When to Use the Passive Voice (and When Not To): English Grammar Guide

The passive voice is one of the most misunderstood structures in English grammar. Many learners are told to “avoid” it, but that advice oversimplifies things. The truth is, the passive voice can be very effective—when used in the right situations. This guide will explain when to use the passive voice, when to avoid it, and how to use it correctly and naturally in both writing and speaking.

What Is the Passive Voice?

Before we talk about when to use it, let’s review what the passive voice actually is.
In an active sentence, the subject performs the action:

• Active: The teacher explains the lesson.

In a passive sentence, the subject receives the action:

• Passive: The lesson is explained by the teacher.

We form the passive voice by using be + past participle (is explained, was written, has been discovered, etc.).
The person or thing that performs the action (the “doer”) can be included with by, or omitted if it’s not important.

When to Use the Passive Voice

1. When the Focus Is on the Action, Not the Doer

Use the passive when what happened is more important than who did it.

• Active: Someone stole my bag.

• Passive: My bag was stolen.

In this example, the speaker cares more about the bag being stolen than about who stole it.

This is common in news reports, research writing, and formal contexts:

• The new product was launched yesterday.

• The documents were signed by the parties involved.

2. When the Doer Is Unknown or Unimportant

If you don’t know who did something—or it doesn’t matter—use the passive voice.

• Passive: The window was broken last night.
  We don’t know who broke it, so there’s no need to use the active form.

Similarly:

• The results will be announced soon.

• A new law was passed in 2025.

In both sentences, the doer (who will announce, who passed the law) is not the focus.

3. When You Want to Sound Formal or Objective

The passive voice is very common in academic, technical, or scientific writing, where the focus is on facts, results, and processes—not people.

For example:

• Active: We conducted the experiment carefully.

• Passive: The experiment was conducted carefully.

The passive version sounds more objective and formal, which is why it’s widely used in reports, theses, and research papers.

4. When You Want to Avoid Blame or Responsibility

Sometimes the passive voice can soften responsibility or make statements less direct.

• Active: You made a mistake.

• Passive: A mistake was made.

This is often used in politics, business communication, or customer service when being tactful is important:

• “The deadline was missed due to unforeseen issues.”

• “The shipment was delayed by customs.”

No one is directly blamed, but the information is still clear.

5. When the Agent Is Obvious from Context

If it’s clear who performed the action, there’s no need to mention it.

• Passive: He was arrested. (By the police – obvious)

• Passive: The thief was caught. (By the police – obvious)

This use keeps the sentence concise and avoids redundancy.

6. In Instructions, Announcements, and Signs

Passive voice is often used in public messages, recipes, and procedural writing because it focuses on the steps, not the person.

• The form must be completed before submission.

• The rice should be washed before cooking.

• Guests are requested to keep noise to a minimum.

This tone sounds polite, impersonal, and professional.

When Not to Use the Passive Voice

1. When the Sentence Becomes Long or Confusing

Overusing the passive can make sentences heavy or unclear:

• Passive: The proposal was reviewed and approved by the committee after being revised by the author.

• Active: The committee reviewed and approved the author’s revised proposal.

The active version is shorter, more direct, and easier to understand.

2. When You Want to Emphasize the Doer

If who did something matters, use the active voice.

• Active: Steve Jobs founded Apple.

• Passive: Apple was founded by Steve Jobs.

Both are correct, but the first highlights Steve Jobs, while the second focuses on Apple.
Choose based on your intended emphasis.

3. In Informal or Everyday Conversation

In casual English, active sentences sound more natural and lively:

• Active: I forgot your name!

• Passive: Your name was forgotten by me. (Very unnatural!)

Using too many passives can sound stiff or overly formal in daily speech.

4. When It Hides Important Information

Sometimes the passive voice can hide who is responsible for something:

• Passive: The report was lost.
  By whom? We don’t know.

In business or journalism, that can be problematic because it removes accountability.
If it’s important to know who did something, use the active voice.

