When to Use Passive Voice

Passive voice is not just an alternative way of saying the same thing. It serves specific communication purposes that active voice cannot achieve as effectively. Understanding why and when to use passive voice will make you a more strategic writer.

Purpose 1: The Agent Is Unknown or Irrelevant

The most straightforward reason to use passive voice is when you do not know who performed the action, or when the performer simply does not matter.

• The ancient temple was built over 2,000 years ago. (We do not know who built it.)
• My laptop was stolen from the library. (The thief is unknown.)
• The package has been delivered. (Who delivered it is not important — the delivery is what matters.)

In these cases, forcing an active construction would require an awkward subject like "someone" or "people":

• Awkward active: Someone stole my laptop from the library.
• Better passive: My laptop was stolen from the library.

Purpose 2: Focus on the Action or Result

Passive voice shifts attention from the doer to the action itself or its outcome. This is particularly useful when the action or result is more important than who performs it.

• The vaccine was approved after extensive clinical trials. (The approval matters more than which specific official signed off.)
• Over 500 homes were destroyed by the hurricane. (The destruction and its scale are the focus.)
• A new world record has been set. (The achievement is the news.)

This focus-shifting ability makes passive voice a powerful tool for controlling what information the reader pays attention to first. In English, the subject position carries the most weight — readers naturally focus on whatever appears first.

Purpose 3: Scientific and Academic Writing

Scientific writing has a long tradition of using passive voice to emphasize methods, procedures, and results rather than the researchers themselves. This creates an impression of objectivity — the findings exist independently of who discovered them.

Describing methods and procedures

• The samples were collected from three different sites.
• Each participant was tested under controlled conditions.
• The data were analyzed using a chi-square test.
• Temperature was measured at 30-minute intervals.

Note how passive voice in these examples puts the scientific objects (samples, participants, data, temperature) in the prominent subject position, where they belong in scientific writing.

Reporting findings

• A significant correlation was found between exercise and mental health outcomes.
• No statistically significant difference was observed between the two groups.
• The hypothesis was supported by the experimental results.

Stating established knowledge

• It is well established that regular exercise reduces cardiovascular risk.
• DNA was first identified in 1869.
• The theory of evolution is supported by extensive evidence.

Important note: While passive voice remains common in scientific writing, many style guides now encourage a balance of active and passive. Sentences like "We collected samples from three sites" are increasingly accepted in journals. The key is to use passive strategically, not by default.

Purpose 4: Formal Reports and Official Documents

Business reports, government documents, legal texts, and policy documents frequently use passive voice to maintain a formal, impersonal tone.

Business and organizational reports

• Revenue targets were exceeded by 12% in Q3.
• Three new branches have been opened this fiscal year.
• The budget has been approved for the next phase.
• All employees will be required to complete the training by March 31.

Policy and regulation

• Applicants are required to submit a valid ID.
• Parking is not permitted in this area.
• Visitors must be accompanied by a staff member at all times.

Meeting minutes and official records

• It was agreed that the deadline would be extended.
• The proposal was rejected by a vote of 8 to 3.
• Several concerns were raised regarding the new policy.

Purpose 5: Maintaining Objectivity

Passive voice helps writers avoid inserting themselves into the text, which is desirable in many academic and professional contexts.

Avoiding first person in academic essays

Some academic writing conventions discourage first-person pronouns. Passive voice provides an alternative:

• Instead of: I analyzed the data and found a pattern.

• Write: The data were analyzed, and a pattern was identified.

• Instead of: We conducted interviews with 50 participants.

• Write: Interviews were conducted with 50 participants.

Creating distance in sensitive situations

Passive voice can create diplomatic distance when discussing mistakes, problems, or sensitive topics:

• Errors were made in the accounting department. (Less accusatory than naming individuals.)
• The deadline was not met. (Neutral reporting without blame.)
• Confidential information was inadvertently disclosed. (Softer than "Someone leaked confidential information.")

