Employment Law Dictation Software for Position Statements, Demand Letters and Investigation Memos

Last updated 27 October 2026.

Employment law dictation software turns what you say into text in an EEOC position statement, a demand letter, a workplace investigation memo or a client intake note. VoicePrivate Legal Edition does it on your own Mac or Windows PC: press the hotkey, speak, press it again, and the text is pasted at your cursor. Its legal dictionary already holds 201 employment-law terms, from at-will employment to FMLA retaliation claim, so the words you use every day come out spelled right.

Key facts

• VoicePrivate Legal Edition costs $247 a year or $24.99 a month, Mac or Windows.
• The VoicePrivate legal dictionary holds 12,000+ terms; 201 match employment-law words.
• The VoicePrivate Client Intake template has 5 sections, from Client Information to Relief Sought.
• An EEOC charge is due within 180 calendar days, or 300 where a state or local agency applies.
• These VoicePrivate facts were checked against the app source, pricing page, EEOC and DOL in October 2026.

What employment lawyers dictate with VoicePrivate

Employment practice runs on narrative documents that cannot come from a form. These are the ones plaintiff and defense lawyers dictate in VoicePrivate:

1. Charge narratives and demand letters. For the employee: what happened, when, who decided and why the stated reason does not hold up, before the charge or the demand goes out.
2. EEOC position statements. For the employer: the company's account of the facts and the legitimate reason for the decision, with the exhibits listed.
3. Workplace investigation memos. Interview summaries, credibility findings and the conclusion after a harassment or retaliation complaint.
4. Wage and hour notes. Classification analysis for exempt and nonexempt roles, overtime calculations to check, and independent contractor questions.
5. Leave and separation letters. FMLA and accommodation correspondence, severance offers and the client letter that explains them.

EEOC charges and position statements in VoicePrivate

Most federal discrimination claims start with a charge at the Equal Employment Opportunity Commission. The EEOC's filing deadline is 180 calendar days from the discrimination, extended to 300 days where a state or local agency enforces a law against the same kind of discrimination. For harassment, the clock runs from the last incident. The EEOC says most employers with at least 15 employees are covered, and 20 in age discrimination cases.

The employer answers with a position statement. The EEOC may release the position statement and its non-confidential attachments to the charging party, who can respond. That is one reason defense lawyers write it as carefully as a brief, and why dictating a first draft and then editing it works: you get the facts down in order, then tighten. VoicePrivate types what you say. It does not draft the argument or decide what the statement says.

EEOC mediation is voluntary and free for both sides, and the EEOC says it takes less than 3 months on average to resolve a charge that way, against 10 months or longer for an investigation. EEOC mediation is one of the terms the VoicePrivate dictionary already knows.

Worked example: an employment client intake in VoicePrivate

1. A prospective client, Maria Okafor, was terminated on Wednesday, September 16, 2026, two weeks after returning from 12 weeks of FMLA leave. In VoicePrivate, click Templates, then Client Intake.
2. Click the microphone next to Client Information and say: "Maria Okafor comma former shipping supervisor at Lakeview Packaging comma referred by a former coworker period" Click it again to stop.
3. Under Case Type, say: "Employment comma FMLA retaliation claim and possible employment discrimination period"
4. Under Key Facts, say: "Returned from 12 weeks of FMLA leave on September 2 comma 2026 period Terminated September 16 comma 2026 for performance comma with no written warnings in 6 years period"
5. Under Opposing Parties, say: "Lakeview Packaging comma about 140 employees comma and her manager Dale Herrera period" Under Relief Sought, say: "Reinstatement or back pay period" Then click Assemble Document and Paste to App.
6. Add the deadlines yourself: 180 days from September 16, 2026 is Monday, March 15, 2027, and 300 days is Tuesday, July 13, 2027. Confirm which one applies in your state before you rely on it.

The Legal Edition starts with automatic punctuation off, so you say "comma" and "period" yourself. Turn it on in Settings, then Transcription, if you would rather have punctuation added for you. The names and facts in this example are made up.

