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:
-
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.
-
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.
-
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:
-
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.
-
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.
-
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:
-
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.
-
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.
-
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.
-
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.