The Problem
Typing an email on a phone is slow. You want to reply while you are away from your desk and keep a professional tone.
The Solution
Use the voice input of an AI app to dictate an instruction, and let the app draft the email.
Process: Speak → the app transcribes and drafts → you edit and add the details → you send it from your own email
This guide uses the ChatGPT mobile app as its example. OpenAI's help centre could not be read when this guide was checked on 29 September 2026, so the guide names no plan, button or setting, and it does not say what OpenAI does with a voice recording. Confirm those in OpenAI's help centre.
Before You Dictate Anything About a Client
What you say to the app is client information in the same way as what you type into it.
- Use the account your firm has approved. What you may say to the app depends on the plan your firm has, its agreement with the vendor and your firm's policy. A personal account on your own phone is not the firm's account.
- Find out what happens to the recording. Does the vendor keep the audio as well as the text? For how long? Is either used to train a model? If the terms do not say, treat the answer as unknown.
- Say the matter reference and the party's role, never a name. Say "the client contact on matter M-2026-0142", not the name of the person or the company.
- Leave the detail out of the dictation. Dictate the structure and the tone. Add names, figures and dates yourself, in your email app.
- Mind who can hear you. Dictating on a train or in an open-plan office tells the people around you about the matter.
Paragraph 6.3 of the SRA Code of Conduct for Solicitors, RELs, RFLs and RSLs requires you to keep the affairs of current and former clients confidential unless disclosure is required or permitted by law or the client consents. This guide explains a way of working. It does not advise on how that duty applies to your matter: ask your firm's compliance officer before you start.
How To Do It
Step 1: Set Up the App
- Install the ChatGPT app on your phone
- Sign in with the account your firm has approved
Step 2: Use Voice Input
- Open the app and start voice input
- Speak your instruction:
"Draft an email to the client explaining that the contract review is
delayed by one week because of further comments from the other side.
Professional tone. Three paragraphs. Don't blame anyone."
- The app turns your speech into text and drafts the email
Step 3: Review and Send
- Read the whole draft
- Correct it, and add the name and any detail you left out of the dictation
- Copy it into your email app
- Send it from your firm's email
Example
The matter below is made up. It shows the format.
You speak:
"Draft an email to the client contact on matter M-2026-0142. Tell them the NDA is ready for signature. We incorporated all their comments. Ask them to review and sign by Friday. Mention I'm available for a call if they have questions. Friendly but professional. Leave a placeholder for the name."
The app writes:
Subject: NDA ready for review and signature
Dear [Name],
I'm pleased to let you know that the NDA is now ready for your review
and signature. We've incorporated all the comments you provided.
Could you please review the final version and let me know if you're
happy to sign by Friday? This will allow us to move on to the next
steps as planned.
If you have any questions or would like to discuss anything before
signing, I'm happy to arrange a call at your convenience.
Best regards,
[Your name]
Put the name in yourself, in your email app, after you have read the draft.
Pro Tips
Speak naturally:
- Don't try to dictate the email word-for-word
- Give instructions instead: "Tell them X, explain Y, ask for Z"
- The app turns the instruction into a draft for you to edit
Include tone instructions:
"Friendly and warm"
"Formal and professional"
"Apologetic but not defensive"
"Firm but polite"
Specify structure:
"2 short paragraphs"
"3 bullet points listing the issues"
"One paragraph summary, then next steps"
Common email types:
Refer to each person by role: "the client", "the other side's solicitor", "counsel's clerk".
Client update:
"Email to the client, update them that [X happened], next step is [Y], ask them to [Z] by [date]"
Chasing response:
"Polite follow-up to the other side's solicitor about [topic]. We are waiting for a reply to [X]. Ask for an update by the end of the week."
Meeting request:
"Email to the client to arrange a call about [topic]. Suggest Tuesday or Thursday afternoon next week."
Use it for:
- ✅ Meeting requests
- ✅ Follow-ups
- ✅ Short updates where you add the detail afterwards
Don't use it for:
- ❌ Legal advice, which needs careful drafting
- ❌ Privileged or sensitive material, unless your firm's policy allows it in this tool
- ❌ Court documents
- ❌ Any message you cannot describe without identifying the client
Quick Reference
Before you start: the account your firm has approved, and your firm's policy checked
The process:
- Open the app → start voice input
- Speak: "Draft email to [party, by role] about [topic]. [Instructions]. [Tone]."
- Read the whole draft and add the detail you left out
- Copy → paste → send from your firm's email
Sources
Checked on 29 September 2026.
- SRA Code of Conduct for Solicitors, RELs, RFLs and RSLs: paragraph 6.3