When to Use Passive Voice (and When to Avoid It)

Passive voice is an important part of English grammar. It allows speakers and writers to focus on the person or thing receiving an action rather than the person performing it. However, knowing when to use passive voice and when to avoid it can make a significant difference in how clearly you communicate.

Passive voice is particularly useful in academic writing, scientific reports, formal communication, and situations where the person performing an action is unknown or unimportant. On the other hand, using passive voice too frequently can make sentences longer, less direct, and sometimes difficult to understand.

In this guide, you will learn when to use passive voice, when to avoid it, and how to choose between active and passive voice in different situations. You will also explore practical examples and common mistakes to help you write clearer and more effective English sentences.

What Is Passive Voice?

Passive voice is a grammatical structure in which the subject of a sentence receives an action rather than performs it. It is commonly used when the action or its result is more important than the person or thing performing the action.

In passive voice, the sentence usually follows this structure:

Subject + form of “be” + past participle (V3) + (by + agent)

For example:

• Active Voice: The teacher checked the assignments.

• Passive Voice: The assignments were checked by the teacher.

In the active sentence, the focus is on the teacher, who performs the action. In the passive sentence, the focus shifts to the assignments, which receive the action.

Passive voice does not always require mentioning who performs the action.

For example:

• The documents were submitted yesterday.

• The classroom is cleaned every morning.

• The results will be announced tomorrow.

In these examples, the actions are more important than the people performing them.

Remember: Passive voice is not grammatically incorrect. It is a useful sentence structure when used appropriately. The key is knowing when it improves communication and when active voice would be clearer.

For a detailed explanation of passive voice structures and grammatical rules, read our guide on Passive Voice: Definition, Rules, and Examples.

When to Use Passive Voice

Passive voice is useful when you want to emphasize an action, its result, or the person or thing receiving the action. It is also appropriate when the person performing the action is unknown, unimportant, or unnecessary to mention.

Here are the most common situations when you should use passive voice in English.

1. When the Person Performing the Action Is Unknown

Use passive voice when you do not know who performed an action. Instead of guessing or adding unnecessary information, you can focus on what happened.

Examples:

• My wallet was stolen yesterday.

• The window was broken last night.

• Several documents were misplaced.

• The building was damaged during the storm.

• The message was sent from an unknown number.

In these sentences, the person responsible for the action is unknown. Therefore, passive voice communicates the information clearly without identifying the agent.

2. When the Person Performing the Action Is Unimportant

Sometimes, the person performing an action is not important to the meaning of the sentence. In such cases, passive voice allows you to focus on the action itself.

Examples:

• The streets are cleaned every morning.

• The office is closed at 6 p.m.

• English is spoken in many countries.

• The packages are delivered daily.

• The classroom is inspected regularly.

For example, in the sentence “The streets are cleaned every morning,” the important information is that the streets are cleaned regularly, not who cleans them.

3. When the Action Is More Important Than the Person

Use passive voice when the action or its result deserves more attention than the person performing it.

This is particularly common in news reports, formal announcements, and descriptions of important events.

Examples:

• A new hospital was opened last week.

• The final decision was announced yesterday.

• The bridge was completed in 2020.

• The new policy has been approved.

• The competition winners will be announced tomorrow.

Consider the following comparison:

Both forms are grammatically correct. However, passive voice places greater emphasis on the proposal, product, or event.

4. When You Want to Emphasize the Receiver of an Action

Passive voice is appropriate when the person or thing receiving an action is the main topic of discussion.

Examples:

• The patient was examined by the doctor.

• The students were awarded certificates.

• The historic building was restored last year.

• The injured passengers were taken to the hospital.

• The painting was created by a famous artist.

For example:

Active: A famous architect designed this building.

Passive: This building was designed by a famous architect.

The passive sentence is more appropriate when the discussion focuses on the building rather than the architect.

5. When Writing Scientific Reports and Research Papers

Passive voice is frequently used in scientific and academic writing, especially when describing experiments, research methods, and procedures.

It helps writers focus on the process, observations, and results rather than the researchers.

Examples:

• The samples were collected from three locations.

• The experiment was conducted under controlled conditions.

• The data were analyzed using statistical software.

• The solution was heated to 80°C.

• The results were recorded in a table.

For example:

Active: We measured the temperature every five minutes.

Passive: The temperature was measured every five minutes.

The passive sentence emphasizes the procedure rather than the researchers.

Writing Tip: Passive voice is useful in scientific writing, but it is not always required. Many academic journals also encourage active voice when it makes research methods and responsibilities clearer.

6. When Writing Formal Announcements and Official Notices

Passive voice is commonly used in formal announcements, official notices, and administrative communication.

