Sonicribe Custom Styles: Email, Meeting, Coding & More

What Are Sonicribe Styles?

Sonicribe styles are AI-powered formatting templates that automatically transform your raw speech into perfectly structured output for different contexts. Instead of dictating into a single format, you choose a style that matches your task—and Sonicribe's AI handles the rest.

Think of styles as specialized assistants. You dictate naturally, and each style knows exactly how to format, structure, and enhance your words for that specific purpose.

When you activate Sonicribe and start speaking, the style determines how your dictation gets processed. A 20-second voice message becomes either a formal email with greeting and signature, a casual Slack message, a bulleted meeting note, or clean code comments—all from the same dictation.

Sonicribe Writing Styles Explained

Clean prose: AI-Enhanced Transcription

What it does

The Clean prose style is Sonicribe's most intelligent formatting option. It transcribes your speech and then applies advanced AI processing to improve grammar, punctuation, capitalization, and overall clarity without changing your intended meaning.

Clean prose style automatically:

• Fixes grammatical errors
• Adds proper punctuation
• Corrects capitalization
• Expands common abbreviations
• Maintains your voice and tone

When to use it

Use Clean prose style for any general-purpose transcription where you want professional quality without formatting to a specific template. It's ideal for:

• Writing drafts of articles or blog posts
• General note-taking that needs polishing
• Feedback or commentary
• Any situation where natural language improvement adds value

Example output prompt

"just finished the client call and here are my thoughts on their budget concerns we should probably schedule a follow up meeting next week"

Output:

"Just finished the client call, and here are my thoughts on their budget concerns. We should probably schedule a follow-up meeting next week."

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Exactly as spoken: A Draft in Your Own Words

What it does

Exactly as spoken turns your speech into a draft while skipping the separate AI rewrite. Choose it when you want to keep control of the wording and edit the result yourself. In Styles → Exactly as spoken → Rewrite, Text formatting stays at No formatting.

This style:

• Captures the words you dictate with the speech model selected in Voice
• Skips a separate writing prompt
• Keeps your draft ready for direct editing
• Works with your chosen word groups and text replacements
• Gives you a simple starting point for notes and longer drafts

When to use it

Use Exactly as spoken for a first draft, a personal note, or text you plan to edit closely:

• Capturing your own interview observations
• Drafting responses in your own voice
• Recording an idea before revising its structure
• Comparing speech recognition before adding a rewrite

Example dictation

Select the style, then say: "And that's why I think we need to reconsider the whole approach because the current system is just not working."

Draft: "And that's why I think we need to reconsider the whole approach because the current system is just not working."

For deliberate hesitations, set Settings → Listening → Leave out ums and uhs to your preference. Keep useful names in Words and review the draft in the app where you write.

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Message: Casual Formatted Text

What it does

Message style formats your dictation as a casual, conversational text message. It's optimized for Slack, iMessage, social media comments, and any platform where friendly, informal language is expected.

Message style:

• Uses casual language and contractions
• Adds appropriate emojis for tone (optional)
• Keeps sentences short and punchy
• Removes formal phrases
• Optimizes for readability on mobile

When to use it

Use Message style for quick, informal communication:

• Slack messages to teammates
• Text messages to colleagues
• Casual emails to friends
• Twitter/X posts and comments
• Discord messages

Example output prompt

"hey I just wanted to let you know that I'm running about 15 minutes late to our meeting and I grabbed coffee if you want some"

Output:

"Hey! Running about 15 mins late to our meeting. Grabbed coffee—want some?"

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Email: Professional Email

What it does

Email style is purpose-built for professional emails. It structures your dictation as a complete, ready-to-send email with proper greeting, body paragraphs, professional tone, and professional sign-off.

Email style automatically:

• Adds a proper greeting ("Hi [Name]," or "Hello,")
• Structures multiple points as separate paragraphs
• Ensures professional word choice
• Adds appropriate closing ("Best regards," "Sincerely," etc.)
• Formats as a complete email

When to use it

Use Email style whenever you need to compose a professional email:

• Client or customer communications
• Formal requests or proposals
• Work emails to colleagues or managers
• Follow-up messages
• Any email that requires a professional tone

Example output prompt

"I wanted to follow up on the proposal we discussed last week and see if you had any questions or feedback I'm happy to schedule another call to walk through the details"

Output:

"Hi [Name],

I wanted to follow up on the proposal we discussed last week. Do you have any questions or feedback at this point?

