In formal English, you should use the passive voice instead of the active voice when the action or the recipient of the action is more important than the person or thing performing it. It is particularly useful for creating an objective tone in scientific or academic writing, or when the actor is unknown or irrelevant.
While grammar guides often praise the active voice for its clarity and directness, mastering the passive voice is a sign of a sophisticated writer. The active voice is your default tool, but the passive voice is a specialised instrument used for specific effects. Understanding when and why to make this switch can elevate your formal writing from good to great. This guide will clarify the difference and show you exactly when to use the passive voice instead of the active voice for maximum impact.
What's the Difference Between Active and Passive Voice?
Before diving into the rules, let's have a quick refresher. The key difference lies in the relationship between the subject and the verb in a sentence.
- Active Voice: The subject of the sentence performs the action. The structure is direct: Subject + Verb + Object.
- *Example:* The research team analyzed the data.
- Passive Voice: The subject of the sentence receives the action. The structure often includes a form of the verb "to be" and a past participle: Object + (to be + past participle) + [by + Subject].
- *Example:* The data was analyzed by the research team.
The active voice is generally more concise and energetic. However, there are several formal situations where the passive voice is not only acceptable but preferred.
When should I use the passive voice instead of the active voice in formal contexts?
In formal, academic, and scientific writing, the choice of voice is strategic. Using the passive voice allows you to control the reader's focus and maintain a specific tone. Here are the four primary situations where it is the better choice.
To Emphasize the Action or Object, Not the Actor
Sometimes, the person or thing doing the action (the agent) is less important than the action itself or the object receiving it. The passive voice shifts the focus to the front of the sentence.
- Active: Our company will launch the new software in the third quarter.
- Passive: The new software will be launched in the third quarter.
In the passive example, the important information—the software's launch—is highlighted. This is common in business announcements and news reporting.
When the Actor is Unknown, Unimportant, or Obvious
If you don't know who performed an action, or if it doesn't matter, the passive voice is a natural fit. It removes the need for a vague subject like "someone" or "people."
- Unknown Actor: My wallet was stolen yesterday. (We don't know who stole it.)
- Unimportant Actor: The new bridge was completed last week. (The construction company's name isn't the key detail.)
- Obvious Actor: All presidential candidates must be nominated by their parties. (It's obvious that the parties do the nominating.)
To Create an Impersonal and Objective Tone
This is the most common reason for using the passive voice in academic and scientific writing. Science values objectivity; the focus should be on the experiment or the findings, not the researcher.
- Personal (Active): In this study, I interviewed twenty participants.
- Objective (Passive): In this study, twenty participants were interviewed.
The passive sentence sounds more formal and detached, which is the conventional tone for research papers, lab reports, and technical documents.
To Improve Sentence Flow and Maintain Focus
The passive voice can be a powerful tool for creating smoother transitions between sentences. By keeping the main topic in the subject position, you guide your reader logically through your ideas.
- Choppy (Active): The 19th-century engineers developed new steam engine technology. This technology powered the Industrial Revolution.
- Smooth (Passive): New steam engine technology was developed by 19th-century engineers. This technology powered the Industrial Revolution.
In the second version, "technology" remains the focus at the end of the first sentence and the beginning of the second, creating a stronger connection.
Are there risks when I use the passive voice instead of the active voice?
Yes. While powerful, the passive voice can be misused. Overusing it can make your writing sound wordy, unclear, and even evasive. A classic example of evasiveness is the phrase "mistakes were made," which avoids assigning responsibility.
The key is to be purposeful. Don't use the passive voice to sound more academic; use it because it serves a specific rhetorical purpose that the active voice cannot.
Conclusion
Ultimately, the active voice should be your go-to for most writing, as it's direct, clear, and engaging. However, a skilled writer knows that grammar rules are flexible. Knowing when to use the passive voice instead of the active voice—to shift emphasis, maintain objectivity, or improve flow—is a crucial skill for mastering formal English. It allows you to control your message with precision and authority.
Frequently Asked Questions about the Passive Voice
How do I identify the passive voice? Look for a two-part verb structure: a form of the verb "to be" (am, is, are, was, were, been, being) followed by a past participle (e.g., *written*, *analyzed*, *taken*). If the sentence also contains a "by..." phrase that identifies the doer, it's a strong clue.
Is it wrong to use the passive voice in an essay? No, it's not wrong, but it should be used with intention. In argumentative essays, the active voice is often stronger. In scientific or historical essays, the passive voice can be very effective for maintaining an objective tone.
Can I use the word "by" in the passive voice? Yes. The prepositional phrase beginning with "by" is used to identify the agent (the one performing the action). For example, "The report was written *by the committee*." If the agent is unknown or unimportant, you should omit the "by" phrase.
Why do scientists use the passive voice so much? Scientists use the passive voice to keep the focus on the scientific process and results rather than on themselves. It helps create a tone of objectivity and impartiality, suggesting that the results are verifiable by any researcher who follows the same method.
What is a simple rule for active vs. passive voice? A simple way to think about it is: Does the subject *do* the action, or does the subject *receive* the action? If the subject is the doer (The cat chased the mouse), it's active. If the subject is the receiver (The mouse was chased by the cat), it's passive.