Sonicribe Custom Modes: Email, Meeting, Coding & More

What Are Sonicribe Modes?

Sonicribe modes 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 mode that matches your task—and Sonicribe's AI handles the rest.

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

When you activate Sonicribe and start speaking, the mode 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.

The 8 Sonicribe Modes Explained

Super: AI-Enhanced Transcription

What it does

The Super mode 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.

Super mode automatically:

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

When to use it

Use Super mode 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

"super: 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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Voice to Text: Raw Transcription

What it does

Voice to Text is the pure, unfiltered transcription mode. What you say is what you get—no grammar correction, no formatting, no AI enhancement. It's the closest to real-time speech-to-text processing.

This mode:

• Transcribes exactly what was spoken
• Applies minimal processing
• Preserves verbal patterns (ums, repeated words, etc.)
• Includes natural pauses as line breaks
• Requires you to do your own editing

When to use it

Use Voice to Text when you need the raw transcription as a starting point for further editing, or when you want minimal processing overhead:

• Creating transcripts of conversations or interviews
• Capturing interview responses word-for-word
• Getting a quick first draft you'll heavily edit
• Situations where capturing exact speech matters legally

Example output prompt

"voice to text: and that's why I think we need to reconsider the whole approach because the current system is just not working"

Output:

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

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Message: Casual Formatted Text

What it does

Message mode 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 mode:

• 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 mode 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

"message: 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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Mail: Professional Email

What it does

Mail mode 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.

Mail mode 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 Mail mode 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

"mail: 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 Vocabulary for Technical Terms in Sonicribe

Best regards,

[Your Name]"

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Note: Bullet-Point Format

What it does

Note mode converts your speech into cleanly formatted bullet points and lists. It's perfect for capturing key information in a scannable, organized structure that's easy to reference later.

Note mode:

• Breaks ideas into individual bullet points
• Creates nested sub-bullets for related items
• Removes connecting phrases
• Uses parallel structure across points
• Maintains hierarchy and relationships

When to use it

Use Note mode for capturing information you'll need to review quickly:

• Meeting notes and action items
• Research summaries
• Feature lists or specifications
• Quick facts you want to remember
• Brainstorming session capture

Example output prompt

"note: first we need to finalize the timeline by next Friday then we'll need design approval from marketing and finally we have to coordinate with the developers before the launch which is scheduled for Q2"

Output:

"- Finalize timeline by next Friday

- Design approval from marketing

- Developer coordination

• Schedule launch for Q2"

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Meeting: Structured Meeting Notes

What it does

Meeting mode is specifically designed for meeting transcription and note-taking. It automatically structures your dictation to capture attendees, decisions, action items, and key discussion points in an organized, professional format.

Meeting mode organizes notes into sections:

• Attendees
• Key discussion points
• Decisions made
• Action items (with owners if specified)
• Next steps
• Follow-up date

When to use it

Use Meeting mode during or after any meeting:

• Team sync meetings
• Client calls
• One-on-ones with managers
• Board meetings
• Standup meetings
• Virtual calls you want documented

Example output prompt

"meeting: today we had Sarah from product and Mike from engineering they agreed to prioritize the iOS bug fixes Sarah needs the database schema by Friday Mike will have the API ready by end of week we decided to push back the feature launch two weeks we need to tell the clients about this and schedule the kick off meeting for next month"

Output:

"Attendees: Sarah (Product), Mike (Engineering)

Decisions Made:

• Feature launch pushed back two weeks
• iOS bug fixes prioritized

Action Items:

• Sarah: Deliver database schema by Friday
• Mike: Complete API by end of week
• Mike: Notify clients of revised launch date

Next Steps:

• Schedule client kick-off meeting for next month"

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Coding Prompt: Code and Documentation

What it does

Coding Prompt mode 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 mode:

• 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 mode while developing:

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

Example output prompt

"coding: 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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Custom: User-Defined Formatting

What it does

Custom mode lets you write your own formatting instructions using plain language prompts. This is the most powerful and flexible mode—you define exactly how your dictation should be processed.

Instead of Sonicribe's pre-built formatting rules, Custom mode 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 mode when none of the 7 built-in modes 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: All 8 Modes

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Custom Output Prompts: Creating Your Own Formatting

The power of Sonicribe's custom modes 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 enable Custom mode and write a prompt, 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 Meeting Mode

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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Mode Switching: The Option+Shift+K Shortcut

Sonicribe makes switching between modes fast and seamless.

Keyboard Shortcut

Press Option + Shift + K to open the mode selector while Sonicribe is active. This works universally across all Mac applications.