I'm happy to schedule another call to walk through the details.

Read more: How to Add Custom Words for Technical Terms in Sonicribe

Best regards,

[Your Name]"

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Custom Notes: Bullet-Point Format

What it does

A custom note style turns your spoken ideas into a list you can scan later. Create it in Styles → New style, give it a name such as "Research notes," then open Rewrite and choose a Text formatting model.

In Your instructions, save a rule such as: "Group my spoken ideas into concise bullet points. Keep names, dates, and the relationships between tasks. Use nested bullets for supporting details. Include only the information I dictate."

With that instruction, your custom note style:

• Organizes separate ideas as bullet points
• Groups supporting details beneath the related item
• Keeps the dates and owners you mention
• Removes repetitive connecting phrases
• Gives recurring notes a consistent structure

When to use it

Use your saved note style for meeting recaps, research summaries, feature specifications, quick facts, and brainstorming. Say enough context to show how each idea relates to the next.

Example dictation

"First we need to finalize the timeline by next Friday. Then we'll need design approval from marketing. Finally, we have to coordinate with the developers before the launch, which is scheduled for Q2."

Output with the rule above:

• Finalize the timeline by next Friday
• Get design approval from marketing
• Coordinate with developers before the Q2 launch

Save this style once and select it whenever you want the same list structure.

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Custom Recaps: Structured Meeting Notes

What it does

A custom recap style organizes your own spoken meeting summary into decisions and next steps. Create Styles → New style, name it "Meeting recap," and select a Text formatting model in Rewrite.

Save this in Your instructions: "Format my recap under People mentioned, Discussion, Decisions, and Action items. Keep each owner and due date beside the action I state. Use only the facts I dictate. Omit an empty section."

Your saved recap style can organize:

• People you mention by name
• Key discussion points
• Decisions you describe
• Action items with their stated owners
• Next steps and follow-up dates

When to use it

Dictate a recap after a team sync, client call, one-on-one, board discussion, or standup. Start with the meeting's purpose, then say each decision and action clearly. For a short update to colleagues, Work message is another useful starting template.

Example dictation

"Today we met with Sarah from product and Mike from engineering. We agreed to prioritize iOS bug fixes and delay the feature launch two weeks. Sarah will deliver the database schema by Friday. Mike will finish the API by the end of the week. We still need to choose who will notify clients and schedule next month's kickoff."

Output with the saved recap instruction:

People mentioned: Sarah (Product), Mike (Engineering)

Decisions:

• Prioritize iOS bug fixes
• Delay the feature launch two weeks

Action items:

• Sarah: Deliver the database schema by Friday
• Mike: Finish the API by the end of the week
• Choose an owner for client notification and next month's kickoff

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Coding Prompt: Code and Documentation

What it does

Coding Prompt style transforms your dictation into properly formatted code comments, function documentation, and code-related text. It's built for developers dictating while coding in Cursor, VS Code, or other editors.

Coding Prompt style:

• Formats as code comments with proper syntax
• Structures docstrings and function descriptions
• Handles technical terminology correctly
• Adds appropriate comment markers for your language
• Preserves camelCase and naming conventions

When to use it

Use Coding Prompt style while developing:

• Writing function documentation
• Adding inline code comments
• Creating commit messages
• Documenting APIs and endpoints
• Writing technical specifications

Example output prompt

"this function handles the user authentication and validates the token against the database it returns true if the token is valid and false if it's expired or invalid"

Output:

"// This function handles user authentication and validates the token against the database.

// Returns true if the token is valid, false if it's expired or invalid.

const validateToken = (token) => { ... }"

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Your Style: User-Defined Formatting

What it does

A style you create in Styles → New style lets you write your own formatting instructions using plain language prompts. This is the most powerful and flexible style—you define exactly how your dictation should be processed.

