Overusing Passive Voice in Writing: English Grammar Guide

When learning English, students often encounter the concept of passive voice. It’s a useful grammatical structure that shifts focus from the doer of an action to the action itself or its result. However, when used excessively, the passive voice can make writing dull, wordy, and unclear. This guide explores how to recognize overuse of passive voice, understand its effects, and learn how to balance it with active voice for stronger, more engaging writing.

What Is the Passive Voice?

A sentence is in the passive voice when the subject receives the action rather than performing it. In other words, the focus is on what happens or to whom it happens, not who does it.

Structure:
Subject + form of “be” + past participle (+ by + agent)

Examples:

• The report was written by the manager.

• The cake was eaten by the children.

In contrast, active voice places the doer (agent) before the verb:

• The manager wrote the report.

• The children ate the cake.

Why Writers Use Passive Voice

The passive voice is not always “wrong.” In fact, it can be appropriate and even necessary in certain contexts. Writers use it for several reasons:

1. When the doer is unknown or irrelevant:

   • My wallet was stolen last night. (We don’t know who stole it.)

2. To emphasize the result or object:

   • A new bridge was built in the city. (Focus on the bridge, not the builders.)

3. To create a formal or objective tone:

   • The experiment was conducted under controlled conditions.

4. To avoid assigning blame:

   • Mistakes were made. (A classic political example that avoids specifying who made them.)

While these uses are legitimate, the problem arises when the passive voice dominates the writing unnecessarily.

The Problem with Overusing Passive Voice

Too much passive voice can weaken your writing in several ways.

1. It Makes Sentences Longer and Wordier

Passive constructions often require extra words like “was,” “were,” or “by.” Compare:

• Active: The committee approved the plan.

• Passive: The plan was approved by the committee.

The active version is shorter and clearer.

2. It Reduces Clarity and Energy

Active sentences are direct and energetic. Passive ones feel distant or vague.

• Active: The CEO announced the new policy.

• Passive: The new policy was announced.

The second sentence omits the doer, which may confuse readers or reduce the impact.

3. It Creates an Impersonal or Boring Tone

Overreliance on the passive voice can make writing sound detached, bureaucratic, or lifeless—especially in essays, reports, or emails.

• Passive: The proposal was submitted, and the budget was revised.

• Active: We submitted the proposal and revised the budget.

The active voice adds human involvement and purpose.

4. It Obscures Responsibility

Passive voice can hide who is responsible for an action.

• Passive: The files were deleted.

• Active: The technician deleted the files.

In academic or business writing, readers value transparency. Overusing the passive voice can make a writer appear evasive or unaccountable.

How to Identify Passive Voice

You can spot passive voice by looking for two clues:

1. A form of “be” (is, was, were, been, etc.)

2. A past participle (usually ending in -ed, though not always)

Example:

• The letter was sent yesterday. → “was” + “sent” indicates passive voice.

To check if a sentence is active or passive, ask:
“Who or what performed the action?”
If the answer is missing or appears after “by,” it’s passive.

When Passive Voice Is Acceptable

Using passive voice is not always a mistake. It can serve important stylistic or rhetorical purposes:

1. In scientific or academic writing:

   • The data were analyzed using SPSS software.
     (The focus is on the process, not the researcher.)

2. To emphasize the receiver of an action:

   • The patient was given a new treatment.

3. When the doer is unknown:

   • The store was robbed last night.

4. In formal or official statements:

   • The suspect was arrested.

The key is moderation. Use passive voice strategically, not habitually.

Strategies to Reduce Overuse

If you find your writing full of “was” and “were,” here are some ways to restore balance:

1. Identify the Doer and Rewrite

Find who performs the action and make that the subject.

• Passive: The project was completed by the interns.

• Active: The interns completed the project.

2. Combine Sentences for Clarity

Instead of multiple passive sentences, merge them into one active statement.

• Passive: The budget was prepared by the finance team. It was reviewed by management.*

• Active: The finance team prepared and management reviewed the budget.*

3. Use Strong Verbs

Replace weak “be + verb” phrases with dynamic verbs.

• Passive: The decision was made to expand the company.*

• Active: The company decided to expand.*

4. Limit Passive Constructions in Succession

Too many passive sentences in a row create monotony. Mix in active structures to maintain rhythm and reader interest.

Examples: Before and After

Example 1

• Passive: The website was designed by our team, and it was launched last week.*

• Active: Our team designed and launched the website last week.*

Example 2

• Passive: Mistakes were found in the report, and corrections were made.*

• Active: We found mistakes in the report and made corrections.*

Example 3

• Passive: The students were taught by Ms. Lopez.*

• Active: Ms. Lopez taught the students.*

Notice how the active sentences sound more confident, concise, and engaging.