It helps emphasize the information or action rather than the person responsible.

Examples:

• Applications must be submitted before Friday.

• All employees are required to attend the meeting.

• The examination results will be published next week.

• Visitors are requested to remain in the waiting area.

• The meeting has been postponed until Monday.

For example, “Applications must be submitted before Friday” focuses on the requirement rather than the person issuing the instruction.

7. When You Want to Sound More Diplomatic or Less Direct

Passive voice can help make certain statements sound less direct, especially when discussing mistakes, problems, or sensitive situations.

This is useful in professional communication when identifying the responsible person is unnecessary.

Examples:

• A mistake was made during the calculation.

• The deadline was missed.

• Some important details were overlooked.

• The wrong information was included in the report.

• The instructions were not followed correctly.

Compare these sentences:

Active: You made a mistake in the report.

Passive: A mistake was made in the report.

The passive sentence focuses on the mistake rather than directly blaming someone.

However, passive voice should not be used to hide responsibility when accountability is important.

8. When the Person Performing the Action Is Obvious

Sometimes, the person performing an action is already clear from the context. In these situations, mentioning the agent is unnecessary.

Examples:

• The suspect was arrested last night.

• The patient was admitted to the hospital.

• The student was given a warning.

• The criminal was sentenced to five years in prison.

• The fire was extinguished within an hour.

For example, “The suspect was arrested last night” does not necessarily need “by the police” because the context may already make that information clear.

9. When Describing Processes and Procedures

Passive voice is useful when explaining how something is made, produced, or completed.

It allows the writer to describe each step without repeatedly mentioning the person performing the action.

Examples:

• The vegetables are washed before cooking.

• The ingredients are mixed in a large bowl.

• The mixture is heated for ten minutes.

• The finished products are packed into boxes.

• The packages are shipped to customers.

For example, consider a simple process for making bread:

1. The ingredients are measured.

2. The flour and water are mixed.

3. The dough is kneaded.

4. The dough is left to rise.

5. The bread is baked in an oven.

Passive voice keeps the focus on the steps rather than the person making the bread.

Quick Summary: When Should You Use Passive Voice?

Key Takeaway: Use passive voice when it helps readers focus on the action, result, or receiver. However, avoid using it unnecessarily when active voice would communicate the same information more clearly.

When to Avoid Passive Voice

Although passive voice is grammatically correct, it is not always the best choice for effective communication. Using passive voice unnecessarily can make sentences longer, less direct, and harder to understand. In many situations, active voice is preferable because it clearly identifies who performs an action.

Here are the most common situations when you should avoid passive voice in English writing and communication.

1. When Active Voice Makes the Sentence Clearer

Avoid passive voice when active voice communicates the message more clearly and directly. Active voice usually follows a straightforward sentence structure that helps readers understand who is doing what.

Examples:

In these examples, active voice makes the sentences easier to follow because the person performing each action appears at the beginning.

Writing Tip: If the person performing an action is important, active voice is often the better choice.

2. When You Want to Write Short and Concise Sentences

Passive voice can make sentences longer because it often requires additional helping verbs and may include a phrase beginning with “by.”

Active voice can express the same information using fewer words.

Examples:

• Passive: The final decision was made by the manager.

• Active: The manager made the final decision.

• Passive: The meeting was organized by the marketing department.

• Active: The marketing department organized the meeting.

• Passive: The instructions were explained by the teacher.

• Active: The teacher explained the instructions.

The active sentences are shorter and more direct without changing the essential meaning.

However, passive voice is not always longer. For example, “The meeting was canceled” is shorter than “The organizers canceled the meeting.” Choose the structure that best communicates your message.

3. When Responsibility Needs to Be Clear

Avoid passive voice when readers need to know who is responsible for an action, decision, or mistake.

This is especially important in business communication, workplace reports, and situations involving accountability.

Examples:

For example:

Passive: Several mistakes were made during the project.

Active: The project team made several mistakes.

The active sentence clearly identifies who made the mistakes.

Remember: Passive voice should not be used to hide responsibility when identifying the responsible person is necessary.

4. When Giving Instructions or Directions

Active voice is generally more effective when giving instructions because it tells readers exactly what they need to do.

This is particularly useful in tutorials, user guides, recipes, and everyday communication.

Examples:

• Passive: The button should be pressed to continue.

• Active: Press the button to continue.

• Passive: The form must be completed before submission.

• Active: Complete the form before submitting it.

• Passive: The document should be saved before closing the program.

• Active: Save the document before closing the program.

Active voice makes instructions clearer by using direct commands.

However, passive voice may still be appropriate in formal procedures where the required action matters more than the person performing it.