The mode menu appears as a floating panel showing all 8 modes. Click or use arrow keys to select your mode, then start dictating. Your selection persists until you manually change it.

Workflow Example

1. You're working in email and compose a message in Mail mode

2. You switch to Slack for a team message—press Option+Shift+K and select Message mode

3. You move to a note-taking app—press Option+Shift+K again and switch to Note mode

4. You return to email—your last selection (Mail mode) is available in the menu

Setting Default Modes Per Application

Sonicribe can automatically select modes based on the active application. Configure this in Settings:

1. Open Sonicribe preferences

2. Go to "Per-App Settings"

3. Add applications and assign default modes

4. Enable "Auto-switch modes"

For example:

• Mail.app → Mail mode
• Slack → Message mode
• Obsidian → Note mode
• VS Code → Coding Prompt mode
• Google Docs → Super mode

Once configured, Sonicribe automatically activates the correct mode when you switch to these apps.

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Per-Mode Settings: Customizing Each Mode

Beyond choosing a mode, Sonicribe lets you customize individual settings for each mode to match your preferences and workflow.

Language Model Selection

Each mode can use different AI models for processing:

Fast Mode - Optimized for speed, runs locally

• Best for: Real-time note-taking, quick dictation, resource-constrained situations
• Processing time: <1 second for most transcriptions

Standard Mode - Balanced speed and quality

• Best for: Most general use cases
• Processing time: 1-3 seconds

Enhanced Mode - Highest quality output, may require internet

• Best for: Professional emails, important documents, technical content
• Processing time: 3-10 seconds

Configure which model each mode uses in "Mode Settings."

Voice Model Selection

Choose which voice transcription model Sonicribe uses:

Whisper Small (local) - Fastest, good accuracy for clear speech Whisper Base (local) - Balanced, improved accuracy Whisper Small Medium (local) - Better accuracy for accents/background noise Whisper Large (local) - Highest accuracy, requires more processing power

Most users select "Medium" as a good balance between speed and accuracy.

Custom Vocabulary Per Mode

Train each mode to recognize specific terminology:

Mail mode: Add client names, company-specific terms, technical products Coding Prompt mode: Add programming language keywords, function names, library names Meeting mode: Add team member names, project names, department names Message mode: Add casual abbreviations and slang you frequently use

Go to "Vocabulary Management" to add custom terms per mode. Sonicribe will prioritize these terms when processing dictation in that mode.

Audio Processing Settings

Fine-tune how Sonicribe captures and processes audio for each mode:

• Noise reduction: Stronger reduction for noisy environments, lighter for quiet spaces
• Auto-level: Normalizes varying volumes within a single dictation
• Silence threshold: How long before Sonicribe stops listening (default 2 seconds)

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Real-World Mode Usage Examples

Example 1: Email to Client

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

Read more: Custom Vocabulary 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. Mode: Meeting 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. Mode: 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. Mode: 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. Mode: 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 Modes: Practical Tips

Muscle Memory

After using a few specific modes regularly, you'll develop muscle memory for the Option+Shift+K shortcut. Most users find their top 3-4 modes and switch between them dozens of times daily.

Combining with Application Context

Set up auto-mode switching so that:

• Opening Mail.app triggers Mail mode
• Opening Slack triggers Message mode
• Opening your text editor triggers Super mode

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

Creating Mode Workflows

Design repeatable workflows combining specific modes:

Email processing workflow:

1. Open Mail → Mode auto-switches to Mail

2. Write multiple emails in Mail mode

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

4. Dictate messages in Message mode

Documentation workflow:

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

2. Document functions in Coding Prompt mode

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

4. Create specification with custom format

Keyboard Efficiency

If you frequently use the same mode sequences, consider:

• Pinning your top 2-3 modes to the top of the mode menu
• Learning the arrow key navigation to select modes without mouse clicks
• Using the custom mode for formats you use more than once weekly

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Advanced: Creating Reusable Custom Prompts

Once you've created a custom prompt that works well, save it as a template for reuse.

Saving Custom Prompts

1. Go to Sonicribe Settings → Custom Modes

2. Click "Save as Template"

3. Name your template (e.g., "Customer Support Response")

4. Add a description

5. Save

Using Saved Templates

Templates appear in your mode menu alongside the built-in modes. Click any saved template to activate it and start dictating.

Sharing Prompts with Your Team

Export templates as .json files and share with colleagues. Team members can import them using:

Settings → Custom Modes → Import Template → select file

This is powerful for teams that need consistent formatting across communication.