Balancing Active and Passive Voice

A well-balanced piece of writing uses both voices effectively.
Here are a few general tips:

• Favor active voice in storytelling, essays, and business writing for clarity and strength.

• Use passive voice when you need objectivity, especially in research, reports, or formal communication.

• Read your work aloud—passive sentences often sound heavier and slower.

• Edit consciously. During revisions, look for unnecessary “was” or “by” phrases and replace them with active alternatives.

Common Mistakes to Avoid

1. Using passive to sound formal:
   Some writers think passive voice makes writing more academic. It can, but overdoing it sacrifices readability.

2. Hiding the subject:
   Avoid omitting the agent just to make sentences sound “neutral.” Readers still want to know who did what.

3. Stacking passives together:
   Example: The plan was approved, the proposal was accepted, and the meeting was scheduled. → Rewrite at least some actively.

Quick Test: Active or Passive?

Try identifying which sentences are active and which are passive:

1. The meeting was canceled by the manager. → Passive

2. The manager canceled the meeting. → Active

3. New regulations were announced. → Passive

4. The government announced new regulations. → Active

Once you can spot them easily, you can control tone and clarity in your writing with precision.

Final Thoughts

Overusing the passive voice can make your writing sound distant, wordy, or weak. Yet, completely avoiding it is neither necessary nor realistic. The best writers use passive voice intentionally—when the doer is unimportant, unknown, or irrelevant—and otherwise favor active constructions for directness and impact.

In short, use passive voice like a spice: enough to enhance meaning, but not so much that it overpowers your message. A balanced approach ensures your writing is both professional and powerful.

FAQs

What does “overusing the passive voice” mean?

Overusing the passive voice means defaulting to sentence structures where the subject receives the action (e.g., “The report was written”) instead of performs it (e.g., “We wrote the report”). Passive voice is a valid tool, but when it dominates a paragraph or page, readers experience unclear attribution, longer phrasing, and a flatter tone.

How can I quickly recognize passive voice?

Look for a form of be (am, is, are, was, were, been, being) followed by a past participle (often ending in –ed, but not always: written, made, sent). If the doer appears in a by-phrase (“by the team”), the sentence is very likely passive. Example: “The decision was made by the board.”

Is passive voice grammatically wrong?

No. Passive voice is correct English. It is often preferred when the actor is unknown (“My bike was stolen”), irrelevant (“The road was repaired”), or when results matter more than agents (“The samples were analyzed under controlled conditions”). The problem is not existence but excess.

Why do many writers slip into passive voice too often?

Common reasons include trying to sound formal, avoiding assigning blame, following academic models that emphasize objectivity, translating literally from languages that tolerate passives, and writing first drafts without revising for clarity. These pressures nudge writers toward impersonal, agentless sentences.

What are the downsides of overusing passive voice?

Excessive passive voice tends to: (1) lengthen sentences with extra helpers (“was,” “were,” “by”), (2) blur responsibility by hiding the doer, (3) drain energy and clarity from prose, (4) create a bureaucratic tone, and (5) make revision harder because actions and agents are not aligned on the page.

When is passive voice the better choice?

Use passive voice strategically when: (1) the doer is unknown or unimportant, (2) you want to foreground the receiver or result, (3) norms in scientific or technical genres prioritize methods and outcomes, or (4) tact requires softening responsibility. Example: “The patient was given a new treatment” focuses on the patient’s experience.

How do I convert a passive sentence to active?

Identify the hidden agent, make it the subject, and use a strong verb. Passive: “The proposal was approved by the committee.” Active: “The committee approved the proposal.” If no agent is present, infer the logical one or recast the sentence to spotlight the most relevant actor.

What if my sentence lacks a clear “doer” to make it active?

Ask, “Who reasonably performed this action?” If the answer is still unclear or irrelevant, keeping the passive may be appropriate. Alternatively, revise to specify a meaningful agent (“Operations approved the change”) or shift focus to a process subject (“Company policy now requires approval”).

Can I keep some passives without weakening my writing?

Absolutely. Aim for balance. A practical check is the “consecutive passives test”: if you stack three or more passives in a row, your paragraph likely feels heavy. Replace at least one with a crisp active sentence to restore rhythm and clarity.

What are quick edits to reduce passive overuse in a draft?

(1) Search for forms of be plus past participles and test them for passivity. (2) Add or restore the agent where helpful. (3) Replace weak “be + noun/verb” phrases with vivid verbs (“A decision was made” → “We decided”). (4) Combine related passives into one active statement to cut clutter.

