When to Use Passive Voice

The previous section established that active voice should be your default. But "default" does not mean "always." Passive voice is a legitimate grammatical tool, and skilled writers use it deliberately in situations where it produces a better result than active voice. This section covers the specific circumstances where passive voice is the right choice, so you can use it with intention rather than by accident.

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The Key Principle: Choose Passive Voice for a Reason

The problem with passive voice is not that it exists — it is that many writers use it unconsciously. They default to passive without realizing it, which produces vague, wordy prose. The solution is not to eliminate passive voice entirely but to use it only when you have a clear reason.

A good rule of thumb: every passive construction in your writing should be there because you chose it, not because it happened to come out that way.

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Reason 1: The Agent Is Unknown

When you genuinely do not know who performed an action, passive voice is natural and appropriate. Forcing active voice by inventing a vague subject ("someone," "people," "they") often sounds worse.

Examples

Passive (appropriate): The ancient temple was built around 500 BCE. (We do not know who built it.)

Forced active: Someone built the ancient temple around 500 BCE. ("Someone" is vague and adds no useful information.)

Passive (appropriate): My bicycle was stolen last night. (You do not know who stole it.)

Forced active: An unknown person stole my bicycle last night. ("An unknown person" is clumsy.)

Passive (appropriate): The city was founded in the 12th century. (The specific founders may be lost to history.)

In these cases, passive voice is cleaner because the identity of the agent is irrelevant or unavailable.

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Reason 2: The Agent Is Irrelevant

Sometimes the agent is known but unimportant. What matters is the action or the receiver, not who performed it.

Examples

Passive (appropriate): The mail is delivered every morning at 9 a.m. (It does not matter which postal worker delivers it.)

Active (unnecessary detail): A postal carrier delivers the mail every morning at 9 a.m.

Passive (appropriate): The building was constructed in 1965. (The specific construction company is irrelevant to the point being made.)

Passive (appropriate): English is spoken in over 60 countries. (The focus is on the widespread use of English, not on who specifically speaks it.)

Passive (appropriate): The suspect was arrested at 3 a.m. (In a news report, what matters is the arrest, not which specific officer made it.)

The test is simple: if naming the agent adds no useful information to the sentence, passive voice may be the better choice.

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Reason 3: Scientific and Technical Writing

Scientific writing has a long tradition of using passive voice, particularly in methods sections. The reasoning is that science should be objective and reproducible — the results should not depend on who performed the experiment.

Examples

Scientific passive: The solution was heated to 85°C and stirred for 30 minutes. The resulting precipitate was filtered and dried overnight.

Scientific active: We heated the solution to 85°C and stirred it for 30 minutes. We filtered the resulting precipitate and dried it overnight.

Both are acceptable in modern scientific writing. The APA style guide (7th edition) actually recommends active voice even in scientific papers, and many journals now accept first-person active constructions. However, passive voice remains common and expected in certain fields, particularly chemistry, physics, and engineering.

When to Use Passive in Scientific Writing

• Methods sections where the procedure matters more than who performed it
• Descriptions of standard procedures that any trained person could execute
• When shifting focus from the researcher to the subject: "The patients were randomly assigned to two groups" (focus on patients) vs. "The researchers randomly assigned patients to two groups" (focus on researchers)

When to Use Active in Scientific Writing

• Stating claims or interpretations: "We conclude that..." is stronger than "It is concluded that..."
• Describing your unique contribution: "We developed a novel algorithm..." (claims credit clearly)
• Improving readability in dense technical passages

The trend in scientific writing is toward more active voice, but passive voice remains a useful tool in specific contexts.

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Reason 4: Maintaining Topic Continuity

One of the most sophisticated uses of passive voice is to maintain topic continuity — keeping the same subject across consecutive sentences so the reader can follow the thread easily.

How It Works

Consider this paragraph about a clinical trial:

Version A (all active, no topic continuity): Researchers recruited 500 participants for the trial. A screening committee evaluated each participant for eligibility. Lab technicians collected blood samples from all eligible participants. An independent panel analyzed the samples.

Every sentence has a different subject: researchers, a screening committee, lab technicians, an independent panel. The reader's attention bounces from agent to agent.

