One of the simplest ways to make professional writing clearer is to understand the difference between active voice and passive voice. While both are grammatically correct, active voice is usually easier to read, easier to understand, and more engaging for your audience.
Whether you’re writing an annual report, grant proposal, policy manual, website, employee handbook, or public notice, using active voice can improve clarity without changing your message.
That doesn’t mean passive voice is always wrong. In some situations, it’s the better choice.
The key is knowing when to use each one.
What Is Active Voice?
In active voice, the subject performs the action.
For example:
The committee approved the proposal.
In this sentence:
- The committee is the subject.
- Approved is the action.
- The proposal receives the action.
The sentence clearly tells readers who performed the action.
What Is Passive Voice?
In passive voice, the subject receives the action rather than performing it.
For example:
The proposal was approved by the committee.
The information is the same, but the sentence places the focus on the proposal instead of the committee.
Sometimes the person performing the action is not mentioned at all.
For example:
The proposal was approved.
Readers may wonder:
- Who approved it?
- When was it approved?
- Why does the actor matter?
If those questions are important, active voice is usually the better choice.
Why Active Voice Is Easier to Read
Active voice makes writing more direct because readers immediately know who’s doing what.
Active voice often:
- Improves clarity
- Reduces unnecessary words
- Makes sentences easier to follow
- Creates stronger, more confident writing
- Helps readers understand information more quickly
These benefits are especially valuable in professional documents where readers need information they can understand the first time.
Examples of Active and Passive Voice
Here are a few examples that show the difference.
Passive Voice:
The annual report was reviewed by the communications team.
Active Voice:
The communications team reviewed the annual report.
Passive Voice:
The grant application will be evaluated by the review committee.
Active Voice:
The review committee will evaluate the grant application.
Passive Voice:
New policies were developed during the planning process.
Active Voice:
The planning team developed new policies.
In each example, the active version is shorter, clearer, and easier to understand.
When Passive Voice Makes Sense
Passive voice is not incorrect. In some situations, it helps writers emphasize the result rather than the person performing the action.
For example:
The building was damaged during the storm.
In this case, the damage is more important than identifying who caused it.
Passive voice may also be appropriate when:
- The person performing the action is unknown.
- The actor is unimportant.
- The emphasis should remain on the action or outcome.
- A formal or objective tone is appropriate.
The key is to use passive voice intentionally, not by habit.
Common Signs of Passive Voice
Passive voice often includes a form of the verb to be followed by a past participle.
For example:
- was completed
- were approved
- is required
- has been reviewed
- will be submitted
Not every sentence containing these words is passive, but they can be useful clues during editing.
If you notice several passive constructions in a paragraph, consider whether active voice would make the writing clearer.
Why Organizations Prefer Active Voice
Organizations often communicate with audiences that have different levels of knowledge and experience. Clear writing helps everyone understand important information more easily.
Using active voice can help organizations:
- Improve readability
- Reduce misunderstandings
- Make instructions easier to follow
- Strengthen public communication
- Create more engaging reports and websites
- Build confidence in their message
Readers appreciate writing that tells them exactly what happened and who’s responsible.
How to Change Passive Voice to Active Voice
When editing, ask yourself one simple question:
Who’s performing the action?
If you can’t identify the person, group, or organization responsible, consider moving them to the beginning of the sentence.
For example:
Instead of:
The policy was updated.
Ask:
Who updated it?
Then revise:
The human resources department updated the policy.
This small change often makes the sentence more informative and easier to read.
Don’t Eliminate Every Passive Sentence
Some writers try to remove every instance of passive voice, which isn’t necessary.
Good writing uses both active and passive voice when each serves a purpose.
The goal is clarity.
If active voice improves understanding, use it.
If passive voice better emphasizes the result or fits the context, use it instead.
Professional writing is about making thoughtful choices, not following rigid rules.
Related: Plain Language Principles Every Organization Should Know
How Professional Editing Helps
Active and passive voice are just one part of creating clear, effective writing. Professional editors review each sentence to determine whether it communicates the intended message in the clearest possible way.
An editor can help:
- Improve sentence structure
- Strengthen clarity
- Reduce unnecessary wordiness
- Improve readability
- Maintain a consistent tone
- Preserve your organization’s voice
The result is writing that’s professional, engaging, and easy to understand.
Related: How to Write for a Ninth-Grade Reading Level
Write With Clarity and Confidence
Choosing between active voice and passive voice is about helping your audience understand your message quickly and accurately more than following strict grammar rules.
At SP Editing, we provide professional editing and proofreading services for nonprofits, government agencies, educational institutions, healthcare organizations, foundations, and businesses. We help organizations improve clarity, strengthen readability, and produce polished documents that communicate with confidence.
Whether you’re preparing an annual report, grant proposal, policy manual, website, or public-facing publication, SP Editing can help you choose the right voice for every sentence and ensure your writing is clear, professional, and effective.
