Notice that in each passive sentence, we use a form of “to be” plus the past participle.
The original subject is optional, which is why it’s in parentheses.
When to Use the Passive Voice
Now that you know how to form passive voice sentences, the big question is: when should you use them?
The passive voice isn’t just a grammar trick; it’s a tool that serves specific purposes.
Here are the main times when passive voice shines:
When the Doer Is Unknown or Unimportant Sometimes, you don’t know who did something, or it doesn’t matter who did it. In these cases, the passive voice is perfect.
For example:
“My bike was stolen last night.” (You don’t know who stole it.)
“Coffee is grown in many countries.” (The specific farmers aren’t important.)
To Emphasize the Receiver of the Action In some situations, what happened is more important than who did it. The passive voice puts the spotlight on the receiver.
For instance:
“Three people were injured in the accident.” (The focus is on the victims.)
“Penicillin was discovered in 1928.” (The discovery is more significant than the discoverer.)
In Scientific or Technical Writing In science, the focus is often on the process or results, not the researchers.
Passive voice helps maintain this objective tone:
“The samples were heated to 100°C.”
“Data is collected every hour.”
To Be More Polite or Diplomatic The passive voice can soften criticism or bad news by removing direct blame:
Instead of “You made a mistake,” say “A mistake was made.”
Instead of “John broke the vase,” say “The vase was broken.”
To Create a Sense of Mystery or Intrigue In stories, especially mysteries, the passive voice can build suspense by hiding the actor:
“The door was slowly opened.”
“A scream was heard in the night.”
When the Subject Is Too LongIf the subject is a long phrase, putting it at the end can make the sentence clearer:
Active: “The combined efforts of firefighters, police, and community volunteers saved the town.”
Passive: “The town was saved by the combined efforts of firefighters, police, and community volunteers.”
To Maintain Topic Consistency If you’re discussing a particular topic, using passive voice can help keep that topic as the subject:
“The Mona Lisa was painted by Leonardo da Vinci. It was later stolen in 1911 and was eventually recovered in 1913.”
Common Mistakes with Passive Voice
While the passive voice is useful, it’s easy to misuse.
Here are some common mistakes to watch out for:
Overusing It The biggest mistake is using passive voice too much.
In English, active voice is more common and often clearer. Save passive voice for when it truly serves a purpose.
Forgetting to Change the Verb Remember, in passive voice, you need “to be” + past participle.
A common error is forgetting to change the verb:
Wrong: “The cake was bake by my grandmother.”
Right: “The cake was baked by my grandmother.”
Using It with Intransitive Verbs Some verbs, like “sleep” or “arrive,” don’t take direct objects. You can’t use these in passive voice:
Wrong: “A good night was slept by me.”
Right: “I slept well.” (Only active voice works here.)
Creating Ambiguity Sometimes, passive voice can make it unclear who did what:
Confusing: “The contract was signed.” (By whom?)
Clearer: “The manager signed the contract.”
Making Text Too Wordy Passive sentences often use more words than active ones:
Wordy: “The ball was kicked by Tom into the goal.”
Concise: “Tom kicked the ball into the goal.”
Losing Impact In some cases, passive voice can make your writing less powerful:
Weak: “A touchdown was scored by our team in the final seconds.”
Strong: “Our team scored a touchdown in the final seconds!”
When to Avoid Passive Voice
While passive voice has its uses, there are times when you should steer clear of it:
In Most General Writing For everyday writing—emails, stories, blog posts—stick mostly to active voice.
It’s more direct and engaging.
When Clarity Is Key If it’s crucial to know who did what, use active voice:
Unclear: “The project was mismanaged.”
Clear: “The previous manager mishandled the project.”
In Action-Packed Writing In stories or news reports about exciting events, active voice conveys energy better:
Passive: “The goal was scored as the whistle was blown.”
Active: “He scored the goal just as the referee blew the whistle!”
When Assigning Responsibility If you want to credit someone or hold them accountable, be direct with active voice:
Passive: “The charity event was organized.”
Active: “Maria organized the charity event.”
In Instructions or Directions When giving steps to follow, active voice is clearer:
Confusing: “The flour should be added, then the bowl should be stirred.”
Clear: “Add the flour, then stir the bowl.”
When Your Teacher or Boss Says So Some instructors or style guides discourage passive voice. Always follow their rules!:)
Passive Voice in Different Types of Writing
The passive voice fits better in some types of writing than others. Let’s look at how it’s used across different genres:
Academic Writing
Common Use: Very common, especially in sciences.
Why: Focuses on processes, maintains objectivity.
Example: “The experiment was conducted under controlled conditions.”
Tendency: High use of passive, regardless of region.
Reason: Standard in many disciplines.
Example: “It was observed that…” is standard in many fields.
Business English
Tendency: Varies by industry and culture.
U.S. vs. U.K.: U.S. often more direct, U.K. can be more reserved.
Example: A U.K. report might say “Inefficiencies were identified,” while a U.S. one says “We identified inefficiencies.”
Passive Voice and Tone
The choice between active and passive voice significantly affects your writing’s tone:
Formal vs. Informal
Passive: Often sounds more formal.
Active: Generally more casual.
Compare: “You are hereby notified” (formal) vs. “I’m telling you” (informal).
Objective vs. Personal
Passive: Creates distance, seems more objective.
Active: More personal, shows involvement.
Compare: “Mistakes were made” (objective) vs. “I made mistakes” (personal).
Soft vs. Strong
Passive: Can soften criticism or bad news.
Active: More assertive and direct.
Compare: “Your submission was not accepted” (soft) vs. “We rejected your submission” (strong).
Mysterious vs. Clear
Passive: Can add mystery or withhold info.
Active: Directly states who did what.
Compare: “A decision was reached” (mysterious) vs. “The board decided” (clear).
Quick Tips for Mastering Passive Voice
Identify the Verb
Look for “to be” + past participle: is done, was taken, will be sent.
Spot Missing “Actors”
No “by” phrase? It’s probably passive: “The meeting was postponed.”
Question Who/What
Ask “By whom?” or “By what?” If it fits, it’s passive: “Dinner was served.” (By whom? The waiter.)
Use Passive Intentionally
Don’t just fall into it; choose it for a reason.
Read Aloud
Passive can sound wordy or unclear when spoken.
Check Field-Specific Style
See how passive is used in your area (science, law, etc.).
Balance Is Key
Mix passive and active for the best effect.
Real-World Passive Voice Examples
Let’s look at passive voice in action across various real-life texts:
Science Paper
“Samples were collected from 20 sites. Each sample was analyzed for pH levels. Results were compared to previous studies.”
News Article
“Three civilians were killed in the attack. The city’s power grid was severely damaged. Rescue efforts are being coordinated by international teams.”
Product Manual
“This device should not be exposed to water. If wet, power should be disconnected immediately. Repairs must be performed by authorized technicians.”
Corporate Email
“Q3 projections have been revised. A new strategy is being developed. All teams will be briefed next week.”
Novel Excerpt
“The old letter was found in the attic. Its edges were worn, as if often handled. Inside, a lock of hair was carefully preserved.”
Legal Document
“The defendant’s rights were read. Evidence was presented by the prosecution. A verdict of guilty was reached by the jury.”
Historical Text
“The Magna Carta was signed in 1215. Many of its principles were adopted by later democracies.”
Personal Blog
“I thought I was prepared, but wow, was I wrong! My skills were tested like never before. In the end, a valuable lesson was learned.”
Each of these examples uses passive voice to suit its specific needs—whether it’s maintaining objectivity, focusing on events over people, or adding a sense of mystery.