Version B (strategic passive for topic continuity): Five hundred participants were recruited for the trial. Each participant was evaluated for eligibility. Blood samples were collected from all eligible participants and analyzed by an independent panel.

Now "participants" (or concepts related to them) remain the topic throughout. The paragraph flows more smoothly because the reader tracks one thread instead of four.

The Principle

When the receiver of one action is the agent or topic of the next sentence, passive voice can create smoother transitions:

The new software was installed on Monday. It was tested extensively over the following week. Several bugs were identified, and they were fixed before the launch date.

The topic (the software and its bugs) stays consistent. Active voice would require introducing new agents in each sentence, disrupting the flow.

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Reason 5: Diplomatic or Tactful Communication

Passive voice is valuable when you need to deliver criticism, report problems, or discuss sensitive topics without directly blaming someone.

Examples

Active (accusatory): You failed to submit the report on time.

Passive (diplomatic): The report was not submitted on time.

Active (blaming): Your department exceeded the budget by 30%.

Passive (neutral): The budget was exceeded by 30%.

Active (confrontational): You made several errors in the financial projections.

Passive (constructive): Several errors were found in the financial projections.

In business communication, performance reviews, and conflict resolution, passive voice can soften the tone without changing the factual content. The receiver of the message is more likely to be receptive to feedback that does not feel like a personal attack.

When Diplomacy Becomes Evasion

There is a line between tact and evasion. Passive voice should not be used to dodge accountability entirely:

"Mistakes were made and lessons have been learned." — This classic phrase uses passive voice to avoid saying who made the mistakes or what those lessons are. It sounds diplomatic but communicates almost nothing.

The goal is to soften delivery while preserving substance, not to empty the sentence of all meaning.

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Reason 6: Emphasis Shift

English sentences typically place the most emphasis on the beginning and end positions. Passive voice lets you rearrange the sentence to put the most important element in the position of greatest emphasis.

Emphasizing the Receiver

Active: A drunk driver killed three pedestrians. (Emphasis on "a drunk driver.")

Passive: Three pedestrians were killed by a drunk driver. (Emphasis on "three pedestrians" — the victims.)

If the story is about the victims, the passive version puts them first, where readers' attention naturally falls.

Emphasizing the Action or Result

Active: The CEO announced the merger at a press conference. (Emphasis on the CEO.)

Passive: The merger was announced at a press conference. (Emphasis on the merger — which may be the real news.)

End-of-Sentence Emphasis

Active: Local activists organized the protest. (Ends with "the protest.")

Passive: The protest was organized by local activists. (Ends with "local activists" — drawing attention to who was behind it.)

Choosing between active and passive here depends on what you want to emphasize. Neither version is inherently wrong; each serves a different rhetorical purpose.

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Reason 7: Legal, Regulatory, and Procedural Writing

Passive voice is standard in certain types of formal writing where the focus is on rules, regulations, or procedures rather than on specific individuals.

Examples

All applications must be submitted by March 15. Employees are required to complete safety training annually. The defendant is presumed innocent until proven guilty. Vehicles must be inspected every two years. Candidates will be notified of the results within 30 days.

In these contexts, passive voice emphasizes the rule or requirement itself. Active voice would require naming an agent that is either obvious or variable:

You must submit all applications by March 15. (Too direct for a formal regulation.) The HR department requires employees to complete safety training annually. (The specific department is less important than the requirement.)

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Reason 8: Creating Variety

Even in writing that is primarily active, occasional passive constructions add rhythmic variety. A long sequence of subject-verb-object sentences can become monotonous:

All active: The team analyzed the data. The team identified three trends. The team reported the results to management. The team recommended changes.

This reads like a checklist. Mixing in passive voice creates a more natural rhythm:

Mixed: The team analyzed the data and identified three trends. The results were reported to management, and several changes were recommended.

The mixed version reads more smoothly and avoids the repetitive "The team... The team... The team..." pattern.

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How Much Passive Voice Is Too Much?

There is no universal rule, but research and style guides offer useful benchmarks:

Context	Recommended Passive Voice Usage
General essay writing	10–15% of sentences
Business writing	10–20% of sentences
Scientific methods sections	30–50% of sentences
Legal / regulatory documents	40–60% of sentences
Creative writing / journalism	Under 10% of sentences

If more than 20% of the sentences in a general essay are passive, the writing likely needs revision. The goal is not zero passive — it is intentional passive.