Instead of Sonicribe's pre-built formatting rules, Your custom style accepts your own prompts like:

• "Convert to a sales pitch"
• "Format as a poem with verses"
• "Create a technical specification"
• "Write as a tweet thread"
• "Format as interview Q&A"

When to use it

Use Custom style when you want a format tailored to your workflow match your specific need:

• Specialized industry formats
• Creative writing styles
• Custom business templates
• Repeated formatting rules you want to automate
• Unique organizational standards

Example output prompt

"custom: transform this into a product description suitable for an e-commerce listing with bullet points for features"

Input:

"it's a wireless headphone that has noise canceling and charges for 30 hours and it sounds great"

Output:

"Premium Wireless Headphones

Features:

• Active noise cancellation for immersive audio
• 30-hour battery life
• Superior sound quality
• Wireless connectivity"

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Quick Comparison: Writing Styles

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Custom Output Prompts: Creating Your Own Formatting

The power of Sonicribe's custom styles lies in your ability to define exactly how text gets formatted. Custom output prompts are plain-language instructions that tell Sonicribe's AI how to transform your speech.

How Custom Prompts Work

When you create a style and save Rewrite → Your instructions, you're essentially instructing the AI:

1. Take what I'm about to say

2. Process it according to these rules

3. Return the formatted output

Read more: Turn Voice Memos into Meeting Notes with Sonicribe's custom recap style

The AI understands natural language, so your prompts don't need to be technical.

Writing Effective Custom Prompts

Format: "Transform this [input type] into [output type]. [Any specific rules]."

Examples:

1. Sales Email Template

"Transform this into a professional sales email. Include a compelling opening hook, the problem we solve, our unique advantage, and a clear call-to-action. Keep the tone consultative, not pushy."

2. Technical Specification

"Convert this into a technical specification document. Structure it with: Overview, Requirements, Technical Approach, Success Metrics. Use professional language and include technical accuracy."

3. LinkedIn Post

"Turn this into a LinkedIn post designed to get engagement. Use a hook as the opening line, break into 3-4 short paragraphs for scanability, end with a question to encourage comments. Use professional but conversational tone."

4. Customer Complaint Resolution

"Format this customer feedback into a support response. Acknowledge the issue, apologize for the impact, explain what we'll do, and provide a timeline. Keep tone empathetic and professional."

5. Brainstorm Notes

"Take these rough ideas and format them as a brainstorm list with main ideas and supporting sub-points. Group related thoughts together. Remove redundancies."

Best Practices for Custom Prompts

Be specific - "Create a format suitable for our company" is too vague. "Format as a customer support response with acknowledgment, apology, action, and timeline" is better.

Include structure - Tell the AI how many sections you want and what each should contain.

Define tone - State whether you want professional, casual, technical, creative, etc.

Add constraints - Mention if it should be short, include specific elements, or follow particular rules.

Test and refine - Try your prompt a few times and adjust based on results.

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Style Switching: Use Your Change style Shortcut

Sonicribe keeps your writing styles close while you work. Open Settings → Shortcuts → Change style to assign a convenient key combination and use it to bring up the style switcher.

Keyboard Shortcut

Choose a shortcut you can reach comfortably. Keep Record shortcut and Change style distinct so starting a recording and selecting its format feel natural. The recording default is ⇧ Z.

The switcher shows your saved styles. Select the one you want, then return to the draft. For global recording, set a Default style or connect the destination in Where so the right style is selected when you start.

Workflow Example

1. Choose Email while composing a client reply.

2. Use your Change style shortcut to select Message for a quick team note.

3. Select your custom research-note style for a list of observations.

4. Return to Email when you resume the reply.

Setting Styles Per Application

Assign destinations within each style:

1. Open Styles and select your writing style.

2. Open Where → Linked apps → Add app and choose the destination app.

3. For a website, use Linked websites → Add website.

4. Set Styles → Default style for destinations without an assignment.

For example:

• Mail.app → Email
• Slack → Message or Work message
• Obsidian → your custom note style
• VS Code → Coding Prompt
• Google Docs → Clean prose

When you start a global recording, Sonicribe checks the linked app, then the linked website, then the default. Today → Start listening uses the style selected inside the app.

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Per-Style Settings: Customizing Each Style

Each style keeps the speech and writing choices that suit its task. Use its Voice, Rewrite, and Where sections to configure recognition, the finished draft, and the places where you write.

Text Formatting Model Selection

Open Rewrite → Text formatting and choose a writing model for polished prose, emails, or structured notes. The model uses the format and instructions saved with the style. Start with a paragraph that includes a name, a number, and a request so you can judge all three together.

