Introduction: Why Voice Matters
Have you ever been told to avoid passive voice in your writing? Or maybe you’ve been praised for using active voice without understanding why it matters. The choice between active and passive voice isn’t about right or wrong—it’s about clarity, emphasis, and purpose. Let’s break down both voices so you can confidently choose the best one for your writing.
Voice determines who or what performs the action in a sentence. In active voice, the subject acts. In passive voice, the subject receives the action. Simple, right? Yet many writers stumble because the passive voice can sneak in unnoticed, making sentences wordy or vague. By the end of this guide, you’ll know exactly when to use each voice—and why both have their place.
What Is Active Voice?
In active voice, the subject performs the action expressed by the verb. The structure is straightforward: Subject + Verb + Object.
- The cat chased the mouse. (Subject ‘cat’ performs the action ‘chased’ on object ‘mouse’)
- Our team won the award. (Subject ‘team’ does the action ‘won’)
- She writes compelling stories. (Subject ‘she’ does the action ‘writes’)
Active voice feels direct, energetic, and clear. Because the subject is the doer, readers immediately know who is responsible for the action. This is why most style guides, from journalism to business writing, recommend active voice for the majority of sentences.
What Is Passive Voice?
In passive voice, the subject receives the action. The verb phrase includes a form of ‘to be’ (am, is, are, was, were, been, being) plus the past participle of the main verb. Often, the doer of the action appears in a ‘by’ phrase—or is omitted entirely.
- The mouse was chased by the cat. (Subject ‘mouse’ receives the action; ‘by the cat’ identifies the doer)
- The award was won by our team.
- Compelling stories are written by her.
Notice that passive sentences are typically longer and less direct. The object of an active sentence becomes the subject, and the original subject becomes optional. This shift can be useful, but overusing passive voice weakens your writing.
When to Use Active Voice (Most of the Time)
Active voice should be your default choice because it creates stronger, clearer, and more concise sentences. Here’s why it works so well:
Clarity and Directness
Readers understand instantly who is doing what. Compare: ‘The budget was approved by the committee’ (passive) vs. ‘The committee approved the budget’ (active). The active version is three words shorter and puts the responsible party front and center.
Engagement and Pace
Active voice drives a narrative forward. It feels more like a story and less like a report. Notice the energy difference: ‘The door was opened by a stranger’ drags, while ‘A stranger opened the door’ tightens the suspense.
Authority and Accountability
Active voice assigns responsibility, which is critical in professional writing. ‘Mistakes were made’ avoids blame; ‘We made mistakes’ takes ownership. If you want to sound confident and trustworthy, lean on active construction.
Example Transformations:
- Passive: The report was submitted by John. → Active: John submitted the report.
- Passive: New policies are being implemented by the company. → Active: The company is implementing new policies.
- Passive: It was decided that the meeting would be postponed. → Active: The team decided to postpone the meeting.
When Passive Voice Is Appropriate
Despite its bad reputation, passive voice is not a grammar crime. There are situations where passive voice is the better choice—and using it intentionally shows sophistication.
Unknown or Unimportant Agent
If you don’t know who performed the action, or the doer is irrelevant, passive voice is ideal. ‘My wallet was stolen’—we don’t know the thief. ‘The building was constructed in 1920’—who built it isn’t the focus.
Focus on the Receiver of the Action
Sometimes the recipient is more important than the doer. In scientific writing, for example: ‘The solution was heated to 100°C’ emphasizes the procedure, not the researcher. Similarly, news reports: ‘Three people were injured in the accident’ highlights the victims, not the cause.
Polite or Tactful Omission
Passive voice can soften blame or criticism. ‘The deadline was missed’ sounds less accusatory than ‘You missed the deadline.’ Use this when diplomacy matters, such as in feedback or sensitive situations.
Varying Sentence Structure
Occasional passive sentences break the monotony of constant subject–verb–object patterns. A well-placed passive can emphasize a key point or provide a smoother flow between sentences.
How to Spot Passive Voice
To avoid unintentional passive voice, learn to recognize it. Look for these clues:
- A form of the verb ‘to be’ (is, are, was, were, been, being, am) + a past participle (usually ending in -ed, -en, or irregular forms).
- The option to add a ‘by’ phrase: if you can logically insert ‘by zombies’ after the verb, it’s passive.
- Wordiness: passive sentences are often longer than their active equivalents.
Checklist: Does the sentence tell you who is doing the action? If not, you might be in passive voice. Can you rewrite it with the doer as the subject? That’s your active version.
Test Yourself: Active or Passive?
Identify the voice in these sentences (answers below):
- The cake was baked by my grandmother. (Passive)
- The storm damaged several homes. (Active)
- A decision will be made tomorrow. (Passive—who decides?)
- The committee reached a unanimous agreement. (Active)
- Your application is being reviewed. (Passive)
How did you do? If you spotted the passive sentences, you’re on your way to mastering voice choice.
Quick Summary: Active vs. Passive Voice
- Active voice: Subject acts → Clear, direct, concise. Use for most writing.
- Passive voice: Subject receives action → Use when the doer is unknown, unimportant, or you want to emphasize the receiver.
- Key tip: Prefer active unless you have a specific reason for passive.
Remember: Voice is a tool, not a rule. By choosing appropriately, you can make your writing clearer, more engaging, and perfectly suited to your audience.
Now go forth and write with purpose. Whether active or passive, let each sentence serve your message.