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Decision Flowchart

When deciding between active and passive voice, ask yourself these questions in order:

1. Do I know the agent? If no, use passive.
2. Does the agent matter? If no, passive may be better.
3. Am I maintaining topic continuity? If switching to active would break the flow, use passive.
4. Am I being diplomatic? If naming the agent would sound accusatory, consider passive.
5. What do I want to emphasize? If the receiver or the action is more important than the agent, consider passive.
6. None of the above? Use active voice.

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Quick Summary

Use Passive Voice When...	Example
The agent is unknown	The temple was built around 500 BCE.
The agent is irrelevant	English is spoken in over 60 countries.
Writing scientific methods	The solution was heated to 85°C.
Maintaining topic continuity	The software was installed Monday. It was tested all week.
Being diplomatic	Several errors were found in the report.
Shifting emphasis to the receiver	Three pedestrians were killed.
Writing rules or procedures	Applications must be submitted by March 15.
Creating sentence variety	The results were reported to management.

Passive voice is a tool. Use it when it does the job better than active voice. Put it away when it does not.

Converting and Choosing Voice

The first two sections taught you what active and passive voice are and when each is appropriate. This section puts that knowledge into practice with extensive before-and-after examples, conversion exercises, and real-world scenarios where you must choose the right voice for the context. By the end, you should be able to convert between voices fluently and make deliberate voice choices in your own writing.

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Part 1: Converting Passive to Active

Converting a passive sentence to active voice follows a consistent three-step process.

The Three Steps

1. Find the agent. Look for a "by" phrase. If there is no "by" phrase, determine who or what logically performs the action.
2. Make the agent the subject. Move it to the beginning of the sentence.
3. Change the verb from passive to active. Remove the form of "be" and use the main verb in the appropriate tense.

Step-by-Step Demonstrations

Example 1:

Passive: The proposal was rejected by the board of directors.

Step 1: Agent = the board of directors Step 2: Move agent to subject position Step 3: "was rejected" becomes "rejected" (simple past)

Active: The board of directors rejected the proposal.

Example 2:

Passive: The new software has been installed by the IT department.

Step 1: Agent = the IT department Step 2: Move agent to subject position Step 3: "has been installed" becomes "has installed" (present perfect)

Active: The IT department has installed the new software.

Example 3:

Passive: The experiment will be conducted by senior researchers next month.

Step 1: Agent = senior researchers Step 2: Move agent to subject position Step 3: "will be conducted" becomes "will conduct" (simple future)

Active: Senior researchers will conduct the experiment next month.

Example 4:

Passive: The endangered species is being monitored by wildlife conservationists.

Step 1: Agent = wildlife conservationists Step 2: Move agent to subject position Step 3: "is being monitored" becomes "are monitoring" (present progressive)

Active: Wildlife conservationists are monitoring the endangered species.

Example 5 (no "by" phrase):

Passive: The window was broken during the storm.

Step 1: Agent = the storm (implied) Step 2: Move agent to subject position Step 3: "was broken" becomes "broke" (simple past)

Active: The storm broke the window.

Tense Conversion Reference

When converting from passive to active, the tense must be preserved. Here is a reference for each tense:

Tense	Passive Form	Active Form
Simple present	is/are + past participle	base verb / verb-s
Simple past	was/were + past participle	past tense verb
Present perfect	has/have been + past participle	has/have + past participle
Past perfect	had been + past participle	had + past participle
Simple future	will be + past participle	will + base verb
Future perfect	will have been + past participle	will have + past participle
Present progressive	is/are being + past participle	is/are + present participle
Past progressive	was/were being + past participle	was/were + present participle

Full Tense Examples

Passive	Active
The report is written by the analyst.	The analyst writes the report.
The report was written by the analyst.	The analyst wrote the report.
The report has been written by the analyst.	The analyst has written the report.
The report had been written by the analyst.	The analyst had written the report.
The report will be written by the analyst.	The analyst will write the report.
The report will have been written by the analyst.	The analyst will have written the report.
The report is being written by the analyst.	The analyst is writing the report.
The report was being written by the analyst.	The analyst was writing the report.