For a direct speech draft, choose Exactly as spoken, which keeps No formatting selected. For polished general writing, choose Clean prose and adjust its tone and cleanup rules. For a custom layout, use Your instructions to name the headings, list structure, and tone you want.

Speech Model Selection

Open Voice → Speech transcription to choose the online service that turns your speech into text. Models lets you compare the listed choices, their credit rates, and their speed and accuracy ratings. Use the same short sample when comparing choices, then keep the one that fits your writing.

Recognition and rewriting are separate decisions. If names need work, improve the speech setup and word list first. If the words are right but the layout needs changing, refine the rewrite instruction. A useful comparison sentence might be: "Send the GraphQL migration notes to Sarah by Friday at three."

Word Groups Per Style

Build focused groups in Words → New group, then select the relevant groups under Styles → select a style → Voice → Word groups.

• Email: Client names, organizations, and products
• Coding Prompt: Libraries, function names, and project identifiers
• Meeting recap: Team names and recurring project terms
• Message: The names and phrases you use in everyday communication

Use Import CSV and Export CSV in Words to move word/replacement pairs between lists. Keep the replacement column for exact text swaps, such as a recurring project abbreviation.

Audio Input and Recording Cues

Use Settings → Listening → Input device to choose your microphone and Test mic to check it. Trim quiet pauses removes quiet spans before processing. Speak at a steady distance, finish with your recording shortcut, and review the result.

For audible start and stop cues, open Settings → Audio → Start and stop chimes and set Volume. A consistent microphone, a useful word group, and a clear rewrite instruction give each style a strong starting point.

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Real-World Style Usage Examples

Example 1: Email to Client

Situation: You need to send a professional proposal follow-up email.

Style: Email

Read more: Custom Words for Legal Terms: Court, Contracts & Compliance

Dictation: "hey I wanted to circle back on the proposal we sent you last week and see if you had a chance to review it I'm happy to set up a call to walk through any questions"

Output:

"Hi [Name],

I wanted to circle back on the proposal we sent last week. Have you had a chance to review it?

I'm happy to set up a call to walk through any questions you might have.

Best regards,

[Your Name]"

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Example 2: Team Meeting Notes

Situation: You're documenting action items from a team sync.

Style: Your custom recap

Dictation: "today we talked about the iOS app launch with Sarah and Mike. Sarah said she needs the API finished by Friday. Mike is handling the backend and will have it ready. We decided to do a beta test with 5000 users first. We're launching next month. Sarah needs to coordinate with marketing about the announcement."

Output:

"Attendees: Sarah, Mike

Discussion Points:

• iOS app launch timeline and readiness
• Testing strategy and scope

Decisions:

• Beta test with 5,000 users
• Full launch scheduled for next month

Action Items:

• Sarah: Coordinate marketing announcement
• Mike: Complete API by Friday

Next Steps:

• Finalize beta testing parameters
• Begin user recruitment for beta"

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Example 3: Code Documentation

Situation: You're writing function documentation while coding.

Style: Coding Prompt

Dictation: "this function processes payment transactions and validates the card information against the stripe API it returns a success or failure status depending on whether the transaction completes"

Output:

/
 * Processes payment transactions and validates card information.
 * @param {Object} transaction - The transaction details
 * @returns {Object} Success or failure status based on transaction completion
 * Validates against Stripe API
 */

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Example 4: Slack Message

Situation: Quick team notification while multitasking.

Style: Message

Dictation: "I'm done with the design review and I've sent you the feedback in the shared folder let me know if you have any questions about my comments"

Output:

"Done with the design review! Sent you feedback in the shared folder. Let me know if you have questions."

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Example 5: Research Notes

Situation: Capturing interview notes in a bullet-point structure.

Style: Your custom note

Dictation: "the customer said they struggle with onboarding and it takes about 2 weeks to get new users productive the main pain points are the lack of tutorials and the complex navigation they also mentioned that better support documentation would help significantly"

Output:

"- Pain point: Onboarding process takes 2 weeks to get users productive

- Lack of tutorials

- Complex navigation

- Insufficient documentation

• Solution priority: Better support documentation"

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Switching Between Styles: Practical Tips

Muscle Memory

After using a few specific styles regularly, you'll develop muscle memory for your Change style shortcut. Most users find their top 3-4 styles and switch between them dozens of times daily.

