Active Voice: Improve Your Writing Style – and Your Professional Image – with Stronger Sentence Construction

Are you looking to make your business writing more concise and powerful? Writing in an active voice will go a long way toward improving your communications — and the impression you give your readers.

In active voice, the order is subject > verb > object:

• Chris wrote the report.
• Jaime delivered the presentation to the board.
• Patrice will organize the company’s anniversary luncheon.

In passive voice, the order is object > verb > subject:

• The report has been written by Chris.
• The presentation to the board was delivered by Jaime.
• The company’s anniversary luncheon will be organized by Patrice.

You might notice that every example of passive voice includes “being” verbs before the pertinent verb: “has been written,” “was delivered,” “will be organized.” The active voice examples include only one “being” verb — “will organize” — but only because Patrice hasn’t organized the luncheon yet. In that case, the “being” verb serves a purpose.

Each pair of sentences carries the same meaning — but which one demonstrates stronger, tighter writing? The active voice.

Sometimes, passive voice even omits the subject, further weakening a message and/or obscuring its meaning by leaving out the identity of the one carrying out an action. This also has the effect of minimizing or obscuring accountability, in some cases.

• Mistakes were made. (Who made them? If it was the writer, this is definitely an accountability dodge.)
• The project will be finished by Friday. (Who is responsible for finishing it?)
• My shift for tomorrow is covered. (Who’s covering it? They might need some help if they’re new or inexperienced at your job.)
   

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When should you use passive voice?

There are times when the passive voice makes sense, such as when the focus is on the object, and the actor isn’t important. For example:

The package was delivered at noon. (It doesn’t matter who delivered it. What matters is that the package arrived.)

Passive voice also makes sense when something happened outside of the object’s control, as in this example:

We were overwhelmed by unexpected demand for this product. (It doesn’t matter who wanted the product. Being overwhelmed is the focus here.)

These are exceptions, however, and as a rule it’s best to use active voice in your writing.
 

Active vs. passive: making things happen vs. letting them happen

Even the names of the voices indicate their relative strength and weakness.

Think of the passive people you know. Now think of the active people. Active people make things happen. Things happen to passive people.

It’s the same with writing. Active voice writing focuses on someone making things happen. And in business writing, especially if you’re writing about the things you or your team have done or will do, you want to highlight the active role.
 

Active voice examples you might send in an email or message:

Passive: The draft is finished and has been handed off to Brian for editing.

Active: I finished the draft and handed it off to Brian for editing.

It’s important that the draft was finished and handed off, of course, but passive voice takes away your accomplishment.

Passive: The sales goals have been reached for a fourth consecutive month.

Active: My team and I reached our sales goal for a fourth consecutive month.

Again, reaching the goal is important. But strong writing, in active voice, claims that accomplishment for you and your team.
 

Active voice examples you might use in your SMART goal writing:

SMART goals are specific, measurable, achievable, relevant and time-bound, and each element looks stronger when written in active voice.

Compare the writing styles here. The goal is identical, but which example makes you look more committed to reaching it?

By the end of 2024, my copywriting skills will be strengthened by taking at least two training courses. This is achievable because training time and resources are available to me. This is relevant because my copywriting responsibilities for the department have been increased.

Or:

I will complete at least two copywriting training courses by the end of 2024. I have both time and resources available. I have taken on additional copywriting duties for the department, and by strengthening my skills I will better meet these responsibilities.

The second example is far more active — and makes you look more proactive and invested in not only your development, but also the success of your department as a whole — and by extension, your company’s success.
 

Rewiring your brain to write in active voice isn’t always easy, so don’t be afraid to use online resources. Free passive voice checkers like this one will scan your writing for weak sentence construction and suggest stronger alternatives.

Using active voice in your writing requires a conscious effort, but making that effort will turn your writing from timid and vague, to confident and clear.
 

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