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Part 2: Converting Active to Passive

Sometimes you need to convert in the other direction — from active to passive — when you want to shift emphasis, maintain topic continuity, or remove the agent.

The Three Steps

1. Identify the object. This will become the new subject.
2. Move the object to the subject position.
3. Change the verb to passive form. Add the appropriate form of "be" plus the past participle. Optionally add a "by" phrase for the original subject.

Step-by-Step Demonstrations

Example 1:

Active: The architect designed the museum.

Step 1: Object = the museum Step 2: Move object to subject position Step 3: "designed" becomes "was designed" (simple past passive)

Passive: The museum was designed by the architect.

Example 2:

Active: The company has hired 200 new employees this year.

Step 1: Object = 200 new employees Step 2: Move to subject position Step 3: "has hired" becomes "have been hired" (present perfect passive, plural subject)

Passive: Two hundred new employees have been hired this year. (Agent "the company" is dropped because it may not be important.)

Example 3:

Active: The editorial board will review all submissions.

Step 1: Object = all submissions Step 2: Move to subject position Step 3: "will review" becomes "will be reviewed"

Passive: All submissions will be reviewed by the editorial board.

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Part 3: Context-Based Voice Choices

Converting between voices mechanically is only half the skill. The other half is knowing when to convert and when to leave a sentence as it is. This section presents real-world scenarios where you must choose the right voice.

Scenario 1: Academic Essay — Making an Argument

Original (passive): It has been argued by several scholars that social media has a negative impact on mental health. A study was conducted by researchers at Stanford University that demonstrated a correlation between screen time and anxiety levels.

This paragraph is entirely passive. In an academic argument, the writer should take ownership of claims and present evidence directly.

Revised (active): Several scholars argue that social media negatively impacts mental health. Researchers at Stanford University conducted a study demonstrating a correlation between screen time and anxiety levels.

The active version is 8 words shorter, names the agents clearly, and reads with more authority.

Scenario 2: Business Email — Delivering Bad News

Original (active): You missed the project deadline. You also forgot to update the client. I need you to fix these problems immediately.

This reads as an attack. Each sentence directly blames "you." In a professional context, this tone can damage relationships.

Revised (strategic passive): The project deadline was missed, and the client update was not completed. These issues need to be addressed as soon as possible.

The passive version conveys the same factual information but softens the accusatory tone. It focuses on what happened rather than who is at fault.

Scenario 3: News Article — Reporting an Event

Version A (active): A magnitude 7.2 earthquake struck the coastal region early Tuesday morning. The tremor destroyed over 300 buildings and displaced approximately 15,000 residents. Emergency crews rescued survivors from collapsed structures throughout the day.

Version B (passive): The coastal region was struck by a magnitude 7.2 earthquake early Tuesday morning. Over 300 buildings were destroyed, and approximately 15,000 residents were displaced. Survivors were rescued from collapsed structures throughout the day.

Both versions are acceptable in journalism. Version A emphasizes the earthquake as an active force. Version B emphasizes the region and its people as the affected parties. A skilled journalist might choose based on the article's angle: a piece about seismic activity might prefer Version A; a piece about the human impact might prefer Version B.

Scenario 4: Scientific Methods — Describing Procedure

Original (active): We weighed 50 grams of sodium chloride. We dissolved it in 500 mL of distilled water. We heated the solution to 80°C and maintained the temperature for 20 minutes.

Revised (passive): Fifty grams of sodium chloride were weighed and dissolved in 500 mL of distilled water. The solution was heated to 80°C and maintained at that temperature for 20 minutes.

In a methods section, the procedure is what matters, not who performed each step. Passive voice appropriately shifts focus to the materials and process.

Scenario 5: IELTS Essay — Mixed Voice

A strong IELTS essay uses primarily active voice but incorporates passive where appropriate:

Many people believe that governments should invest more in public transportation. This view is supported by research showing that cities with extensive transit networks have lower carbon emissions. For example, a recent study demonstrated that cities with subway systems produce 40% fewer transportation-related emissions than car-dependent cities. However, it must be acknowledged that building transit infrastructure requires enormous upfront investment.

Notice the deliberate mix:

• "Many people believe" — active (agent stated)
• "This view is supported" — passive (maintains topic continuity from the previous sentence)
• "a recent study demonstrated" — active (emphasizes the evidence)
• "it must be acknowledged" — passive (diplomatic hedging before a counterargument)

This kind of strategic mixing is what evaluators look for in high-scoring essays.