Combining with Application Context

Set up auto-style switching so that:

• A global recording in Mail.app selects its linked Email style
• A global recording in Slack selects its linked Message style
• A global recording in your text editor selects its linked Clean prose style

This eliminates the need to manually switch styles most of the time.

Creating Style Workflows

Design repeatable workflows combining specific styles:

Email processing workflow:

1. Focus Mail → A global recording uses the linked Email style

2. Write multiple emails in Email style

3. Copy casual email to Slack → Style auto-switches to Message

4. Dictate messages in Message style

Documentation workflow:

1. Open VS Code → Style auto-switches to Coding Prompt

2. Document functions in Coding Prompt style

3. Copy summary to tech spec document → Manual switch to Custom style

4. Create specification with custom format

Keyboard Efficiency

If you frequently use the same style sequences, consider:

• Giving your top 2-3 styles short, recognizable names
• Learning the arrow key navigation to select styles without mouse clicks
• Using the custom style for formats you use more than once weekly

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Advanced: Creating Reusable Custom Prompts

Once a custom instruction gives your drafts the structure you want, keep it with a named style. This makes recurring formats easy to select in the next writing session.

Saving Custom Prompts

1. Open Styles → New style.

2. Give the style a useful name, such as "Customer Support Response."

3. Select the style, open Rewrite, and choose a Text formatting model.

4. Enter the structure and tone in Your instructions, then save the instruction.

5. Record a sample with a request, an owner, and a date. Refine the instruction around the result.

Using Saved Styles

Your named style appears in Styles and the style switcher. Set it as Default style if it is your usual format, or add a destination under Where. Keep names specific enough to distinguish a client response from an internal status update.

Sharing Prompts with Your Team

Share the instruction text in your team's document. Include the style name, intended audience, headings, and one short sample dictation. Each teammate can create the same named style and paste the instruction into Rewrite → Your instructions.

For shared terminology, export word/replacement pairs with Words → Export CSV, then have teammates use Import CSV. Keep prompt text and word lists together in the team document so both the structure and recurring names stay consistent.

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When Each Style Shines: Decision Tree

Not sure which style to use? Follow this decision tree:

Is this for professional communication?

• Email → Use Email style
• Meeting notes → Use custom recap style
• Code/documentation → Use Coding Prompt style
• Other professional text → Use Clean prose style

Is this casual communication?

• Text/Slack/social media → Use Message style
• Quick personal notes → Use custom note style

Do I need an exact word-for-word transcript?

• Yes → Use Exactly as spoken style
• No → Choose based on output format above

None of these match my need?

• Use Custom style and write your own instructions

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Troubleshooting Style Issues

Style Not Switching

If your Change style shortcut doesn't open the style menu:

1. Check that Sonicribe is active (icon shows in menu bar)

2. Verify the application allows global hotkeys

3. Check for conflicting shortcuts in System Preferences

Read more: Custom Words for Medical Terms: HIPAA-Compliant Dictation

Formatting Seems Wrong

If a draft needs a different layout:

1. Check the active style and its Rewrite → Text formatting choice.

2. Select the tone or output format that suits the destination.

3. Add recurring names to Words and choose their group in Voice.

4. For a custom style, name the exact headings and constraints in Your instructions.

Use a short sample to refine one rule at a time. Keep the same facts in each sample so you can see what the instruction changes.

Performance Issues

If a particular style takes longer than you want:

1. Compare the available speech choices in Models.

2. Select a suitable model in Voice → Speech transcription.

3. Use Exactly as spoken when you want to skip rewriting.

4. Keep custom instructions focused on the output you need.

For long documents, work in clear sections. A short recap or paragraph is easy to review and insert before continuing with the next idea.

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Integrating Styles into Your Workflow

The real power of Sonicribe styles emerges when you build them into daily workflows.

Single-Purpose Examples

Writer's workflow:

• Clean prose style for manuscript drafting
• custom note style for outlining
• Custom style for formatting chapter summaries

Developer's workflow:

• Coding Prompt style for documentation
• Custom style for commit messages
• Clean prose style for README content

Manager's workflow:

• custom recap style for one-on-ones
• Email style for formal communications
• Message style for Slack updates

Multi-Purpose Workday

Most knowledge workers use 3-4 styles multiple times per day:

1. Start day in Email style → Process early emails (your Change style shortcut)

2. Switch to custom recap style → Attend standup and take notes (your Change style shortcut)

3. Switch to Coding Prompt style → Document work in task management system (your Change style shortcut)

4. Switch to Message style → Post updates to team channel (your Change style shortcut)

5. End with Clean prose style → Write up daily summary

The context switching is effortless once styles are integrated into your mental workflow.