5. When Writing Persuasive or Engaging Content

Active voice often creates a stronger and more engaging tone. It helps writers communicate ideas confidently and encourages readers to take action.

This is especially useful in advertisements, marketing content, speeches, and persuasive writing.

Examples:

Active voice makes these sentences more personal and direct.

For example, “You can improve your English skills through daily practice” speaks directly to the reader and encourages action.

6. When Writing Personal Stories or Narratives

Active voice is often preferable when describing actions performed by characters in stories or personal experiences.

It helps readers follow events and understand what each person is doing.

Examples:

• Passive: The door was opened by the boy.

• Active: The boy opened the door.

• Passive: The mountain was climbed by the travelers.

• Active: The travelers climbed the mountain.

• Passive: The mysterious letter was discovered by Emma.

• Active: Emma discovered the mysterious letter.

Active voice generally makes the actions feel more immediate.

However, passive voice can also be effective in storytelling when the writer wants to create suspense or emphasize what happened to a character.

For example, “The door was opened slowly” may create suspense by leaving the person opening the door unidentified.

7. When the Person Performing the Action Is Important

Avoid passive voice when the identity of the person performing an action is essential to the message.

Examples:

• Passive: The novel was written by Jane Austen.

• Active: Jane Austen wrote the novel.

• Passive: The discovery was made by the research team.

• Active: The research team made the discovery.

• Passive: The company was founded by two engineers.

• Active: Two engineers founded the company.

Both versions are correct. However, active voice is often more suitable when the main topic is the person or group responsible for the action.

If the novel, discovery, or company is the main topic, passive voice may be equally appropriate.

8. When Passive Voice Makes the Meaning Confusing

Passive voice can sometimes make sentences unclear, particularly when the person performing the action is omitted.

Examples:

Unclear Passive: The report was submitted late.

Clear Active: The assistant submitted the report late.

Unclear Passive: The customer was given incorrect information.

Clear Active: The sales representative gave the customer incorrect information.

Unclear Passive: The appointment was canceled.

Clear Active: The receptionist canceled the appointment.

The passive sentences are not grammatically incorrect. However, the active versions provide additional information about who performed each action.

Use active voice when that information is necessary for understanding the situation.

Quick Summary: When Should You Avoid Passive Voice?

Key Takeaway: Avoid passive voice when it makes a sentence unnecessarily complicated, hides important information, or weakens the message. Active voice is often the better choice when you want to communicate clearly, directly, and confidently.

Passive Voice in Different Types of Writing

Passive voice is used differently depending on the purpose, audience, and style of writing. In some situations, it helps create a formal and objective tone. In others, active voice is more appropriate because it makes sentences clearer and more direct.

Understanding how passive voice works in different types of writing will help you choose the most effective sentence structure.

1. Passive Voice in Academic Writing

Passive voice is commonly used in academic writing when the focus is on research findings, methods, or results rather than the person performing an action.

It is particularly useful when describing research procedures or presenting information objectively.

Examples:

• The research was conducted over six months.

• The participants were selected randomly.

• The data were collected through online surveys.

• The findings were published in an academic journal.

• The results were compared with previous studies.

Active vs Passive Voice in Academic Writing

When to use passive voice: When the research process or findings are more important than the researchers.

When to avoid it: When active voice makes the explanation clearer or when identifying the researchers is important.

2. Passive Voice in Scientific Writing

Scientific writing often uses passive voice to describe experiments, observations, and procedures.

It helps keep the focus on what was done and what was observed.

Examples:

• The water was heated to 100°C.

• The samples were stored at room temperature.

• The chemicals were mixed carefully.

• The temperature was recorded every five minutes.

• The experiment was repeated three times.

For example:

Active: We measured the temperature every hour.

Passive: The temperature was measured every hour.

Both sentences are correct. The passive version emphasizes the measurement process, while the active version identifies who performed it.

Modern scientific writing often uses a combination of active and passive voice to improve clarity.

3. Passive Voice in Business Communication

Passive voice is frequently used in professional emails, business reports, and formal announcements.

It can help maintain a polite and professional tone, especially when discussing decisions, delays, or problems.

Examples:

• Your application has been received.

• The meeting has been rescheduled.

• The payment was processed yesterday.

• The documents will be reviewed shortly.

• The new policy will be implemented next month.

Active vs Passive Voice in Business Writing

When to use passive voice: When the action, decision, or result matters more than the person responsible.

When to avoid it: When readers need to know who will complete a task or take responsibility for an action.

4. Passive Voice in News Reporting and Journalism

Passive voice is often used in news headlines and reports when the event is more important than the person performing the action.

It is particularly useful when the person responsible is unknown or has not been identified.

Examples:

• Three people were injured in the accident.

• A new school was opened yesterday.