Scenario 6: Instructions and Procedures

Passive: The button should be pressed. The code should be entered. The door will be unlocked automatically.

Active: Press the button. Enter the code. The door will unlock automatically.

For instructions, active voice (often in imperative form) is almost always clearer. The reader needs to know what to do, and active imperative sentences deliver that information directly.

Note that the last sentence ("The door will unlock automatically") remains in active voice because the door is genuinely the agent — it performs the action of unlocking.

Scenario 7: Persuasive Writing — Call to Action

Passive: Action must be taken. Donations can be made on our website. Change will be seen in our communities.

Active: Take action today. Donate on our website. Together, we will see change in our communities.

Persuasive writing demands active voice because it creates urgency and personal connection. Passive voice in a call to action sounds detached and impersonal.

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Part 4: Before-and-After Paragraph Revisions

These extended examples show how voice choices affect full paragraphs.

Example A: Student Essay (Too Much Passive)

Before: In this essay, the impact of social media on teenagers will be discussed. It is believed by many parents that too much screen time is harmful. Studies have been conducted that show a link between social media usage and depression. Actions should be taken by schools to educate students about healthy screen habits. If limits are set by parents, a reduction in screen time can be achieved.

After: This essay examines the impact of social media on teenagers. Many parents believe that excessive screen time harms their children. Multiple studies link social media usage to depression. Schools should educate students about healthy screen habits, and parents who set limits can effectively reduce their children's screen time.

Changes made:

• "will be discussed" became "examines" — direct, avoids the weak "In this essay" opener
• "It is believed by many parents" became "Many parents believe" — names the agent
• "Studies have been conducted that show" became "Multiple studies link" — concise
• "Actions should be taken by schools" became "Schools should" — direct
• "If limits are set by parents, a reduction in screen time can be achieved" became "parents who set limits can effectively reduce" — names agents, uses active verbs

The revision cuts 17 words while improving clarity and directness.

Example B: Business Report (All Active — Missing Opportunities for Passive)

Before: Our team reviewed the quarterly sales data. We identified a 15% decline in the Northeast region. We attributed this decline to increased competitor activity. We recommend hiring two additional sales representatives. We also suggest launching a targeted marketing campaign.

After: Our team reviewed the quarterly sales data and identified a 15% decline in the Northeast region. This decline is attributed to increased competitor activity. Two additional sales representatives should be hired, and a targeted marketing campaign is recommended.

Changes made:

• Combined the first two sentences for efficiency
• "We attributed" became "This decline is attributed" — passive maintains topic continuity (the decline is the focus)
• "We recommend" became "should be hired" and "is recommended" — passive is standard in formal business recommendations, where the focus is the recommendation itself

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Quick Summary

Conversion Direction	Steps
Passive to active	Find agent, make it the subject, change verb to active form
Active to passive	Find object, make it the subject, add be + past participle
Choosing voice	Consider: Who/what should be emphasized? Is the agent known/relevant? What is the context and audience?

Active Voice Reference

This section is a reference guide you can return to whenever you need to quickly identify voice, convert between active and passive, or edit your own writing for stronger voice choices. It consolidates the key patterns, rules, and checklists from the previous three sections into a scannable format.

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Voice Identification Guide

How to Identify Active Voice

A sentence is in active voice if:

1. The subject performs the action.
2. The sentence follows the pattern: Subject (agent) + Verb + Object.
3. The verb is NOT a form of "be" + past participle.

Quick test: Ask "Who or what is doing the action?" If the answer is the grammatical subject, the sentence is active.

How to Identify Passive Voice

A sentence is in passive voice if:

1. The subject receives the action.
2. The verb phrase contains a form of "be" (am, is, are, was, were, been, being) + a past participle.
3. The real agent is in a "by" phrase or is absent entirely.

Quick test ("by zombies"): If you can add "by zombies" after the verb and the sentence makes grammatical sense, it is likely passive.

