird (And How to Fix That)

I dictated an email to a client in 2016 using Dragon NaturallySpeaking. I spoke naturally, explaining a technical problem. When I reviewed the transcription, it read like a transcript of someone thinking out loud, not like written communication.

"So what happened was um the server it crashed because well actually first the database ran out of space and then that caused the server to crash and we need to fix it by adding more disk space probably."

That's a sentence using dictation. It's also terrible writing.

The problem isn't the dictation software. The problem is speaking and writing are different skills. Most people dictate like they talk, then wonder why their written content needs heavy editing.

The Speaking vs. Writing Problem

When you talk, you use filler words ("um," "uh," "like"), false starts, and run-on sentences. That's normal conversational speech. Your listeners understand you because they have context, tone, and body language.

When you write, you edit out the verbal clutter. You structure sentences deliberately. You use punctuation to control pacing. Readers only have your words, so those words need to be clearer.

Dictation technology has gotten good at capturing what you say. Modern AI like Dictation Daddy achieves 96-98 percent accuracy without any training required. It automatically formats punctuation, handles new lines and paragraphs intelligently, and cleans up false starts naturally.

But accurate transcription of conversational speech produces conversational text. If you dictate like you talk, you get spoken-word prose that needs editing.

How to Actually Dictate Good Sentences

I've dictated hundreds of thousands of words over the past decade. Here's what actually works:

Slow down. Not dramatically, but pause slightly between sentences. Give yourself time to think before starting the next sentence.

Compose complete sentences mentally before speaking them. Don't start talking and figure it out mid-sentence.

Say punctuation when necessary, or use formatting commands. Modern AI like Dictation Daddy adds punctuation automatically, but you can say "comma" or "new line" when you need specific formatting.

Stop and restart when you mess up. Don't try to verbally edit mid-sentence. Just stop, pause, and re-dictate the sentence correctly. AI handles false starts well.

Review and edit afterward. Dictation produces first drafts. Budget time for editing just like you would when typing.

Example of dictating poorly:
"So I wanted to talk about um the thing we discussed yesterday which was about the project timeline and basically we need to well actually we should probably figure out when we can finish this."

Example of dictating well:
"Let's discuss the project timeline we covered yesterday. New paragraph. We need to determine a realistic completion date. Our current estimates may be optimistic."

The difference isn't the dictation software. The difference is deliberate sentence construction.

What Modern Dictation Actually Handles

With AI dictation like Dictation Daddy, you don't need to say "period" or "comma" constantly like with old Dragon software. The AI adds punctuation automatically based on your speech patterns and sentence structure.

But you can still use formatting commands when needed:

"New line" - creates line break
"New paragraph" - creates paragraph break
"Comma" - inserts comma if automatic punctuation missed it
"Period" - ends sentence if automatic punctuation didn't catch it

The AI achieves 96-98 percent accuracy without any training required. Technical terms, proper names, industry jargon - it handles these immediately. No need to train the software on every specialized word like with Dragon.

False starts are handled naturally. If you say "The server crashed... actually, the database failed first," the AI understands you're correcting yourself and transcribes accordingly.

Dictation Daddy is available on Windows, Mac, iPhone, Android, and Chrome extension. The apps don't sync between devices, but you have accurate dictation wherever you're working. Under 100 dollars per year. For enterprises needing SOC2 or HIPAA compliance, there's a dedicated plan.

Examples of Good Dictation

Here are example sentences dictated well using modern AI dictation:

Professional email:
"Thanks for your email about the deadline. New paragraph. I reviewed the project timeline and we can deliver by March 15th. That gives us two weeks of buffer for testing. New paragraph. Let me know if you need any other information."

Technical documentation:
"The API accepts JSON payloads with three required fields. New line. First, user ID as an integer. New line. Second, timestamp in ISO 8601 format. New line. Third, action type as a string."

Meeting notes:
"Discussed Q1 goals with the team. New paragraph. Key decisions. New line. Launch beta by February 1st. New line. Hire two additional developers. New line. Increase marketing budget by 20 percent."

These examples work because they're composed as written sentences, not spoken rambling transcribed verbatim.

Dragon vs. Modern AI for Dictating Sentences

I used Dragon NaturallySpeaking from 2015 to 2024. With Dragon, you had to say punctuation constantly:

"Thanks for your email period new paragraph I reviewed the project timeline comma and we can deliver by March 15th period"

Saying punctuation out loud disrupts your flow. You're focused on voice commands instead of content.

With modern AI like Dictation Daddy, punctuation is added automatically:

"Thanks for your email. I reviewed the project timeline and we can deliver by March 15th."

The AI adds the period after "email" and the comma is placed appropriately (or omitted where "and" works fine). You're dictating content, not formatting commands.

Dragon accuracy after training: 95-97 percent.
Dictation Daddy accuracy: 96-98 percent, zero training required.

Dragon training time: 20-30 minutes initial, then weeks of corrections.
Dictation Daddy training time: zero.

Higher accuracy, no training, automatic formatting. That's why I switched.

Common Mistakes When Dictating Sentences

Most people make these errors when learning to dictate:

Talking without thinking. They start sentences without knowing how they'll end. Results in meandering run-on sentences.

Using too many filler words. "Um," "uh," "like," "you know" - these get transcribed and clutter your text.

Not pausing between sentences. They run sentences together without giving the AI time to recognize sentence boundaries.

Forgetting they're writing, not talking. They use conversational tone for formal business documents.

Not reviewing afterward. They assume dictation is a substitute for editing. It's not - it's a substitute for typing.

The solution: Practice dictating deliberately. Treat it like writing that happens to use your voice instead of your keyboard.

When Dictation Actually Saves Time

Dictation saves time when:

You're creating first drafts that need editing anyway. Dictating rough content is faster than typing it.

You're capturing thoughts quickly. Meeting notes, brainstorming, quick memos - dictation is ideal.

You have wrist or hand issues. Health trumps efficiency.

You think verbally. Some people compose better speaking than typing.

Dictation doesn't save time when:

You're writing content that requires careful word choice. Poetry, marketing copy, legal language - type these.

You're working with complex formatting, citations, or code. Dictating formatting commands is slower than using a keyboard.

You spend more time editing dictated content than you would have spent typing carefully the first time.

Honest assessment: dictation is a tool that works brilliantly for some tasks and people, poorly for others.

What I Actually Do

I dictate first drafts of articles, emails, and documentation. I speak deliberately, composing sentences mentally before saying them. I use Dictation Daddy because it achieves higher accuracy (96-98 percent) than Dragon without requiring training, and automatic formatting means I focus on content instead of voice commands.

Then I edit. Every dictated sentence gets reviewed and revised. Sometimes lightly, sometimes heavily, depending on the content.

The workflow: Dictate, edit, publish. Not dictate and publish. Understanding that distinction is the difference between effective dictation and frustration.

Last updated: January 14, 2026, verified with current AI dictation capabilities