Finding the Right Writing Template

The Passive Voice: Definition, Use Cases, and When to Avoid

In this blog we will look into Passive Voice Definition.

Writing Can Sometimes Feel Like a Puzzle. You want to make your points clear and engaging, but you may end up with sentences that feel awkward or dull. Often, the culprit is the passive voice.

While it’s not inherently bad, the passive voice can easily confuse your readers or make your writing seem distant and impersonal. Misusing it could even affect how seriously your audience takes your message, especially in professional or persuasive content.

In this article, you’ll learn exactly what the passive voice is, when it works well, and how to avoid it when it doesn’t. You’ll also get practical tips on how to paraphrase passive sentences to make them more effective.

Keep reading to learn how to turn your writing into something readers will enjoy and understand effortlessly.

Here’s What We’ll Cover:

  • A clear definition of the passive voice, with examples.
  • Specific scenarios where using the passive voice makes sense.
  • Times when the passive voice can weaken your writing.
  • Simple strategies for paraphrasing and improving clarity.

Keep reading to discover how to make your writing sharper, more engaging, and easier to understand.

Passive Voice Definition: What Is the Passive Voice?

The passive voice is a way of structuring sentences where the focus is on the action being performed, rather than on who or what is performing it. In other words, the subject of the sentence is acted upon rather than doing the action.

For example:

  • Passive: The book was read by her.
  • Active: She read the book.

In the passive sentence, the action (reading) takes center stage, and the person performing the action is pushed to the background. This structure isn’t wrong, but it’s important to know when to use it—and when not to.

Passive constructions are often marked by certain characteristics. To identify them, keep these points in mind:

  • Passive sentences usually include a form of the verb “to be” (is, was, are, were, etc.) followed by a past participle (e.g., written, completed, made).
  • The subject receiving the action appears at the beginning of the sentence, while the doer is either mentioned later in the sentence or omitted entirely.
  • The phrase “by [doer]” is often used to indicate who performed the action.

Understanding these clues will help you spot the passive voice quickly, making it easier to decide if it’s appropriate or needs rephrasing.

When to Use the Passive Voice

The passive voice isn’t inherently bad. In fact, there are situations where it’s the best choice for clarity or emphasis. Let’s explore these scenarios in more detail:

  1. When the doer is unknown or unimportant
    Sometimes, you may want to highlight what happened rather than who caused it. This is common in news reporting, scientific writing, and other objective contexts. For instance:
    • The windows were broken during the storm.
    In this example, the emphasis is on the damage caused by the storm. Specifying who or what broke the windows isn’t relevant, so the passive voice serves the purpose well.
  2. When you want to emphasize the action or object
    The passive voice can bring attention to the action or object instead of the doer. This is especially useful when the subject performing the action is less important. For instance:
    • The Mona Lisa was stolen in 1911.
    Here, the focus is on the theft of the famous painting rather than on the thief. This structure helps readers focus on the event itself, making it more dramatic or impactful.
  3. To create a formal or objective tone
    In professional or academic writing, the passive voice is often used to maintain neutrality and avoid inserting personal opinions. For example:
    • The experiment was conducted over six months.
    This phrasing shifts attention away from the researchers and places it on the procedure. It’s a stylistic choice that ensures the information sounds impartial and formal.

By recognizing these specific contexts, you can use the passive voice strategically to improve the clarity or tone of your writing.

Why You Should Avoid the Passive Voice (Most of the Time)

While it has its uses, overusing the passive voice can make your writing harder to read and less engaging. Let’s dive into the reasons why:

  1. It creates unclear or wordy sentences
    Passive constructions often result in longer sentences that require more effort to understand. Consider this example:
    • Passive: A decision was made to extend the deadline.
    • Active: We decided to extend the deadline.
    The active version is not only shorter but also more direct. It’s easier for readers to grasp and leaves less room for ambiguity.
  2. It can make your writing sound weak
    Using the passive voice can come across as evasive, especially in situations where responsibility needs to be acknowledged. Compare these two statements:
    • Passive: Mistakes were made during the project.
    • Active: We made mistakes during the project.
    The active sentence demonstrates accountability, making it more credible and authentic. On the other hand, the passive version sounds vague and noncommittal.
  3. It distances the reader
    The passive voice can create a sense of detachment, which might make your writing feel impersonal. Consider this:
    • Passive: Feedback was provided to the team.
    • Active: We provided feedback to the team.
    The active voice connects better with the reader by clearly showing who performed the action, making the writing feel more relatable and engaging.