Forms of "Be" Reference

Form	Tense
am, is, are	present
was, were	past
been	perfect (used with has/have/had)
being	progressive (used with is/was)
be	infinitive (used with will/can/must/should)

Not Passive (Common Traps)

Sentence	Why It Is Not Passive
She is happy.	"Is" is a linking verb, not part of a passive construction.
They are running.	"Are running" is present progressive — the subject is performing the action.
He was sleeping.	"Was sleeping" is past progressive — the subject is the agent.
The food has gone bad.	"Has gone" is present perfect active. "Gone" is intransitive.
She sat by the window.	"By" indicates location, not an agent.
The game was exciting.	"Exciting" is an adjective, not a past participle in a passive construction.
He has been working all day.	"Has been working" is present perfect progressive — active.

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Conversion Patterns

Passive to Active

Passive Construction	Active Construction	Tense
X is done by Y.	Y does X.	Simple present
X was done by Y.	Y did X.	Simple past
X has been done by Y.	Y has done X.	Present perfect
X had been done by Y.	Y had done X.	Past perfect
X will be done by Y.	Y will do X.	Simple future
X will have been done by Y.	Y will have done X.	Future perfect
X is being done by Y.	Y is doing X.	Present progressive
X was being done by Y.	Y was doing X.	Past progressive
X can be done by Y.	Y can do X.	Modal
X must be done by Y.	Y must do X.	Modal
X should be done by Y.	Y should do X.	Modal

Active to Passive

Reverse the pattern above: move the object to the subject position, add the appropriate form of "be" + past participle, and optionally add "by" + original subject.

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Voice Choice Decision Guide

Use Active Voice When...

Situation	Example
The agent is important or interesting	The CEO announced the restructuring plan.
You want clarity about who did what	The lab assistant contaminated the samples.
You want to be concise	The team analyzed the data. (not: The data was analyzed by the team.)
You are making an argument	Researchers have demonstrated that exercise reduces stress.
You are writing instructions	Press the green button to start.
You are writing a call to action	Contact your representative today.
You want energy and engagement	The striker slammed the ball into the net.
The agent deserves credit or blame	The lead engineer solved the problem.

Use Passive Voice When...

Situation	Example
The agent is unknown	The artifact was created around 3000 BCE.
The agent is irrelevant	The package was delivered this morning.
You are writing scientific methods	The samples were analyzed using mass spectrometry.
You need topic continuity	The software was tested. It was then deployed to production.
You are being diplomatic	The deadline was missed. (not: You missed the deadline.)
You want to emphasize the receiver	Three civilians were injured in the explosion.
You are writing rules or procedures	All applications must be submitted by March 15.
The agent is obvious from context	The suspect was arrested. (Obviously by police.)

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Common Passive Constructions to Watch For

These passive phrases appear frequently in student writing and can almost always be improved with active voice:

Passive (Common in Student Writing)	Active Alternative
It can be seen that...	[Just state the observation.]
It is believed that...	Many people believe... / Researchers believe...
It has been shown that...	Studies show... / Research demonstrates...
It should be noted that...	[Delete; just state the point.]
It was found that...	The researchers found... / The study found...
It is argued that...	Scholars argue... / Critics argue...
It is widely known that...	[Delete the phrase; state the fact directly.]
It can be concluded that...	The evidence suggests... / We can conclude...
It must be emphasized that...	[Delete; emphasize through strong writing.]
The essay will be structured as follows...	This essay examines... [then start examining.]

These "it + passive" constructions are sometimes called impersonal passives. They are among the most common sources of wordiness and vagueness in academic writing.

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Dos and Don'ts

Do

• Do use active voice as your default in essays, reports, and general writing.
• Do name the agent whenever the agent is relevant and known.
• Do use passive voice deliberately when one of the eight reasons from Section 2 applies.
• Do mix active and passive for natural rhythm and flow.
• Do check your writing for accidental passive constructions during editing.
• Do convert impersonal passives ("It is believed that...") to active constructions that name the believer.
• Do read your sentences aloud — passive constructions often sound awkward when spoken.
• Do count your passive sentences. If more than 15–20% of sentences in a general essay are passive, revise.

