When Should Passive Voice Be Used in Business Writing

In business writing, passive voice can be a valuable tool to emphasize actions over actors, maintain formality, or address sensitive issues tactfully. Discover when and how to use passive voice effectively to enhance your professional communication.

Understanding Passive Voice

First off, what's passive voice anyway? Simply put, in passive voice, the subject of the sentence is acted upon by the verb. For example:

• Active voice: The manager approved the report.
• Passive voice: The report was approved by the manager.

In the passive sentence, the focus shifts from the doer ("the manager") to the action and the recipient ("the report"). This shift can be useful in business writing for several reasons.

When to Use Passive Voice

1. When the Action Matters More Than the Actor

Sometimes, the action itself is more important than who performed it. In these cases, passive voice helps center attention on what happened.

Example:

• Active: The marketing team launched the new campaign.
• Passive: The new campaign was launched.

By using passive voice, the emphasis is on the new campaign rather than the team. This can be useful in reports or announcements where the initiative is the star of the show.

2. When the Actor is Unknown or Irrelevant

If you don't know who performed the action, or it's not important, passive voice is your friend.

Example:

• Active: Someone left the lights on overnight.
• Passive: The lights were left on overnight.

Here, the focus is on the issue (lights left on) rather than playing detective about who did it.

3. To Maintain a Formal or Objective Tone

Passive voice can lend a formal or impersonal tone, which is sometimes appropriate in business documents.

Example:

• Active: We found that the data supports our hypothesis.
• Passive: It was found that the data supports the hypothesis.

By removing "we," the sentence sounds more objective and detached—a tone often preferred in formal reports or scientific writing.

4. To Be Tactful and Diplomatic

In sensitive situations, passive voice can soften the message and avoid direct blame.

Example:

• Active: You made an error in the report.
• Passive: An error was made in the report.

This phrasing focuses on the mistake rather than the person, which can be more professional and less confrontational.

5. When Following Conventions or Standards

Certain industries or document types traditionally use passive voice, like technical manuals or legal documents.

Example:

• Active: Press the button to start the machine.
• Passive: The button is pressed to start the machine.

In procedural documents, passive voice can standardize instructions and focus on the process.

Balancing Active and Passive Voice

While passive voice has its place, overusing it can make your writing seem vague or dull. Active voice is generally more direct and lively. The key is knowing when to use each.

Active Voice: For Clarity and Engagement

Active sentences clearly show who is doing what, making your writing more dynamic.

Example:

• Active: The CEO will announce the new policy tomorrow.
• Passive: The new policy will be announced tomorrow by the CEO.

Here, the active voice is more straightforward and engaging.

Passive Voice: For Emphasis and Tact

Use passive voice intentionally to emphasize certain elements or to handle delicate topics.

Example:

• Passive: Employee feedback was taken into consideration.

This sentence emphasizes the action (taking feedback into consideration) without focusing on who did it.

Tips for Using Passive Voice Effectively

1. Be Intentional: Don't default to passive voice—use it purposefully when it benefits your message.

2. Keep It Clear: Make sure the passive construction doesn't confuse the reader. Clarity is king.

3. Mix It Up: Vary your sentence structures. A mix of active and passive voices can make your writing more interesting.

4. Avoid Overuse: Too much passive voice can make your writing feel monotonous or evasive.

5. Proofread: Review your work to ensure that the passive voice enhances rather than detracts from your message.

Examples of Passive Voice in Business Writing

Let's look at some scenarios where passive voice works well.

Announcing Company News

• Passive: A new branch office will be opened in Denver next month.

Emphasizes the opening of the new office, not who is opening it.

Addressing Mistakes Without Blame

• Passive: Incorrect data was circulated in the last newsletter.

Focuses on the issue, which is the incorrect data.

Formal Reporting

• Passive: The results were analyzed, and conclusions were drawn.

Maintains an objective tone appropriate for reports.

When to Avoid Passive Voice

Despite its uses, there are times when passive voice should be avoided.

When Clarity is Compromised

If passive voice makes the sentence confusing, switch to active.

Confusing Passive:

• Research was conducted, and conclusions were made.

Clear Active:

• Our team conducted research and made conclusions.

When Specificity is Needed

If it's important to know who did something, active voice is better.

Passive:

• The contract was signed.

Active:

• The client signed the contract.

Conclusion

Passive voice isn't the enemy; it's a tool. In business writing, knowing when to use passive voice can enhance your communication, making it more professional and effective. Remember to be intentional with your choice of voice, always keeping your audience and purpose in mind.