• Several buildings were damaged by the storm.

• The missing documents were recovered.

• A new environmental policy was announced.

For example:

Active: The city council approved the new project.

Passive: The new project was approved by the city council.

The active version emphasizes the city council, while the passive version emphasizes the project.

Journalists should avoid passive constructions when they unnecessarily conceal important responsibility or make a report unclear.

5. Passive Voice in Everyday English

Passive voice is also common in everyday conversations. English speakers use it naturally when discussing events, experiences, and situations.

Examples:

• My phone was stolen.

• The food is ready to be served.

• The car was repaired yesterday.

• The package has been delivered.

• The meeting was canceled.

• The house was built many years ago.

Consider this conversation:

A: What happened to your laptop?

B: It was damaged during the trip.

In this example, passive voice is natural because the speaker wants to explain what happened to the laptop.

However, if the person responsible is important, active voice may be better.

Active: The airline staff damaged my laptop.

6. Passive Voice in Instructions and Technical Writing

Passive voice is sometimes used in technical documents, instruction manuals, and procedural descriptions.

It helps explain what must be done without repeatedly mentioning the person performing the action.

Examples:

• The device must be disconnected before cleaning.

• The equipment should be inspected regularly.

• The password must be changed every 90 days.

• The system should be restarted after installation.

• The completed form must be submitted online.

However, active voice is usually more direct when instructions are addressed to a specific reader.

For example:

Passive: The device should be switched off before cleaning.

Active: Switch off the device before cleaning.

The active sentence is shorter and gives a clearer instruction.

Summary: Passive Voice Across Different Writing Styles

Key Takeaway: Passive voice is useful in both formal and informal English. The best choice depends on what you want to emphasize, who your audience is, and how clearly the sentence communicates its meaning.

Active vs Passive Voice: Which Should You Use?

Choosing between active and passive voice depends on the purpose of your sentence and the information you want to emphasize. Both forms are grammatically correct, but they serve different communication purposes.

Active voice is usually the better choice when you want to identify who performs an action and communicate directly. Passive voice is more appropriate when the action, result, or receiver is more important than the person performing it.

Active vs Passive Voice: Quick Comparison

How to Choose Between Active and Passive Voice

Ask yourself these four questions before deciding which sentence structure to use.

1. Is the person performing the action important?

If the person performing the action is important, use active voice.

• Active: The principal announced the results.

• Passive: The results were announced by the principal.

The active sentence is preferable when the principal is the main focus.

2. Is the action or result more important?

If the action or its result is more important, passive voice may be more appropriate.

• Active: The workers completed the bridge last year.

• Passive: The bridge was completed last year.

The passive sentence emphasizes the completed bridge rather than the workers.

3. Do you know who performed the action?

If the person performing the action is unknown, passive voice is often a natural choice.

• Passive: My bicycle was stolen yesterday.

• Passive: The window was broken during the night.

These sentences communicate the events without identifying an unknown person.

4. Does passive voice make the sentence less clear?

If passive voice makes the sentence unnecessarily complicated or hides important information, choose active voice.

• Passive: The instructions were misunderstood by several employees.

• Active: Several employees misunderstood the instructions.

The active sentence is shorter and clearly identifies who misunderstood the instructions.

A Simple Decision Guide

Can You Use Both Active and Passive Voice in the Same Paragraph?

Yes. You can use both active and passive voice in the same paragraph when each serves a clear purpose.

For example:

“The researchers collected samples from three locations. The samples were analyzed in a laboratory. The research team then compared the results with previous studies.”

In this paragraph, active voice identifies the researchers and their actions, while passive voice emphasizes the laboratory analysis.

Using both forms appropriately can improve sentence variety, clarity, and the overall flow of your writing.

Writing Tip: Do not change every passive sentence into active voice. Instead, consider the purpose of each sentence and choose the form that communicates your message most effectively.

For a more detailed comparison of sentence structures, read our guide on Active vs Passive Voice: Differences and Examples.

Conclusion

Knowing when to use passive voice and when to avoid it is essential for clear and effective English communication. Passive voice is useful when the action, result, or receiver is more important than the person performing the action. It is especially common in academic writing, scientific reports, formal announcements, and situations where the agent is unknown or unimportant.

However, passive voice is not always the best choice. Active voice is generally more effective when you want to write direct sentences, identify responsibility, give instructions, or communicate ideas clearly. Using passive voice unnecessarily can make your writing longer and less engaging.

The best approach is to use both active and passive voice according to the purpose of your sentence. With regular practice, you can learn to choose the appropriate voice and improve your English writing skills.

To strengthen your understanding, practice with our Passive Voice Exercises with Answers and learn how to use passive constructions correctly in different situations.

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