Active and passive voice

Puppies, partners and patterns of speech can be active or passive. Many of us already know as much as we need to know about puppies and partners, so let's talk for a moment about patterns of speech.

Active constructions

Active constructions clearly identify who or what performs an action. The following sentences are active with clear subjects and actions (verbs):

1. (You) Press [Enter] to accept the default option.
2. The system displays the main menu.
3. The night shift supervisor at your institution must complete the attached signoff sheet. 

This simple, direct form of expression works best when you give directions, procedures, lists of instructions – in fact, any time you need to communicate specific, unambiguous information.


You should always write directions, procedures and list of instructions in an active, direct form. Include a clear subject and (present tense) verb for every step or direction.

Passive constructions

Passive constructions, on the other hand, are less clear about who does what, and may be subject to misinterpretation. The following sentences are passive with tenuous links between the do-er and the deed:

1. The default option is accepted when [Enter] is pressed.
2. The main menu is displayed.
3. The attached signoff sheet must be completed.
4. Two files were added to the directory. 

These constructions are not wrong per se, just more vague than active constructions. Passive constructions are uncommon in ordinary speech, but much more common in print.


Passive constructions sometimes seem to be the norm in scientific, engineering and computer circles. And passive constructions, especially the impersonal passive (it has been decided…, a policy has been implemented …), are common in government- and management-related documents (not any specific management, of course – just management in general) for a different reason. This voice is sometimes appropriate too.


The impersonal passive voice deflects responsibility, and diffuses responsibility, blame or guilt. Using this voice may be appropriate, for example, when you have to communicate unpleasant information. For example:


It has been decided that our increased costs should be shared equally among the system users.


Writing this way makes it difficult (if not impossible) for readers to identify the decision makers, and this might be a good thing.

 Rules of thumb

• Use active constructions in client-related directions, procedures and lists of instructions in order to simplify directions and avoid ambiguity.
• Limit passive constructions and the impersonal passive voice to communications in which you specifically want to be vague about responsibility for a statement.

Thank you for your time and attention.


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