Purpose 6: Maintaining Topic Continuity

One often-overlooked use of passive voice is maintaining smooth information flow across sentences. When the object of one sentence becomes the topic of the next, passive voice creates a natural bridge.

Choppy (all active): The research team developed a new algorithm. Engineers at three companies tested the algorithm. The tests confirmed the algorithm's effectiveness.

Smooth (strategic passive): The research team developed a new algorithm. The algorithm was tested by engineers at three companies, and its effectiveness was confirmed through rigorous benchmarks.

Notice how "the algorithm" stays in the subject position, creating a clear topical thread that the reader can follow easily.

Purpose 7: Describing Processes and Instructions

When writing about how something is made, how a process works, or how steps should be followed, passive voice keeps the focus on the process itself:

• First, the raw materials are inspected for quality. Next, they are measured and combined according to the formula. The mixture is heated to 200 degrees Celsius and is stirred continuously for 30 minutes. Finally, the product is cooled, packaged, and shipped to distributors.

This reads much more naturally than inserting "workers" or "technicians" as the subject of every sentence.

When Passive Voice Is NOT the Best Choice

Passive voice is a tool, not a default setting. Avoid it when:

1. The doer is the most important information — The CEO resigned is stronger than A resignation was submitted by the CEO.
2. You want direct, energetic writing — Our team won the contract beats The contract was won by our team.
3. Using passive creates ambiguity — The chicken is ready to eat (Who is eating? The chicken, or us?)
4. You are overusing it — Too many consecutive passive sentences make writing feel flat and lifeless.

Passive with Modals and Reporting Verbs

Two of the most sophisticated uses of passive voice involve modal verbs and reporting verbs. These patterns appear constantly in academic papers, news articles, and formal writing. Mastering them will significantly elevate the quality and authority of your writing.

Passive with Modal Verbs

Modal verbs (can, could, may, might, should, would, must, will) combine with passive voice using this pattern:

modal + be + past participle

The modal verb carries the meaning (ability, possibility, obligation, etc.), while "be + past participle" creates the passive.

Can / Could + be + past participle

Expresses ability or possibility:

• This problem can be solved with the right approach.
• The document can be downloaded from the website.
• Side effects could be reduced by lowering the dosage.
• The results could be interpreted in several ways.

Should / Ought to + be + past participle

Expresses advice or recommendation:

• Students should be encouraged to think critically.
• The data should be verified before publication.
• More research should be conducted in this area.
• Safety protocols ought to be followed at all times.

Must / Have to + be + past participle

Expresses obligation or strong necessity:

• All assignments must be submitted by the deadline.
• Protective equipment must be worn in the laboratory.
• These regulations have to be enforced consistently.
• The form must be completed in black ink.

May / Might + be + past participle

Expresses possibility or permission:

• The meeting may be postponed until next week.
• Some data might be lost during the migration.
• Applications may be submitted online or by mail.
• The findings might be explained by a third variable.

Will / Would + be + past participle

Expresses future actions or hypothetical situations:

• Winners will be notified by email.
• The building would be demolished if the proposal passes.
• Compensation will be provided for any inconvenience.

Perfect Modal Passives

To talk about past possibilities, obligations, or hypothetical past events in passive, use:

modal + have been + past participle

• The error should have been detected earlier. (It was not detected — a past obligation that was not fulfilled.)
• The report could have been written more clearly. (It was possible but did not happen.)
• The data may have been corrupted during transfer. (Past possibility.)
• More participants might have been included if funding had been available.
• The decision must have been made at the highest level. (Deduction about the past.)

These forms are common in academic analysis when discussing what could or should have occurred.

Reporting Verbs in Passive

Reporting verbs (say, believe, think, consider, report, know, claim, estimate, expect, understand, allege) are used to attribute information to sources. In passive, they create impersonal constructions that are essential in academic and journalistic writing.

Pattern 1: It + passive reporting verb + that clause

It + is/was + past participle + that...