Don't

• Don't eliminate every single passive sentence. Some are the best choice for the context.
• Don't use passive voice to avoid naming agents when accountability matters.
• Don't confuse past tense with passive voice. "The team won" is active past tense.
• Don't confuse progressive forms with passive. "She was running" is active.
• Don't use passive voice simply because it sounds "more academic." Evaluators and readers prefer clear, direct writing.
• Don't begin essays with impersonal passives like "In this essay, it will be discussed..."
• Don't default to passive out of habit. Every passive sentence should be a choice.
• Don't mechanically convert scientific methods sections to active voice if passive is the field's convention.

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Self-Editing Checklist

Use this checklist when revising any piece of writing for voice:

Step 1: Identify All Passive Constructions

• Search for forms of "be" (is, are, was, were, been, being) followed by a past participle.
• Highlight or underline every passive sentence you find.
• Count the total number of passive sentences and calculate the percentage.

Step 2: Evaluate Each Passive Sentence

For each passive sentence, ask:

• Is the agent unknown? If yes, passive may be appropriate.
• Is the agent irrelevant? If yes, passive may be appropriate.
• Am I maintaining topic continuity? If yes, passive may be appropriate.
• Am I being deliberately diplomatic? If yes, passive may be appropriate.
• Am I emphasizing the receiver for a specific reason? If yes, passive may be appropriate.
• Is this a scientific methods section or formal procedure? If yes, passive may be appropriate.
• None of the above? Convert to active voice.

Step 3: Convert Unnecessary Passives

• Find the agent (in the "by" phrase or implied).
• Move the agent to the subject position.
• Change the verb from passive to active, preserving the original tense.
• Read the new sentence aloud to confirm it sounds natural.

Step 4: Check for Impersonal Passives

• Search for "It is," "It was," "It has been," "It can be," "It should be," "It must be."
• For each, ask: Can I name a specific agent instead?
• Convert: "It is believed that X" becomes "Researchers believe that X" or simply state X if it is well-established.

Step 5: Final Review

• Read the entire piece aloud. Passive sentences often reveal themselves through awkward rhythm.
• Confirm that remaining passive sentences are intentional and serve a clear purpose.
• Check that your passive usage is under 20% for general writing (higher for scientific or legal contexts).

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Quick Reference: Voice at a Glance

Question	Active Voice	Passive Voice
Who is the subject?	The doer of the action	The receiver of the action
Verb structure?	Main verb (no extra "be")	Form of "be" + past participle
Agent visible?	Always (it is the subject)	Sometimes (in "by" phrase) or absent
Typical word count?	Shorter	Longer (2–3 extra words)
When to use?	Most of the time	When the agent is unknown, irrelevant, or deliberately omitted
Common problem?	Rarely problematic	Overuse leads to vague, wordy prose

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Passive Voice Frequency by Genre

Genre / Context	Typical Passive %	Notes
News reporting	5–15%	Active preferred for immediacy
Academic essays (IELTS, TOEFL, AP)	10–20%	Active default, passive for variety and specific purposes
Business communication	10–20%	Active for clarity, passive for diplomacy
Scientific papers (results, discussion)	15–25%	More active than methods sections
Scientific papers (methods)	30–50%	Passive is conventional
Legal / regulatory documents	40–60%	Passive focuses on rules, not agents
Creative writing	5–10%	Active creates vivid, engaging prose
Technical documentation	20–30%	Mixed; depends on whether steps are agent-focused
Persuasive / marketing	Under 10%	Active creates urgency and personal connection

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Signal Words for Editing

When scanning your writing, these words often signal passive constructions:

Signal	What to Look For
was / were + -ed / -en	"was completed," "were chosen," "was written"
has been / have been	"has been approved," "have been selected"
had been	"had been established," "had been reported"
will be	"will be reviewed," "will be announced"
is being / was being	"is being investigated," "was being repaired"
can be / could be	"can be found," "could be improved"
should be / must be	"should be noted," "must be submitted"
"by" after a verb	"designed by," "written by," "approved by"
"It is" / "It was"	"It is believed," "It was decided," "It is argued"

Not every instance of these words signals passive voice (remember the common traps from the identification guide above), but they are reliable starting points for a voice audit.

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Final Principle

Active voice is not better than passive voice. Active voice is simply the right choice more often. The mark of a skilled writer is not the absence of passive voice but the intentional use of both voices. Every sentence should be in the voice you chose, not the voice that happened to come out first. When in doubt, choose active. When you have a clear reason, choose passive. That is all there is to it.