5. When Writing for Impact or Storytelling

Active sentences usually create stronger, more dynamic writing.

• Active: The lion attacked the deer.

• Passive: The deer was attacked by the lion.

The active form is more vivid and engaging.
In storytelling, news features, and marketing, prefer the active voice for energy and emotion.

Balancing Active and Passive Voice

Good writing uses both voices strategically.
The key is to choose based on focus:

• Use active voice when the subject is important or you want clarity and energy.

• Use passive voice when the action or result is more important than the doer.

For example:

• Active: Engineers built the bridge in 2015.

• Passive: The bridge was built in 2015.

Both are correct; it depends on whether you’re writing about engineers or the bridge.

Common Passive Voice Mistakes

1. Using Passive Without “Be”

Incorrect: The book written by Shakespeare.
Correct: The book was written by Shakespeare.

2. Forgetting the Past Participle

Incorrect: The car was repair.
Correct: The car was repaired.

3. Mixing Active and Passive in One Sentence

Incorrect: The students were taught by the teacher and finished the homework.
Correct: The students were taught by the teacher and the homework was finished.

4. Overusing “By” Phrases

Too many “by + person” phrases make writing heavy. Use only when necessary.

• OK: The law was passed by Congress.

• Better: The law was passed. (if “Congress” is obvious)

Examples in Different Contexts

Quick Test: Active or Passive?

1. The dinner was cooked by my mom. → Passive

2. The company launched a new app. → Active

3. A new rule was introduced last week. → Passive

4. They built a bridge across the river. → Active

Understanding which is which helps you control your tone and focus.

Final Tips for Mastering the Passive Voice

1. Use it intentionally. Don’t use the passive just to sound formal—use it when it improves clarity or fits the context.

2. Avoid repetition. Too many passives can make writing dull or distant.

3. Practice switching. Rewrite active sentences into passive and vice versa to improve flexibility.

4. Pay attention to the subject. Always ask yourself: Who or what should I emphasize?

In summary:
Use the passive voice when the action or result matters more than the actor, when the doer is unknown, or when you want to sound formal, polite, or objective.
Avoid it when you need clarity, energy, or accountability.
Balance is the key—understanding both voices makes your English clearer, more professional, and more powerful.

FAQs

What is the passive voice, in simple terms?

The passive voice is a sentence pattern in which the subject receives the action rather than performs it. It is formed with a form of be plus a past participle (e.g., is made, was written, has been discovered). You can include the agent (the doer) with a by-phrase—“The cake was baked by Anna”—or omit it when the doer is unknown, unimportant, or obvious from context.

When is the passive voice the best choice?

Use the passive voice when the action or result is more important than who did it. It is especially useful when the agent is unknown (“My phone was stolen”), irrelevant (“The policy was updated”), implied or obvious (“He was arrested”), or when you want a formal, objective tone common in academic or technical writing (“Samples were analyzed at 25°C”). It also fits instructions, announcements, and signage because it centers the process rather than a person (“The form must be submitted by Friday”).

When should I avoid using the passive voice?

Avoid it when you want directness, energy, and clear accountability. Overusing passive constructions can make prose wordy or vague (“Mistakes were made”). Prefer the active voice in storytelling, marketing, and casual conversation, where clarity and rhythm matter: “The team delivered the project ahead of schedule.” Use the active voice when the agent deserves emphasis—credit or responsibility should not be hidden.

How do I form the passive voice across common tenses?

• Present Simple: am/is/are + past participle — “The report is reviewed weekly.”
• Past Simple: was/were + past participle — “The contract was signed yesterday.”
• Present Continuous: am/is/are being + past participle — “New features are being tested.”
• Past Continuous: was/were being + past participle — “The road was being repaired at noon.”
• Present Perfect: has/have been + past participle — “The payment has been processed.”
• Future (will): will be + past participle — “Winners will be announced tomorrow.”
• Modal passives: can/should/must be + past participle — “The files must be backed up.”