This pattern presents information as widely held or officially reported without naming a specific source:

• It is believed that early intervention improves outcomes.
• It is estimated that over 8 million tons of plastic enter the oceans each year.
• It has been suggested that a shorter workweek increases productivity.
• It was reported that the company had been aware of the problem for years.
• It is widely accepted that climate change is accelerated by human activity.
• It is known that sleep deprivation affects cognitive performance.
• It has been demonstrated that regular exercise reduces the risk of chronic disease.

This pattern is extremely common in literature reviews and introductions of academic papers, where writers summarize existing research without foregrounding individual researchers.

Pattern 2: Subject + passive reporting verb + to-infinitive

Subject + is/was + past participle + to + base verb

This pattern makes the reported subject the grammatical subject of the sentence:

• The drug is said to reduce inflammation by 40%.
• The CEO is reported to have resigned yesterday.
• The painting is believed to be the work of Vermeer.
• The company is known to invest heavily in research.
• Unemployment is expected to rise in the coming months.
• The manuscript is thought to date from the 14th century.

Notice the difference in time reference:

• is said to reduce — present/general claim
• is reported to have resigned — the reported event happened before the reporting (use to have + past participle)

Pattern 3: Subject + passive reporting verb + as

• The policy is regarded as a success.
• This method is considered the most reliable.
• The region is described as sparsely populated.
• The findings are seen as a breakthrough in the field.

Common Reporting Verbs Used in Passive

Here are the most frequently used reporting verbs in academic passive constructions:

Verb	Example
believe	It is believed that... / X is believed to...
consider	X is considered to be... / X is considered (as)...
think	It is thought that... / X is thought to...
say	It is said that... / X is said to...
report	It is reported that... / X is reported to...
know	It is known that... / X is known to...
claim	It is claimed that... / X is claimed to...
estimate	It is estimated that...
expect	X is expected to...
suggest	It has been suggested that...
show	It has been shown that...
find	It was found that...
demonstrate	It has been demonstrated that...
assume	It is assumed that...
allege	X is alleged to have...

Combining Modals and Reporting Verbs

In sophisticated academic writing, modals and reporting verbs can work together in passive constructions:

• It could be argued that the policy has failed.
• The results might be interpreted as evidence of a causal link.
• It should be noted that the sample size was small.
• It must be acknowledged that limitations exist.
• This finding cannot be considered conclusive.

These hedging constructions are critical in academic writing because they allow writers to present claims cautiously, acknowledge uncertainty, and maintain intellectual honesty.

Practice Tip

When reading academic papers, highlight passive constructions with modals and reporting verbs. Notice how authors use them to:

• Present established knowledge (It is well known that...)
• Introduce others' claims (It has been argued that...)
• Hedge their own claims (It could be suggested that...)
• Express necessity (Further research should be conducted...)

This awareness will help you use these patterns naturally in your own writing.

Active vs Passive: Making the Right Choice

Choosing between active and passive voice is not about following a blanket rule ("always use active" or "always use passive"). It is about making a deliberate choice based on what you want to emphasize, who your audience is, and what kind of writing you are producing. This section provides side-by-side comparisons and clear guidelines for making the right call.

Side-by-Side Comparisons

Study these pairs carefully. Neither version is "wrong" — but one is usually better depending on the context.

Pair 1: News reporting

Active	Passive
Police arrested three suspects.	Three suspects were arrested.

• Use active when the agent (police) is the news.
• Use passive when the action or the people affected are the focus.

Pair 2: Scientific writing

Active	Passive
We heated the solution to 100°C.	The solution was heated to 100°C.

• Use active when journal style permits first person and you want directness.
• Use passive when emphasizing the procedure over the researchers.

Pair 3: Business communication

Active	Passive
The marketing team launched the campaign.	The campaign was launched on March 1.

• Use active when credit matters.
• Use passive when the event or timeline is more important than who did it.

Pair 4: Assigning responsibility

Active	Passive
John made several errors in the report.	Several errors were made in the report.

