The passive voice is one of the most commonly misunderstood elements in English grammar. While often frowned upon in style guides for formal writing, it plays a crucial role in expressing ideas when the focus is on the action rather than the doer. This article explores the uses, formation, and comparison of the passive and active voice to help you understand when and how to use it effectively.
What Is the Passive Voice?
In the passive voice, the subject of the sentence receives the action, rather than performing it. In other words, the object of an active sentence becomes the subject of a passive one.
Example:
- Active: The chef cooked the meal.
- Passive: The meal was cooked by the chef.
Notice how the focus shifts from the chef to the meal, which may be more relevant in some contexts.
Uses of the Passive Voice
Understanding when to use the passive voice is essential for clarity and emphasis in both spoken and written communication. Here are the most common cases:
When the doer is unknown or irrelevant
Sometimes, who performed the action is not known or simply not important.
- The window was broken last night.
- A new shopping mall has been built.
When the focus is on the result or the action itself
This is particularly useful in scientific or technical writing where the process or outcome matters more than the actor.
- The experiment was conducted under strict conditions.
- All documents are stored digitally.
When the doer is obvious from context
In instructions, rules, or signs, the agent is often understood and need not be stated.
- You are requested to remain seated.
- Phones must be turned off.
When trying to be impersonal or tactful
The passive voice can be used to avoid assigning blame or sounding accusatory.
- Mistakes were made during the process.
- Your request has been denied.
Formation of the Passive Voice
Forming the passive voice involves two key components:
Passive Structure:
Subject + appropriate form of “to be” + past participle (V3)
Tense Conversion
Here is how active sentences are converted into passive in different tenses:
| Tense | Active Voice | Passive Voice |
| Present Simple | They deliver the mail. | The mail is delivered. |
| Past Simple | She wrote the letter. | The letter was written. |
| Present Continuous | He is repairing the car. | The car is being repaired. |
| Past Continuous | They were watching a movie. | A movie was being watched. |
| Present Perfect | She has completed the task. | The task has been completed. |
| Past Perfect | He had cleaned the room. | The room had been cleaned. |
| Future Simple | They will announce the winner. | The winner will be announced. |
| Modal (can, must…) | You must follow the rules. | The rules must be followed. |
Using “by” to Show the Agent
If necessary, the original subject (doer) can be included using “by”:
- The book was written by George Orwell.
However, this is often omitted unless it adds important context.
Active Voice vs. Passive Voice
To fully grasp the passive voice, it’s essential to understand how it compares to the active voice.
Structure
- Active: Subject → Verb → Object
The manager (subject) approved (verb) the project (object). - Passive: Subject (formerly object) → Verb (to be + V3) → [by + agent]
The project was approved (by the manager).
Focus and Emphasis
- Active voice highlights the doer.
- The police arrested the suspect.
- The police arrested the suspect.
- Passive voice highlights the action or receiver.
- The suspect was arrested.
- The suspect was arrested.
Clarity and Style
The active voice tends to be clearer and more direct, which is why it’s generally preferred in most writing. However, the passive voice offers:
- A formal or objective tone (common in academic writing)
- Flexibility in sentence structure
- The ability to omit unnecessary or unknown agents
Overuse and Misuse
Overusing the passive voice can lead to vague or wordy sentences. For example:
- It is believed that the data was corrupted by an unknown factor.
This could be more direct in active voice:
Researchers believe an unknown factor corrupted the data.
The key is balance. Use the passive voice when it serves the purpose of your message.
Conclusion
The passive voice is not inherently bad—in fact, it’s an essential tool for precision and nuance in English. Knowing how and when to use it gives you more control over your tone, focus, and style. Whether you’re writing an academic paper, giving instructions, or reporting events, the passive voice allows you to shift emphasis where it’s needed most. Understanding its formation and use empowers you to write with greater flexibility and intention.