Does passive voice always include a “by”-phrase?

No. Many passives omit the agent entirely: “The meeting was canceled.” That omission is often what causes ambiguity. If readers need to know who acted, supply the agent or switch to active voice.

How does passive voice affect tone in business writing?

Passive-heavy business prose can feel evasive or bureaucratic: “It was determined that targets were not met.” Active voice sounds accountable and direct: “We reviewed the numbers and missed the targets.” Choose the tone that aligns with your purpose and stakeholders’ expectations.

What about academic and scientific writing—should I still reduce passives?

Discipline and venue matter. Some journals accept or encourage active, first-person reporting (“We analyzed the samples”). Others prefer impersonal style. Even in conservative venues, strategic use of active voice often improves readability without sacrificing objectivity. Follow current guidelines for your field, but prioritize clarity.

Are some “passive-looking” sentences actually active?

Yes. Not every “be + verb-ing/verb-ed” is passive. Progressive aspect (“is running”) is active. Stative participles (“is interested,” “is located”) describe states, not actions received. True passives pair be with a past participle that denotes an action applied to the subject (“was repaired,” “was chosen”).

How can I keep my writing concise when I need passives?

Prefer shorter passives without unnecessary fillers. Cut redundant “by-phrases” when the agent is obvious from context, avoid stacked auxiliary verbs, and place important information early in the sentence. Example: “The drug was approved in 2025 after Phase III trials,” not “It was in 2025 that approval was granted by regulators after trials.”

Do style guides recommend specific passive/active ratios?

No universal ratio exists. Most guides advise favoring active voice for clarity while using passive when it serves focus, emphasis, or genre conventions. A practical target is: use active by default, then keep or introduce passives only where they clearly improve emphasis, cohesion, or diplomacy.

What exercises help me control passive voice?

(1) Paraphrase a passive-heavy paragraph into active sentences; compare tone and clarity. (2) Take notes in active voice (“QA flagged defects”) to train habits. (3) Read aloud; passives often sound slower or hazier. (4) Annotate agents and actions in complex passages to align subjects with verbs.

Can passive voice hide bias or shift blame?

It can. Phrases like “Mistakes were made” or “Policies were violated” obscure responsibility. When ethical clarity matters, use active voice to name agents (“The vendor missed the deadline,” “We failed to follow protocol”). Reserve passive constructions for cases where omission serves a legitimate rhetorical or privacy goal.

How do I balance active and passive within a paragraph?

Decide on your focus: agent or outcome. Use active sentences to drive actions forward and passive sentences to highlight results or maintain topic continuity. Vary structure to avoid monotony, and ensure that adjacent sentences connect logically—pronouns, known-new order, and consistent subjects help maintain flow.

What are examples of effective vs. excessive passive voice?

Effective: “The vaccine was approved after extensive trials.” (Outcome is the focus.)
Excessive: “The proposal was drafted, and the budget was revised, and the plan was finalized by the team.” → Better: “The team drafted the proposal, revised the budget, and finalized the plan.”

How do I handle passive voice in instructions and documentation?

Prefer imperative or active for clarity: “Click ‘Submit’,” “Install the package,” “The admin updates roles.” Use passive sparingly for safety or emphasis: “The device should be turned off before cleaning.” Keep steps concise and consistent in form.

What tools can help me detect overuse?

Most grammar checkers flag passive constructions and provide suggestions for active alternatives. Use these tools as prompts, not rules; review each suggestion in context. A manual search for “was,” “were,” and “by” remains a reliable low-tech audit.

How can passive voice affect readability scores?

Readability metrics often penalize longer, more complex constructions. Because passives frequently add auxiliary verbs and length, heavy use can lower readability and increase cognitive load. Converting nonessential passives to active typically shortens sentences and improves comprehension.

What is a simple revision checklist for passive-heavy drafts?

(1) Underline every be + past participle pair. (2) Ask who did the action; add or restore the agent. (3) Swap to strong, precise verbs. (4) Remove unnecessary “by”-phrases. (5) Ensure no more than one passive appears in short sentences back-to-back unless emphasis requires it.

Bottom line: how should I think about passive voice?

Treat passive voice as a targeted tool rather than a default habit. Use it to foreground outcomes, maintain objectivity, or handle unknown agents. Otherwise, let active voice carry the message—naming actors, energizing prose, and clarifying responsibility. Balance, not banishment, is the goal.

English Grammar Guide: Complete Rules, Examples, and Tips for All Levels