Employment law terms VoicePrivate already knows

The VoicePrivate legal dictionary stores each term with the spellings and abbreviations it maps to that term. Here are employment-law terms from it:

Source: src/data/legal-dictionary.json in the VoicePrivate app source, which holds 201 employment-law terms. They were counted in October 2026 by checking each term field for employment, employee, employer, wrongful termination, discrimination, harassment, retaliation, wage, overtime, severance, EEOC or FLSA, without regard to case. Alternatives were not counted.

Your client, the manager, the HR director and the company name are the part no dictionary can know. Add them to your Personal Dictionary, or use Terms from your documents: VoicePrivate reads a matter folder on your computer (up to 500 files, 25 MB each, including PDFs and Word files) and lists the names it finds, so you can tick the ones to keep.

Wage and hour and FMLA matters in VoicePrivate

Wage and hour work has its own vocabulary, and VoicePrivate knows the core of it: exempt employee, nonexempt employee, minimum wage and the ABC test employee classification used for contractor questions. The facts you dictate around those terms come from the Department of Labor. The federal minimum wage is $7.25 an hour, effective July 24, 2009, and many states set a higher one. Under the FLSA overtime rule, covered employees get at least one and one-half times their regular rate for hours over 40 in a workweek.

For leave cases, the FMLA gives eligible employees up to 12 workweeks of leave in a 12-month period, and covers private employers with 50 or more employees in 20 or more workweeks of the current or previous year. The key employee exception in VoicePrivate's dictionary refers to 29 CFR 825.217: a salaried, FMLA-eligible employee among the highest paid 10 percent of the employer's employees within 75 miles of the worksite.

Employment transcription: recorded interviews in VoicePrivate

If you searched employment transcription looking for transcription jobs, VoicePrivate is not that; it is software a lawyer runs on their own computer. If you mean transcribing employment recordings, VoicePrivate transcribes an audio file you already have: a recorded witness interview from a workplace investigation, a client meeting or your own memo after a mediation. Import a WAV, MP3, M4A, FLAC, OGG or AAC file (WMA too on Windows). For an interview with several people, turn on Speaker labels and set Number of speakers from 2 to 6; the turns come out as Speaker 1, Speaker 2 and so on, and you replace the numbers with names. VoicePrivate never records an interview, a call or a meeting on its own, so whether and how a conversation is recorded stays your decision under your state's law. Olympus and Philips DSS or DS2 recorder files need saving as WAV or MP3 in the recorder's own software first.

Where VoicePrivate puts employment law text

VoicePrivate pastes at the cursor, so the text goes into Word, Outlook, or the matter notes in Clio, MyCase or another browser based system. It does not connect to those accounts, and it does not file a charge, upload a position statement or submit anything to the EEOC or a state agency by itself. The built-in /datenote shortcut puts a dated matter header with blanks for the matter, client and timekeeper at the top of a file note, and /billentry adds a time entry line.

On-device recognition for employment files

Employment files carry medical leave details, pay records, performance history and complaints about named coworkers. With VoicePrivate, speech is recognized on your own computer. The audio is not sent to a server and there is no cloud transmission of the dictation. Your firm still decides where drafts, interview transcripts and personnel records are stored and who can open them.

Who VoicePrivate is not for in employment practice

• Teams that want a bot to record and summarize calls or interviews. VoicePrivate never joins or records calls; a meeting notetaker does that, see VoicePrivate vs Otter.ai.
• Lawyers who want words on screen while they talk. VoicePrivate pastes the text when you stop; there is no live typing.
• Anyone looking for transcription work. VoicePrivate is software you buy, not a job board; the employment transcription listings on Indeed and ZipRecruiter are what you want.

VoicePrivate Legal Edition covers every practice area with one dictionary; see dictation software for each legal practice area for the others. Employment cases that go to court run into motions and depositions, which litigation dictation with the Deposition Summary template covers. For recordings, legal transcription software for Mac goes further, and best dictation software for lawyers in 2026 compares the tools.

Employment law dictation with VoicePrivate: questions

What changed

• October 2026: first published.