• Use active when you need to assign clear responsibility.
• Use passive when you want to be diplomatic or focus on correcting the errors rather than blaming someone.

Pair 5: Instructions

Active	Passive
Mix the ingredients thoroughly.	The ingredients should be mixed thoroughly.

• Use active (imperative) for direct instructions to a reader.
• Use passive when describing a process in general terms.

Pair 6: Academic argument

Active	Passive
Researchers have demonstrated that sleep affects memory.	It has been demonstrated that sleep affects memory.

• Use active when citing a specific source.
• Use passive when presenting widely accepted findings.

When Active Is Clearly Better

Active voice is generally preferable in these situations:

1. When you want clarity about who does what

Active sentences leave no ambiguity about the agent:

• Clear (active): The board approved the merger.
• Vague (passive): The merger was approved. (By whom?)

If the reader needs to know who performed the action, use active voice.

2. When you want energy and directness

Active voice creates shorter, punchier sentences:

• Direct: Our company reduced emissions by 30%.
• Flat: Emissions were reduced by 30% by our company.

Active voice is especially important in persuasive writing, cover letters, presentations, and any context where you want to project confidence.

3. When you are telling a story or narrative

Narrative writing depends on characters doing things. Excessive passive voice drains the life out of stories:

• Engaging: Marie Curie discovered radium in 1898.
• Lifeless: Radium was discovered in 1898.

4. When passive creates awkward or wordy sentences

If the passive version is noticeably longer or harder to read, switch to active:

• Awkward: The ball was kicked by the player into the net after the pass was received by him from the midfielder.
• Clear: The midfielder passed the ball to the striker, who kicked it into the net.

5. In everyday and informal writing

Emails, blog posts, personal essays, and general communication almost always benefit from active voice:

• Natural: I will send the files tomorrow.
• Stiff: The files will be sent by me tomorrow.

When Passive Is Clearly Better

Passive voice is the right choice in these situations:

1. When the result matters more than the doer

• The Mona Lisa was painted in the early 16th century. (The painting is the subject of discussion.)
• The bridge was completed ahead of schedule. (The achievement matters.)

2. When the agent is unknown, obvious, or unimportant

• The window was broken sometime during the night. (Unknown agent.)
• The suspect was arrested and charged. (Obviously by police.)
• Coffee is grown in tropical climates. (By farmers — not important to specify.)

3. When you need to be tactful

• Some information was omitted from the report. (Avoids naming the person responsible.)
• The deadline was missed. (Factual without being accusatory.)

4. When maintaining topic continuity

Disjointed (all active): Dr. Lee proposed a new theory. Other scientists criticized the theory. Further experiments eventually validated it.

Cohesive (with passive): Dr. Lee proposed a new theory. The theory was initially criticized by other scientists but was eventually validated through further experiments.

The second version keeps "the theory" as the consistent topic, making the paragraph easier to follow.

5. In academic and scientific writing conventions

Many fields expect passive voice in methods sections and when stating general knowledge:

• Participants were randomly assigned to one of three groups.
• It is widely recognized that poverty affects educational outcomes.

The Overuse Problem

The most common problem with passive voice is not using it incorrectly — it is using it too much. When every sentence is passive, writing becomes monotonous, indirect, and hard to follow.

Example: Overused passive

The study was designed to examine the effects of exercise on mood. Participants were recruited through online advertisements. A questionnaire was administered to each participant. The responses were collected and were analyzed using statistical software. It was found that a significant improvement was observed in the exercise group. It was concluded that exercise can be recommended as a strategy for improving mood.

This is technically correct, but it reads like a robot wrote it. Every sentence has the same flat rhythm. The reader has no sense of who did anything.

Example: Balanced revision

This study examined the effects of exercise on mood. We recruited participants through online advertisements and administered a mood questionnaire to each one. After collecting the responses, we analyzed the data using statistical software. The results showed a significant improvement in the exercise group, suggesting that exercise can be recommended as an effective strategy for improving mood.