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Getting Started with Styles

If you're new to Sonicribe styles:

Week 1: Learn the Main Three

1. Start with Clean prose style for general writing

2. Try Email style for emails

3. Explore Message style for casual chat

Week 2: Add Specialized Styles

4. Experiment with custom note style during note-taking

5. If applicable, try custom recap style in your next meeting

6. Test Coding Prompt style if you code

Week 3: Configure Automation

7. Set up per-app style switching

8. Configure custom vocabulary in your most-used styles

9. Adjust language and voice models for quality/speed preference

Week 4: Optimize with Custom

10. Identify a format you use repeatedly that's not built-in

11. Create your first custom prompt

12. Save the instruction with your named style

After one month, styles become natural. You'll switch between them without thinking, just like switching apps.

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Deeper Integration with Sonicribe Features

Styles work seamlessly with other Sonicribe features:

Combining with Auto-Paste

When Auto-Paste is enabled:

1. Choose your style

2. Dictate freely

3. Sonicribe automatically formats and pastes into your active application

The style's formatting is applied before the text reaches your app, so you get perfectly formatted output in one motion.

Using with Custom Words

Custom Words compounds style benefits. A Coding Prompt style with programming language keywords produces far better code documentation than without.

Best practice: Build vocabulary lists specific to each style you use frequently.

Combining Multiple Features

Example workflow:

1. Link Email to Mail.app under Where → Linked apps

2. Add key client names to Email style's custom vocabulary

3. Allow macOS Accessibility access and focus the email draft

4. Dictate using Shift+Z (Sonicribe hotkey)

5. Formatted, properly-named email is automatically pasted

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Real Users, Real Results

Different professionals leverage styles differently:

Corporate lawyer: Primarily Email style for client communications, custom recap style for depositions, Custom style for legal memoranda.

Software developer: Coding Prompt style for inline documentation, Clean prose style for READMEs, Custom style for commit messages, Message style for Slack.

Consultant: Email style for client proposals, custom recap style for engagement notes, custom note style for research capture, Custom style for presentation scripts.

Content writer: Clean prose style for article drafts, custom note style for outlines, Custom style for SEO optimization, Message style for social media.

The styles adapt to your specific profession and workflow.

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Next Steps: Explore Advanced Style Customization

Once you're comfortable with styles, explore advanced customization:

• Create team-standard custom prompts for your organization
• Use Change style to choose your most-used styles
• Combine styles with Sonicribe's other features (audio adjustments, transcription history, etc.)
• Experiment with creative custom prompts beyond business formats

Each person's ideal style setup is unique. Start simple, experiment, and gradually refine until your Sonicribe styles feel like a natural extension of how you work.

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The Efficiency Gain

Consider the time savings. Without styles, dictating an email takes:

1. Record voice message

2. Transcribe (10-20 seconds)

3. Manually format greeting

4. Manually edit grammar/punctuation

5. Manually add sign-off

6. Total: 2-3 minutes per email

With Email style:

1. Dictate in Email style

2. Perfectly formatted email appears (15 seconds)

3. Total: 20 seconds

That's 6x faster. Multiply by the 10-20 emails most professionals write weekly, and you've recovered 1-3 hours weekly. Over a year, that's 50-150 hours—more than a week of your time.

Styles aren't just convenient—they're a significant productivity multiplier.

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Ready to Master Your Styles?

Sonicribe's writing styles transform how you interact with text. Each style is designed for a specific context, and custom styles let you create unlimited specialized formats.

Start with Clean prose style, add Email and Message styles next week, and gradually explore the others. Within a month, you'll be switching between styles as naturally as switching apps.

Your formatting becomes automatic. Your dictation becomes powerful.

Try the Sonicribe Cloud trial today and discover how custom styles can transform your productivity across writing, emailing, meeting notes, coding, and beyond.

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Want to optimize your specific workflow? Read our guide on integrating Sonicribe with your favorite apps or explore how to customize Sonicribe's vocabulary.

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