Active and Passive Voice

You’ve probably heard of the passive voice—perhaps in a comment from an English teacher or the grammar checker of a word processor. In both of these instances, you might have been guided away from the passive voice.  When the passive voice is used too frequently, it can make your writing seem flat and drab. However, there are some instances where the passive voice is a better choice than the active.

active voice vs. passive voice

• An active voice sentence is written in the form of “A does B.” (For example, “Carmen sings the song.”)
• A passive voice sentence is written in the form of “B is done by A.” (For example, “The song is sung by Carmen.”)

Both constructions are grammatically sound and correct.

ACTIVE VOICE:  Tamara lost the potential sale in North Dakota.

PASSIVE VOICE:  The potential sale in North Dakota was lost.

You may have noticed something unique about the previous passive voice example: the passive voice can be used to hide who performed the action. Despite these sentences being completely grammatically sound, we don’t know who lost the sale if we only read the passive sentence. This could be a good way to focus on ways to improve company strategy, rather than focusing on a single person’s performance (and avoid calling out a single employee in a potentially public setting). If, however, it is important that Tamara lost the sale, but we want to focus on the loss rather than who lost it, saying “The potential sale in North Dakota was lost by Tamara,”

The passive is created using the verb to be (e.g., the song is sung; it was struck from behind). To be conjugates irregularly. Its forms include am, are, is, was, were, and will be, had been, is being, and was being.

Business writing is known for being direct and to the point in most situations, so you should favor active rather than passive verb constructions. But there are occasions when being too direct can make you sound insensitive.

Consider the following refusal of a request for a raise:

1. ACTIVE VOICE: You cannot have a raise at this time.
2. PASSIVE VOICE: A raise can not be given at this time.

In this case, the goal of using the passive voice to soften the negativity of the message has made the message sound more considerate.

If you are trying to avoid calling out a particular individual, one strategy is to de-emphasize the actor or subject in the sentence. Bring out your sensitive side by knowing how to tactfully apply passive voice. Reserve passive verbs for the moment you need to say “no” in a message.

For more information on how and why to use the passive voice check out Using the Passive Voice.

Clarity

Word selection and phrasing lead to successfully transferring meaning from the sender to the receiver. Careful word selection enhances the writer’s reputation and reflects the business’s reputation.

Think of the advice a home seller receives before an open house. They will often have bread baking or apple cider simmering to create an aroma that makes the house feel more inviting. This small step might influence a potential buyer to have a better impression of the house. Solid writing skills can have the same effect for the employee. The employee gains respect and appreciation because of writing skills that project credibility and confidence.

Precision

Business communication should be clear, specific, and precise meaning. Work to be accurate and careful with your word choice.

Avoid	Try This Instead
Capable of greeting many customers while attending to a multi-line phone.	Capable of greeting 25 customers an hour, while managing incoming phone lines for six district managers.

Plain Words

When trying to impress, it is tempting to use complex words in order to sound sophisticated. Unfortunately, using complex vocabulary may obscure your ideas and potentially damage your credibility. Remember the focus of your writing should be on the reader who needs to understand your message.

Instead of focusing on complex words concentrate on expressing accurate content with precise, unambiguous words so that the message is transmitted clearly. Be precise while understandable.

Avoid	Try This Instead
The lawyer was trying to obfuscate details during his opening.	The lawyer was trying to confuse the details during his speech.
The remuneration the contractor receives is commensurate with the time and materials used.	The pay the contractor receives is equal to the time and materials used.

Lists

Lists can be used in several ways. Working with numbered lists or bulleted lists is a fast way to draw attention to several items. Lists add white space to a document, which helps the reader. They add emphasis because they stand out on the page. Numbered lists are used when order of importance matters.

Avoid	Try This Instead	Why
The store needs several items to process the refund for the incorrect billing. If you have the receipt, we’ll need that. After you find the receipt, circle the incorrect payment and add the voided check to the envelope. Remember that a stamped return envelope will get your money back more quickly. Please be sure to add that.	To process your refund, the store needs several pieces of documentation. Please do the following: Find the original receipt Circle the incorrect items Find the voided check Complete a self-address stamped envelope Include all items with your request.	A numbered list provides the correct order and structure for the reader. It creates white space in the message.
When you go to the store, can you remember to get the items I need for my recipe? I forgot to get one orange, eggs for the mix (2), and red for the icing, so I’ll need one bottle of red food coloring.	At the store, please purchase one orange two eggs one bottle of red food dye	It’s likely the shopper only needs to know what to buy, not why to buy it.