The revision mixes active and passive voice. The writing is more dynamic, easier to read, and equally professional.

The Decision Framework

When you write a sentence, ask yourself these questions in order:

1. What is the most important information — the doer or the action/result?

• If the doer → use active voice.
• If the action or result → consider passive voice.

2. Does the reader need to know who performed the action?

• If yes → use active (or passive with a by-phrase).
• If no → passive without a by-phrase is clean and effective.

3. Does this sentence connect smoothly to the previous one?

• If changing from active to passive (or vice versa) improves flow, make the change.
• Topic continuity often benefits from passive.

4. What is the overall tone of your document?

• Formal/academic → more passive is acceptable.
• Informal/persuasive → more active is better.
• In all cases → aim for a mix, not 100% of either.

5. Have you used too many passive sentences in a row?

• If three or more consecutive sentences are passive, revise at least one to active.
• Variety keeps readers engaged.

A Practical Test

Read your paragraph aloud. If it sounds flat, distant, or bureaucratic, you probably have too much passive voice. If it sounds abrupt or self-centered, you might need more passive voice for balance. The best writing uses both voices strategically, choosing each one for a clear reason.

Passive Voice Reference Guide

This section serves as a quick-reference resource. Bookmark it and return to it whenever you need to check a passive form, find an academic pattern, or review your writing for common mistakes.

Complete Passive Forms Table

Tense	Active Example	Passive Form	Passive Example
Present Simple	They deliver the mail.	am/is/are + pp	The mail is delivered.
Past Simple	She wrote the report.	was/were + pp	The report was written.
Present Continuous	They are building a bridge.	am/is/are + being + pp	A bridge is being built.
Past Continuous	He was painting the wall.	was/were + being + pp	The wall was being painted.
Present Perfect	We have completed the task.	has/have + been + pp	The task has been completed.
Past Perfect	They had signed the contract.	had + been + pp	The contract had been signed.
Future Simple	They will announce the results.	will + be + pp	The results will be announced.
Future Perfect	She will have finished the project.	will + have + been + pp	The project will have been finished.
Going to	They are going to close the office.	am/is/are + going to + be + pp	The office is going to be closed.
Modal (can)	You can download the file.	can + be + pp	The file can be downloaded.
Modal (should)	We should review the data.	should + be + pp	The data should be reviewed.
Modal (must)	They must follow the rules.	must + be + pp	The rules must be followed.
Modal (may)	The storm may delay flights.	may + be + pp	Flights may be delayed.
Modal Perfect	They should have informed us.	should + have + been + pp	We should have been informed.

pp = past participle

Academic Passive Patterns

These are the most common passive constructions in academic and formal writing. Learning them as fixed patterns will help you use them fluently.

Reporting and Citing

Pattern	Example
It is widely believed/accepted/known that...	It is widely accepted that education reduces inequality.
It has been shown/demonstrated/found that...	It has been shown that sleep deprivation impairs judgment.
It has been argued/suggested/proposed that...	It has been argued that social media increases polarization.
It was reported/observed/noted that...	It was observed that participants performed better under pressure.
X is said/thought/believed to...	The treatment is believed to have neuroprotective effects.
X is considered/regarded as...	This approach is considered the gold standard.
X is known to...	Caffeine is known to improve short-term concentration.

Describing Methods

Pattern	Example
X was/were collected/gathered from...	Data were collected from 500 respondents.
X was/were analyzed/examined using...	The samples were analyzed using mass spectrometry.
X was/were measured/calculated by...	Reaction time was measured in milliseconds.
X was/were divided/classified into...	Participants were divided into three groups.
X was/were compared with/to...	Results were compared with those of previous studies.
X was/were controlled for...	Variables such as age and gender were controlled for.

Presenting Results

Pattern	Example
A significant difference was found/observed...	A significant difference was found between the two groups.
No significant effect was detected...	No significant effect was detected at the 0.05 level.
A correlation was identified between...	A positive correlation was identified between income and health.
The results can be explained by...	The results can be explained by the increased sample size.
X was found to be...	The new method was found to be 30% more efficient.