Understanding these drawbacks will help you identify when to avoid the passive voice and opt for a more dynamic and direct approach.

How to Paraphrase Passive Sentences

If you find the passive voice creeping into your writing, don’t worry. It’s easy to rework these sentences for better clarity and impact. Here are a few steps to help you paraphrase effectively:

  1. Identify the subject and verb
    Start by asking yourself: Who is performing the action? Once you identify the doer, rearrange the sentence so they appear as the subject. For instance:
    • Passive: The report was prepared by the analyst.
    • Active: The analyst prepared the report.
    By making the subject explicit, the sentence becomes clearer and more direct.
  2. Eliminate unnecessary words
    Passive sentences often include extra words that can be removed without changing the meaning. For example:
    • Passive: The emails were sent out by the marketing team.
    • Active: The marketing team sent the emails.
    Removing phrases like “sent out” streamlines the sentence while maintaining its meaning.
  3. Rearrange the sentence structure
    Sometimes, simply reordering the elements of a sentence can make it more concise and engaging. For example:
    • Passive: The policy was revised to improve compliance.
    • Active: We revised the policy to improve compliance.
    The revised version places the focus on the doer, adding clarity and energy.
  4. Use active verbs
    Swap out weak verbs for stronger ones to bring more life to your sentences. For instance:
    • Passive: A solution was found.
    • Active: They found a solution.
    Active verbs inject dynamism into your writing, making it more compelling.

By practicing these techniques, you can transform passive sentences into active ones that are clearer and more engaging for your readers.

A Quick Way to Check and Correct Passive Voice in Text

Identifying and correcting passive voice in a long piece of text can feel overwhelming, especially when the content was written by you or the content is dense. Thankfully, there are tools that can make this process not only easier but also more efficient.

AISEO's Passive Voice Checker

This passive voice checker by AISEO is an excellent solution for detecting passive voice in your writing. It quickly scans your text and highlights areas where the passive voice is used, helping you pinpoint problem sentences without combing through your entire document manually.

It’s especially useful for ensuring that your writing stays sharp and impactful, whether you’re crafting a professional report, an academic paper, or engaging blog content.

Once you’ve identified passive constructions, the next step is improving them by simply clicking the “Improve” button. You’ll instantly see the improved version of your text, with all instances of passive voice use changed to active voice where appropriate.

So, the tool takes the hassle out of rewriting by automatically suggesting active voice alternatives. This streamlined approach ensures that your text maintains clarity and professionalism, even when working under tight deadlines.

Whether you’re a seasoned writer or just getting started, AISEO's passive voice checker provides the support you need to produce polished, active-voice content that resonates with your audience.

NOTE: AISEO’s Passive Voice Changer is an alternative tool that serves the same purpose.

Practical Tips for Using the Active Voice

If you want to avoid overusing the passive voice, these simple strategies can help you master the active voice:

  • Write shorter sentences: Long sentences tend to encourage the use of the passive voice, especially when trying to fit multiple ideas into one statement. Breaking them into shorter, focused sentences can make your writing easier to follow and more impactful.
  • Keep your audience in mind: Think about who you’re writing for and what they need from your message. The active voice often feels more conversational and personal, making it ideal for engaging with readers on a deeper level.
  • Practice paraphrasing: Whenever you spot a passive sentence in your writing, take a moment to paraphrase it into the active voice. This exercise not only improves individual sentences but also strengthens your overall writing skills.
  • Read your writing aloud: Hearing your words spoken can reveal awkward phrasing or unclear passages. Passive voice constructions often stand out when read aloud, giving you the chance to rewrite them for better flow.
  • Use tools to check your work: Tools like AISEO’s passive voice checker can help you identify and rephrase passive sentences, ensuring your writing is polished and effective. These tools can save time and provide helpful suggestions to improve your content.

By following these tips, you’ll develop a habit of writing in the active voice, making your work more engaging and accessible to your audience.

Wrapping It Up

The passive voice isn’t something to fear. It’s a tool, and like any tool, it works best when used thoughtfully. By understanding its strengths and weaknesses, you can decide when to keep it and when to replace it with the active voice.

For those times when identifying and correcting the passive voice feels quite confusing, tools like AISEO's Passive Voice Checker can make the process smoother. This tool not only highlights passive constructions but also rewrites them in the active voice. With this tool at your disposal, improving clarity and engagement in your writing becomes effortless.

Armed with strategies and the right tools, you’re now equipped to craft strong, active writing that captures attention and ensures your message shines through every time.