The Complete Guide to Smart Templates
Smart Templates are the core of SpeaktoNotes. Instead of giving you a raw transcription and leaving you to format it yourself, Smart Templates take your voice recording and shape it into a specific output format. No prompting, no editing, no manual formatting. You pick a template, speak, and get back something ready to use.
The six templates
SpeaktoNotes ships with six Smart Templates, each designed for a different type of output: Email, Text Message, List, Note, Social Post, and Meeting Debrief. Each one uses AI that understands the conventions of that format. An email gets a subject line, greeting, body, and sign-off. A list gets numbered items. A meeting debrief gets action items and key decisions.
The Email template turns rambling thoughts into professional correspondence. Mention who the email is for, what it is about, and any key points. The AI structures it with a clear subject line, appropriate tone, and logical flow. You can dictate five emails in the time it takes to type one.
Text Message
Short, casual, and to the point. The Text Message template strips out formality and gives you something that reads like you actually wrote it with your thumbs. Great for quick replies and check-ins when you are on the move.
List
Speak a stream of items and get back a clean, numbered or bulleted list. Works for shopping lists, to-do lists, packing lists, inventory checks, and anything else where you need structured items. The AI is smart enough to group related items and remove duplicates.
Note
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The most flexible template. Notes come back as clean paragraphs with your ideas organised logically. Good for capturing thoughts, recording observations, journaling, or documenting anything that does not fit neatly into another category.
Social Post
Speak your idea and get back a post formatted for social media. The AI keeps it concise, adds appropriate structure, and matches the tone of platforms like LinkedIn, Instagram, or X. Stop staring at the compose box trying to be clever. Just say what you want to say.
Meeting Debrief
Record a quick summary after any meeting and get back structured notes with attendees, key discussion points, decisions made, and action items. This template is designed for the two-minute window after a meeting ends, when everything is still fresh but you need to move on to the next thing.
Choosing the right template
You do not need to overthink it. Pick the template that matches your intended output. If you are not sure, start with Note. It is the most forgiving and works for almost anything. As you get comfortable, you will naturally reach for the more specific templates when they fit.
The real power of Smart Templates is consistency. Every email follows the same professional structure. Every list is clean and scannable. Every meeting debrief captures the right details. You stop worrying about formatting and focus on what you actually want to say.