Drawing Conclusions

Pattern	Example
It can/could be concluded that...	It can be concluded that the intervention was effective.
It should be noted/emphasized that...	It should be noted that the sample was not representative.
Further research is needed/required...	Further research is needed to confirm these findings.
Caution should be exercised when...	Caution should be exercised when generalizing these results.
It is recommended that...	It is recommended that future studies use larger samples.

Common Mistakes and Corrections

Mistake 1: Using the wrong form of BE

Incorrect	Correct	Rule
The reports is submitted weekly.	The reports are submitted weekly.	Plural subject → are
The data was collected last year. (if treating data as plural)	The data were collected last year.	"Data" can be plural in academic writing
The results has been published.	The results have been published.	Plural subject → have

Mistake 2: Using past tense instead of past participle

Incorrect	Correct
The letter was wrote by hand.	The letter was written by hand.
The glass was broke during shipping.	The glass was broken during shipping.
The decision was took quickly.	The decision was taken quickly.
The data was chose carefully.	The data was chosen carefully.

Mistake 3: Missing auxiliary verbs

Incorrect	Correct
The building constructed in 1990.	The building was constructed in 1990.
The results published last month.	The results were published last month.
The email already sent.	The email has already been sent.

Mistake 4: Double passive or redundant be

Incorrect	Correct
The report was been submitted.	The report has been submitted.
The task is being been completed.	The task is being completed.
It was being been discussed.	It was being discussed.

Mistake 5: Passive with intransitive verbs

Intransitive verbs (verbs that do not take a direct object) cannot be made passive:

Incorrect	Why It Is Wrong
The accident was happened yesterday.	"Happen" is intransitive — use: The accident happened yesterday.
The meeting was occurred on Monday.	"Occur" is intransitive — use: The meeting occurred on Monday.
He was arrived late.	"Arrive" is intransitive — use: He arrived late.
The population was increased. (meaning it grew)	"Increase" used intransitively — use: The population increased. (But: The dose was increased is correct when someone increased it.)

Mistake 6: Unnecessary by-agent

Wordy	Better
English is spoken by people all over the world.	English is spoken all over the world.
The form must be completed by you before Friday.	The form must be completed before Friday.
Mistakes were made by someone.	Mistakes were made.

Editing Checklist for Passive Voice

Use this checklist when revising your writing:

Formation check:

• Does every passive sentence have the correct form of BE for its tense?
• Is the main verb in past participle form (not base form or past tense)?
• For continuous passives, have you included "being" (not "been")?
• For perfect passives, have you included "been" (not "being")?
• For modal passives, is the structure modal + be + past participle?

Usage check:

• Does each passive sentence have a clear reason for being passive?
• Is the by-agent included only when it provides important information?
• Have you avoided passive with intransitive verbs (happen, occur, arrive, exist)?

Balance check:

• Have you avoided more than three consecutive passive sentences?
• Does your text mix active and passive for variety?
• In narrative or persuasive sections, does active voice dominate?
• In methods and process sections, is passive used appropriately?

Clarity check:

• Can the reader tell who is performing the action when that information matters?
• Would switching any passive sentence to active make it clearer or more direct?
• Does the passive voice help maintain topic continuity between sentences?

Quick Conversion Guide

To convert active to passive:

1. Move the object to the subject position.
2. Change the verb to be + past participle (matching the original tense).
3. Move the original subject to a by-phrase (or omit it).

To convert passive to active:

1. Identify the by-agent (or infer one if omitted).
2. Make the agent the subject.
3. Change the verb from be + past participle to the corresponding active tense.
4. Move the passive subject to the object position.

Example:

• Active: The committee reviewed the proposal. (past simple)
• → Passive: The proposal was reviewed by the committee. (past simple passive)
• → Back to active: The committee reviewed the proposal.