Dictation and transcription are commonly mistaken for the same thing. However, that is far from the truth. Dictation is the process of speaking or dictating information, often to a device. Transcription involves listening to an audio recording and accurately transcribing the spoken words into a written document. Dictation and transcription services serve distinct purposes in professional settings, and understanding when to utilize each can be highly beneficial for businesses. This is especially true for legal transcription services, where accuracy and attention to detail are crucial in converting court proceedings, depositions, and other legal recordings into precise written documents.
In this article, you’ll learn how:
- Dictation and transcription serve different functions—dictation captures spoken thoughts in real-time, while transcription converts recorded speech into accurate, formatted text.
- Dictation and speech-to-text apps often fall short in areas such as accuracy, privacy, and formatting, making them unsuitable for professional use.
- Human-powered transcription services are the gold standard for producing precise, reliable, and legally admissible transcripts, particularly in fields such as law and healthcare.
Difference Between Dictation And Transcription
Dictation is the process of speaking or dictating information, while transcription is the process of converting spoken language into written form. To illustrate the point, here are their key factors and differences.
| Feature | Dictation | Transcription |
| Creation | Speaking words aloud in real-time | Converting existing audio/video recordings |
| Purpose | Taking notes, drafting, and reminders | Permanent record, sharing, accessibility |
| Timing | In real-time | After recording |
| Accuracy | Moderate accuracy; relies on speaker clarity | Requires high accuracy and attention to detail, especially for legal or medical records |
| Formatting | None | Includes timestamps, speaker labels, and specific formatting for readability and referencing |
| Software Features | Voice commands, editing capabilities | Playback control, accuracy tools, and review functions |
Disadvantages of Dictation Apps
Dictation and transcription software that uses speech recognition has its uses. However, to be sure they are right for your application, you must be aware of their limitations.
| Category | Disadvantage | Impact |
| Accuracy | Speech recognition errors | Misinterpreted words, incorrect meaning, extra editing needed. |
| Limited vocabulary | Struggles with technical jargon or domain-specific terms. | |
| Punctuation & formatting issues | Requires manual correction, slows down workflow. | |
| Privacy & Security | Data collection | Privacy concerns and potential data breaches. |
| Cybersecurity vulnerabilities | Unauthorized access risks and sensitive data compromise. | |
| Technical Limitations | Background noise | Reduced accuracy and frustrating errors. |
| Offline functionality | Requires internet connection, limits usage. | |
| Battery drain | Quick battery depletion. | |
| Workflow Disruptions | Focus & interruption | Rambling, disorganized thoughts. |
| Revision complexity | Edit complexity exceeds typing and editing. | |
| Accessibility limitations | Less accessible for hearing impairments or visual preferences. |
Transcription Vs. Dictation Software: When To Use And Why
Here’s a quick summary to figure out if dictation or transcription is appropriate for your needs:
| Usage | When to Use |
| Dictation | • Ideal for professionals dictating memos, emails, letters, or reports. • Useful for individuals who have difficulty typing or don’t have time to type and edit for themselves. |
| Transcription | • To create an accurate written record of audio or video files like interviews, lectures, or meetings. • Used for legal records, medical notes, interviews, podcasts, lectures, business meetings, earnings calls, or anything that requires official or professional transcripts. • Necessary when content involves multiple speakers, complex terminology, or requires verbatim transcription services where every word, pause, and utterance is captured precisely. • Used for making content accessible to those with hearing impairments or who prefer reading. |
Transcription is preferable when seeking accurate, permanent records that are accessible to everyone who needs them. Dictation is excellent for note-taking and creating reminders that can be transcribed later.
For example, doctors can save time dictating their patients’ notes instead of taking them in real-time. Real estate agents can dictate as they survey a house instead of scribbling notes. However, voice dictations must still be converted into physical or digital medical documentation.
So, let’s talk about your options for getting transcription work done.
Who Should I Assign Transcription Work?
Assigning transcription work to employees or hiring an in-house team may seem practical, but it often pulls valuable time and resources away from your core business. In-house transcription can also be costly—between recruitment, salaries, equipment, and ongoing training.
Automated transcription and voice recognition software may appear faster and cheaper, but they come with limitations. Even the best AI-based transcription tools can only achieve around 61.92% accuracy without human review. They often misinterpret accents, punctuation, and specialized jargon, resulting in unusable transcripts—especially in fields like medicine or law, where even minor errors can have serious consequences.
That’s why human transcription services, including court transcription services, remain the gold standard for accuracy, professionalism, and reliability. Whether for medical notes, legal proceedings, or important business meetings, expert human transcribers ensure every detail is captured and formatted correctly.
Manual vs. Automated Transcription: A Quick Comparison
| Feature | Manual (Human) Transcription | Automated (AI) Transcription |
| Accuracy | Very high (up to 99%+) — verified by professional transcribers | 61.92% accuracy, highlighting that it is prone to errors with accents, jargon, or poor audio |
| Speed | Slower (2–4 hours per audio hour) depending on complexity | Instant or near-instant results |
| Cost | Moderate — reflects professional labor and quality assurance | Low — minimal human oversight |
| Human Expertise | Yes — understands tone, context, and industry-specific terms | No — limited understanding of nuance and context |
| Formatting | Customizable: timestamps, speaker labels, verbatim or clean style | Limited — requires manual correction and formatting |
| Reliability | Consistently high-quality, suitable for critical documents | Varies depending on audio clarity and software |
| Best For | Business, legal, medical, and academic transcription, where accuracy is crucial | Basic tasks, quick drafts, or informal recordings |
| Example Use Cases | Court proceedings, depositions, medical dictations, interviews, and meetings | Simple memos, internal notes, or personal recordings |
Among the most demanding areas of transcription are trial transcription services. Courtroom proceedings often involve multiple speakers, legal jargon, overlapping dialogue, and the need for absolute precision. Human transcribers play a crucial role in ensuring that every statement, objection, and ruling is captured verbatim, creating reliable and admissible records for use in appeals, legal reviews, and case documentation. Unlike automated systems, professional trial transcription ensures the integrity and accuracy that the judicial process depends on.
Stop Yelling At Your Phone And Get Ditto’s Best Transcription Services Instead
Transcription services rely on accuracy, making automated typing software a less-than-ideal choice.
Dictation apps are free, easy to use, and they’re everywhere. And sure, convenience is essential—but it’s no substitute for quality and accuracy.
Get accurate, quality, and professional transcription services when you work with Ditto Transcripts, the best transcription company in the industry.
We’ll take dictations, audio recordings, and video content and create accurate, crystal-clear transcripts that can be used in any professional or business setting. Additionally, we offer flexible and affordable pricing options, which you can check in our legal transcription prices. Our outputs are also in customizable formats, with fast turnaround times and excellent customer service. Don’t believe us? Here’s one of our client testimonials:
So what are you waiting for? Call us, or sign up for our free trial and experience the Ditto difference.
Ditto Transcripts is a Denver, Colorado-based FINRA, HIPAA, and CJIS-compliant transcription services company that provides fast, accurate, and affordable transcripts for individuals and companies of all sizes. Call (720) 287-3710 today for a free quote.