Active vs. Passive Voice: Which Should You Use?
Master the difference between active and passive voice, understand when each shines, and learn how to switch between them with confidence in your writing.
Understanding Voice in Grammar
Voice is one of those grammar concepts that sounds more complicated than it actually is. It’s simply about who’s doing the action in your sentence — and it makes a bigger difference than you might think. Whether you’re writing an essay, a professional email, or a creative piece, knowing when to use active voice and when passive voice works better can transform your writing from ordinary to compelling.
The thing is, most of us already understand voice intuitively. We just don’t always think about it consciously. Once you see the patterns, you’ll start noticing them everywhere — and you’ll have more control over your own writing.
Quick Definition
Active voice: The subject performs the action. “Sarah wrote the report.”
Passive voice: The subject receives the action. “The report was written by Sarah.”
Why Active Voice Dominates in Good Writing
Active voice is your default. It’s direct, energetic, and clear. When the subject performs the action, readers immediately understand who’s responsible and what’s happening. That clarity matters — a lot.
Think about how you naturally speak. You don’t say “The coffee was consumed by me this morning.” You say “I drank coffee this morning.” That’s active voice, and it’s the way humans naturally communicate. In writing, this naturalness creates better flow and keeps readers engaged.
Benefits of Active Voice:
- More direct and easier to understand
- Shorter sentences that pack more punch
- Clearer responsibility and accountability
- More engaging for readers
- Better for storytelling and persuasive writing
When Passive Voice Actually Works Better
Here’s where people get confused: passive voice isn’t wrong. It’s just more specialized. There are specific situations where it’s actually the better choice, and knowing these situations makes you a smarter writer.
Passive voice shines when the action matters more than who did it, or when the doer is unknown, obvious, or irrelevant. In scientific writing, passive voice dominates because the focus is on the process, not the researcher. “The samples were analyzed using mass spectrometry” emphasizes the method over who performed it.
Passive Voice Works Well For:
- Scientific or technical writing (emphasis on method)
- When the doer is unknown (“The building was damaged”)
- Legal or formal documents (impersonal tone)
- When protecting someone’s identity or privacy
- Academic writing in certain fields
How to Switch Between Voices
Converting between active and passive voice is straightforward once you understand the pattern. The object of the active sentence becomes the subject of the passive sentence, and the verb changes form by adding “was” or “were” plus the past participle.
Active to Passive:
“The team completed the project” “The project was completed by the team”
Passive to Active:
“The book was written by the author” “The author wrote the book”
The key is recognizing that every sentence has both a doer and an action. Active voice puts the doer first. Passive voice hides or downplays the doer. When you understand this, you’re not following a rule — you’re making a strategic choice about what you want to emphasize.
“Active voice is usually more direct and vigorous than passive. This is a fundamental rule of good writing — but it’s a rule with exceptions. Sometimes passive voice is the right choice.”
— Grammar principle in professional writing
Practical Tips for Better Voice Usage
Read Your Work Aloud
Active voice sounds more natural and energetic when spoken. If a sentence feels awkward when you read it aloud, it’s probably passive voice that could be more direct.
Identify the Doer First
Ask “Who or what is doing this action?” If the answer comes at the end of your sentence (after “by”), you’re using passive voice. Consider whether that’s intentional.
Watch for “By” Phrases
The phrase “by [doer]” at the end is a dead giveaway for passive voice. If it’s not adding important information, consider removing it and flipping to active voice.
Match Your Purpose
Creative writing and business communication thrive on active voice. Academic and scientific writing sometimes calls for passive voice. Choose based on your context, not habit.
Avoid the Ambiguous “It Was”
Passive voice sentences like “It was decided that…” leave readers wondering who decided. Be specific. Active voice forces clarity: “The committee decided…”
Practice Converting Sentences
Take a paragraph from your writing and convert every passive sentence to active. You’ll develop an instinct for what works and feel the difference in flow immediately.
Making Voice Work for Your Writing
The choice between active and passive voice isn’t about following rigid rules. It’s about understanding your options and making strategic decisions based on what you’re trying to communicate. Active voice is your go-to because it’s direct, clear, and engaging. But passive voice has its place — especially in formal, technical, or scientific contexts where the action itself matters more than the actor.
Start noticing voice in the writing you read. Pay attention to how news articles, novels, and academic papers use it. You’ll develop an intuition that goes beyond grammar rules. That’s when voice becomes something you control rather than something that controls you.
Ready to Strengthen Your Grammar Skills?
Understanding voice is just one piece of writing well. Keep exploring grammar fundamentals to build a stronger foundation for all your writing projects.
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About This Article
This article provides educational information about active and passive voice in English grammar. The guidelines and examples presented reflect common usage in contemporary English writing. Grammar rules can vary depending on context, style guide, and discipline-specific conventions. Individual writing situations may call for different approaches. For specific feedback on your own writing, consider working with a writing instructor, tutor, or professional editor who can provide personalized guidance based on your unique needs and goals.
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