How do I decide between active and passive voice?

Ask two questions: (1) What should be the focus—doer or action/result? (2) Will naming the agent improve clarity or accountability? Choose the active voice to highlight the doer, speed up pacing, and keep sentences concise. Choose the passive voice to foreground results, preserve tact, or stay objective. Both are correct; pick the one that best matches your purpose, audience, and tone.

Is the passive voice incorrect or “bad style”?

No. The passive voice is a standard, grammatical structure with legitimate uses. Advice like “never use the passive” is misleading. Problems arise when the passive is used excessively or to obscure important information. Skilled writers use both voices strategically—often alternating them within a paragraph to manage emphasis and cohesion.

How can the passive voice improve cohesion in a paragraph?

Passive clauses can create smooth topic continuity by making the old information the subject of the next sentence. For example: “We launched the platform in June. The platform was tested by 500 users. It was refined based on their feedback.” Each sentence keeps the platform as the subject, helping readers follow the thread. This technique is valuable in reports and research writing where information flow matters.

Does the passive voice always require a “by + agent” phrase?

No. Add a “by” phrase only when the agent is essential for meaning, credit, or responsibility: “The vaccine was developed by a public–private partnership.” If the agent is unknown, unimportant, redundant, or obvious, omit it: “The suspect was arrested,” “The law was passed,” “The results were published.” Minimizing unnecessary “by” phrases keeps prose tight and readable.

What are common mistakes with passive constructions?

• Missing the auxiliary be: “The song recorded yesterday” → “The song was recorded yesterday.”
• Using the base verb instead of a past participle: “The car was repair” → “The car was repaired.”
• Awkward stacking of passives: “The form was required to be submitted by Friday” → Prefer “The form must be submitted by Friday.”
• Hiding key agents: “The funds were misallocated” → If accountability matters, name the agent.

How does the passive voice affect tone and politeness?

Passive structures often sound more formal, impersonal, and tactful. In customer support and corporate communication, they soften blame (“Your request was delayed by a system outage”) and focus on solutions. In academic writing, passive forms foreground methods and results (“Data were collected over eight weeks”), which supports objectivity. Use this tonal shift intentionally; in friendly emails or marketing copy, active voice often feels warmer and clearer.

Can I use passive voice in questions and negatives?

Yes. For questions, invert the auxiliary be or modal: “Is the invoice paid yet?” “Will winners be announced today?” For negatives, add not after the auxiliary: “The package was not delivered,” “The terms are not being met.” The same rules for tense and agreement apply.

What are good real-world examples where passive is expected?

• News and reports: “A new terminal was opened last week.”
• Science and tech: “The samples were stored at −20°C.”
• Legal and policy: “The regulation will be enforced starting January.”
• Instructions and signage: “Devices must be switched off during takeoff.”
• Formal notices: “Interviews are scheduled for Monday.”

How can I revise passive sentences effectively?

Identify the agent and make it the subject. Replace be + past participle with a precise, active verb, and cut unnecessary prepositional phrases. For example: “The proposal was reviewed and approved by the board after being revised by the author” → “The board reviewed and approved the author’s revised proposal.” Keep passive sentences that genuinely improve focus or tone; convert the rest to active for clarity and punch.

What quick checks help me use passive voice responsibly?

• Focus check: Does the sentence emphasize the right thing—action or actor?
• Clarity check: Would naming the agent add needed accountability or credit?
• Conciseness check: Is the passive longer or heavier than an active alternative?
• Tone check: Does the passive create the desired formality or tact?
• Flow check: Does the passive maintain topic continuity across sentences?

Bottom line: what’s the practical rule of thumb?

Use active voice by default for clarity and energy. Switch to passive when the result matters more than the doer, when the agent is unknown or secondary, when you need formality or tact, or when you want smoother cohesion in information-dense writing. Mastery is not about banning the passive—it is about choosing the construction that best serves your reader and your purpose.

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