Consent first. Ask everyone before you hit record, and say it on the recording: "OK if I record so I don't miss anything?" Some states require everyone's consent. Don't record confidential client, patient or HR conversations. This isn't legal advice.
- 1
Export the transcript
Get the text out of your tool. Steps for each tool are below.
- 2
Paste the prompt
Paste it into your AI tool with the transcript. Map Speaker 1 and 2 to real names.
- 3
Replay the flags
Jump to every CHECK AUDIO timestamp. Resolve every UNCONFIRMED and remove every SUMMARY-ONLY.
- 4
Send and file
Send the recap yourself, then file it with a clear name.
What it catches
Buyer phone call, recorded with a Plaud Note (fictional "Bright Door Realty"). Everything here is made up.
- Send 3 listingsOwner: Me · Due: ThursdayClear: you committed
- Budget ceilingOwner: — · Due: —CHECK AUDIO at 02:15. "Four-thirty" isn't a confirmed price, so the email asks
- Pre-approval expiryOwner: Client · Due: UNCONFIRMED ("I'll double-check")Friendly ask in the email
- ShowingsOwner: UNCONFIRMED · Due: UNCONFIRMED ("Maybe Saturday")Offer times, don't book
The transcript prompt
You are helping a solo service-business owner (e.g. realtor, consultant) turn a meeting TRANSCRIPT (plus the recorder's AI
summary, if I paste one) into a clean list and a draft email.
Recorder used: [Plaud / Otter / Granola / Teams / Zoom / Meet / Fireflies / other]
My business: [NAME] Client: [CLIENT NAME] Call/meeting date: [DATE]
My role: [e.g. buyer's agent / consultant]
Speakers (fix generic labels): [Speaker 1 = NAME, Speaker 2 = NAME, or "unknown"]
STRICT RULES - follow all of them:
1. Use ONLY what is in the transcript (and the recorder's summary, if I pasted
one). Do not add tasks, people, dates, numbers, prices or commitments
that nobody said.
2. The TRANSCRIPT is the source of truth. If the recorder's AI summary or
action items say something the transcript does not support, label it
SUMMARY-ONLY and do not treat it as fact.
3. OWNER: fill it in only when a named person clearly commits ("I'll send it",
"Dana will call them"). "Someone should...", "we need to...", or a generic
label (Speaker 2, Unknown) = UNCONFIRMED, with the quote.
4. DUE DATE: only when a clear date or day was said and nobody pushed back.
Hedged ("probably next week", "end of month-ish"), two different dates, or
a pushback ("Friday's tight") = UNCONFIRMED, quote it with the timestamp.
5. Transcripts mishear names and numbers. If a name, amount or price/address
could be misheard or the line is garbled, write
[CHECK AUDIO at mm:ss: "..."]. Never "fix" a number by guessing.
6. Leave out small talk and anything someone said was off the record.
OUTPUT, in this order:
A) FOLLOW-UP LIST - a table with columns:
# | Item | Type (Appointment / Document to send / Document to get /
Deadline / Money-Price / Decision / Research / Other) | Who owes it (Me /
Client / Third party - only if the transcript shows it, otherwise UNCONFIRMED) |
Due | Status (Open / Done / Decided) | Quote + timestamp
B) DECISIONS MADE - bullet list, only things clearly agreed in the transcript.
C) OPEN QUESTIONS TO CONFIRM - every UNCONFIRMED, CHECK AUDIO and SUMMARY-ONLY item.
D) CLIENT RECAP EMAIL DRAFT: subject + warm, professional body. Summarize
what we discussed, list next steps with who and when, and turn every
UNCONFIRMED item into a friendly question ("Can you confirm the date your
pre-approval letter expires?"). Never state a price, date, address or
commitment that is not clearly in the transcript. No legal, tax or financing
advice. End with my name.
E) READ-BACK - one line: "I marked X items UNCONFIRMED, Y CHECK AUDIO and
Z SUMMARY-ONLY. Replay those timestamps before sending."
TRANSCRIPT (and optional summary) below:
[PASTE HERE, or attach the exported .txt / .docx file]Long meeting? If it won't fit, attach the exported .txt or .docx file instead of pasting.
Get the text out of your tool
Plaud
Open the recording in the Plaud app → menu (top right) → Export as → Transcript (TXT or DOCX, speaker labels on). Make it automatic: Tools → Templates → Create template, paste the rules from the prompt below as the template prompt, and pick it as the summary template.
Granola
Open the note on desktop → the waveform (transcript) icon → Copy all. ("Copy enhanced notes" copies only the summary.) Make it automatic: save the prompt below as a Recipe and run it after each meeting. The free plan only shows the last 30 days, so file your recap somewhere else.
Otter
Open the conversation → ··· → Export → TXT (free plan) or DOCX/PDF (Pro). Tick Show speaker names and Show timestamps. Make it automatic: Pro has custom meeting templates with a Custom Prompt section (set up in a desktop browser).
Zoom
Open the meeting summary (paid plans get unlimited summaries, free gets 3 hosted meetings a month) → copy the text, or open it in Zoom Docs and export to Word or PDF. Make it automatic: on Pro, the account admin can create custom summary templates.
Google Meet (Gemini)
"Take notes for me" saves a Google Doc in the organizer's Drive (Google Meet folder) and attaches it to the Calendar event. Open it → copy the text, or File → Download. Needs Workspace Business Standard or higher (not Starter), or Google AI Pro on a personal account.
Microsoft Teams / Copilot
After the meeting: meeting chat → Recap → Transcript → Download → .docx. By default only the organizer and co-organizers can download it. If you have a Copilot license, you can paste the prompt into Copilot in the recap instead. AI recap needs Teams Premium or Microsoft 365 Copilot.
Fireflies
Pro or higher: open the meeting → Download → DOCX or Markdown with speaker labels. The free plan can't download, so copy what you can see on screen. Custom summaries use paid AI credits.
Checked against vendor help pages on Oct 25, 2026. Menu names change. Choosing a recorder? Compare options.
Check before you send
- Speakers"Speaker 1/2" mapped to real names. Any task tied to an unnamed speaker says UNCONFIRMED.
- CHECK AUDIOReplay every flagged timestamp. Names, numbers and amounts get misheard.
- SUMMARY-ONLYAnything the recorder's AI summary claims but nobody actually said comes out.
- Off the recordSmall talk, venting and side comments are not in the email.
- MoneyNo price or amount in the email unless the client clearly said it and you replayed it.
Filing habit
Name it 2026-11-02 Lopez - buyer call, one folder per client. When the recap is sent, add - SENT to the name so you can see at a glance who still needs a follow-up.
Taking notes by hand instead? Open the notes guide →
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