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When Each Mode Shines: Decision Tree

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

Is this for professional communication?

• Email → Use Mail mode
• Meeting notes → Use Meeting mode
• Code/documentation → Use Coding Prompt mode
• Other professional text → Use Super mode

Is this casual communication?

• Text/Slack/social media → Use Message mode
• Quick personal notes → Use Note mode

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

• Yes → Use Voice to Text mode
• No → Choose based on output format above

None of these match my need?

• Use Custom mode and write your own instructions

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Troubleshooting Mode Issues

Mode Not Switching

If Option+Shift+K doesn't open the mode 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 Vocabulary for Medical Terms: HIPAA-Compliant Dictation

Formatting Seems Wrong

If mode output doesn't match your expectation:

1. Try the next higher quality language model (Fast → Standard → Enhanced)

2. Check your vocabulary settings—missing terms can confuse the AI

3. Try a different voice model

4. For Custom mode, refine your prompt with more specific instructions

Performance Issues

If dictation is slow in certain modes:

1. Switch to "Fast" language model

2. Use smaller Whisper voice models

3. Check system resources (close other apps)

4. Reduce vocabulary size if custom vocabulary is extensive

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Integrating Modes into Your Workflow

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

Single-Purpose Examples

Writer's workflow:

• Super mode for manuscript drafting
• Note mode for outlining
• Custom mode for formatting chapter summaries

Developer's workflow:

• Coding Prompt mode for documentation
• Custom mode for commit messages
• Super mode for README content

Manager's workflow:

• Meeting mode for one-on-ones
• Mail mode for formal communications
• Message mode for Slack updates

Multi-Purpose Workday

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

1. Start day in Mail mode → Process early emails (Option+Shift+K)

2. Switch to Meeting mode → Attend standup and take notes (Option+Shift+K)

3. Switch to Coding Prompt mode → Document work in task management system (Option+Shift+K)

4. Switch to Message mode → Post updates to team channel (Option+Shift+K)

5. End with Super mode → Write up daily summary

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

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Getting Started with Modes

If you're new to Sonicribe modes:

Week 1: Learn the Main Three

1. Start with Super mode for general writing

2. Try Mail mode for emails

3. Explore Message mode for casual chat

Week 2: Add Specialized Modes

4. Experiment with Note mode during note-taking

5. If applicable, try Meeting mode in your next meeting

6. Test Coding Prompt mode if you code

Week 3: Configure Automation

7. Set up per-app mode switching

8. Configure custom vocabulary in your most-used modes

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 it as a template

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

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Deeper Integration with Sonicribe Features

Modes work seamlessly with other Sonicribe features:

Combining with Auto-Paste

When Auto-Paste is enabled:

1. Choose your mode

2. Dictate freely

3. Sonicribe automatically formats and pastes into your active application

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

Using with Custom Vocabulary

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

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

Combining Multiple Features

Example workflow:

1. Set Mail mode as default in Mail.app

2. Add key client names to Mail mode's custom vocabulary

3. Enable Auto-Paste for Mail.app

4. Dictate using Option+Space (Sonicribe hotkey)

5. Formatted, properly-named email is automatically pasted

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Real Users, Real Results

Different professionals leverage modes differently:

Corporate lawyer: Primarily Mail mode for client communications, Meeting mode for depositions, Custom mode for legal memoranda. Software developer: Coding Prompt mode for inline documentation, Super mode for READMEs, Custom mode for commit messages, Message mode for Slack. Consultant: Mail mode for client proposals, Meeting mode for engagement notes, Note mode for research capture, Custom mode for presentation scripts. Content writer: Super mode for article drafts, Note mode for outlines, Custom mode for SEO optimization, Message mode for social media.

The modes adapt to your specific profession and workflow.

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Next Steps: Explore Advanced Mode Customization

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

• Create team-standard custom prompts for your organization
• Build mode-specific keyboard shortcuts for your most-used modes
• Combine modes with Sonicribe's other features (audio adjustments, transcription history, etc.)
• Experiment with creative custom prompts beyond business formats

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

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The Efficiency Gain

Consider the time savings. Without modes, 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 Mail mode:

1. Dictate in Mail mode

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.

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

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Ready to Master Your Modes?

Sonicribe's 8 modes transform how you interact with text. Each mode is designed for a specific context, and custom modes let you create unlimited specialized formats.

Start with Super mode, add Mail and Message modes next week, and gradually explore the others. Within a month, you'll be switching between modes as naturally as switching apps.

Your formatting becomes automatic. Your dictation becomes powerful.

Try Sonicribe free today and discover how custom modes 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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