Using The passive voice effecTively in bUsiness wriTing

a. Passive sentences put the focus on the object of the verb, rather than the person performing the action.

As such, it will prove very useful when the doer carries less significance in the sentence compared to the object.

• This year’s profits are a substantial increase compared to our previous numbers.

This sentence puts the emphasis on “this year’s profits,” rather than the company or whoever is responsible for those results.

b. The passive voice can also be used to relay negative information without directly placing the blame on anyone (the object is the focus, rather than the doer).

When you write a report detailing the failure of a business or marketing plan, the passive voice could help you place the attention on the specific actions that caused the results, rather than the person responsible for them. This way, the report would not feel like an attack on whoever’s to blame. This would be more diplomatic. Leave it to the company superiors to read between the lines about who actually caused everything.

When in dilemma on whether to use the active voice or the passive, it will depend on what you want to convey.

• If you want to draw attention to the doer, use the passive voice.

• If your intent is to put the focus on the action, then you should go for the active voice.