Active vs Passive Voice – When to Use Each (With Clear Examples)

Understanding the difference between active and passive voice in English can completely change how your writing is received.

Both forms are correct in grammar, but each carries a different weight depending on the purpose, audience, and tone.

Whether you are writing a school essay, a business report, or a news story, knowing when to use active or passive voice can help you communicate your ideas more clearly and effectively.

This article explains both voices in a way that anyone can understand. We will use real-life examples, clear charts, and simple explanations.

Everything is up-to-date as of July 2025 and based on educational research, modern writing practices, and real usage from universities and professionals worldwide.

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What Is Active Voice?

Question: What does it mean when a sentence is in the active voice?

A sentence is in the active voice when the subject of the sentence performs the action. It follows a clear and direct structure: subject + verb + object.

In this structure, the person or thing doing the action comes first, followed by the action itself, then the thing receiving the action.

Examples of Active Voice:

1. The teacher explained the topic.

2. Maria cooked jollof rice for lunch.

3. The dog chased the thief.

4. Scientists discovered a new planet.

In each sentence, the subject (the teacher, Maria, the dog, scientists) performs the action directly.

Why is Active Voice Preferred in Many Cases?

Research in communication and writing studies shows that active voice is generally easier for readers to understand.

The University of North Carolina found that active sentences are processed more quickly by the human brain and remembered more easily.

They are also shorter and more forceful, making them ideal for business writing, journalism, speeches, and academic essays.

What Is Passive Voice?

Question: What does it mean when a sentence is in the passive voice?

A sentence is in the passive voice when the subject receives the action rather than doing it. The structure is: object + form of “to be” + past participle + (by agent, optional).

This shifts the focus from the person doing the action to the person or thing affected by the action.

Examples of Passive Voice:

1. The topic was explained by the teacher.

2. Jollof rice was cooked by Maria.

3. The thief was chased by the dog.

4. A new planet was discovered by scientists.

Here, the action is still happening, but the person doing it is not in the spotlight. The object becomes the subject.

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When Should You Use Active Voice?

Question: In what situations is active voice more suitable?

Use active voice when:

1. You want clarity and directness.

   • Active: The company released a new product.

   • Passive: A new product was released by the company.

2. You want your writing to sound confident and strong.

   • Active: The manager approved the project.

   • Passive: The project was approved by the manager.

3. You are writing instructions or step-by-step guides.

   • Active: First, boil the water. Then, add the rice.

4. You are trying to keep your writing short and simple.

   • Active sentences usually require fewer words.

Studies from the University of Michigan show that active writing helps readers understand processes faster, especially in technical fields.

When Should You Use Passive Voice?

Question: Are there cases where passive voice is actually better?

Yes. While active voice is often encouraged, passive voice is useful and sometimes necessary. It depends on what you want to emphasize.

Use passive voice when:

1. The doer of the action is unknown or unimportant.

   • Passive: The documents were stolen.

   • (We do not know who stole them.)

2. You want to emphasize the object rather than the subject.

   • Passive: The cure was discovered after many years.

   • (Focus is on the cure, not the discoverer.)

3. You want to sound more formal or neutral.

   • Passive: The contract has been signed.

   • (Sounds more official than “John signed the contract.”)

4. You want to avoid assigning blame or responsibility.

   • Passive: Mistakes were made.

   • (This avoids naming who made them.)

Medical and scientific writing often prefers passive voice. For instance, in a lab report:
“The solution was heated to 80°C” is more appropriate than “We heated the solution to 80°C.”

A 2024 paper from the University of Cambridge confirmed that scientific research articles use passive voice nearly 80% of the time to focus on results, not the researchers.

Active vs Passive Voice – Comparison Table

To make things clearer, here is a side-by-side comparison of both voices:

How Can You Tell If a Sentence Is Passive?

Question: What clues can help identify passive voice quickly?

Look for a form of “to be” (is, was, were, has been, etc.) followed by a past participle (e.g., cooked, kicked, painted). If the doer is missing or placed after “by,” it’s likely passive.

Passive Voice Test:

Try to add “by someone” to the sentence.

• The window was broken. → The window was broken by someone.
  If it makes sense, it’s passive.

Can You Change Passive Voice to Active?

Yes. Rewrite the sentence so the person doing the action becomes the subject.

Example 1:

• Passive: The cake was eaten by the children.

• Active: The children ate the cake.

Example 2:

• Passive: The job was finished before noon.

• Active: They finished the job before noon.

Example 3:

• Passive: The letter will be delivered tomorrow.

• Active: The courier will deliver the letter tomorrow.

This technique improves clarity and makes writing more readable.

Can You Mix Active and Passive Voice?

Yes. Skilled writers often combine both, depending on what to highlight. Mixing voice styles adds variety, balances tone, and controls the flow of information.

Example:

• Active: The manager presented the project details.

• Passive: The budget was approved after the presentation.

The first sentence focuses on the manager, while the second focuses on the budget.

This is common in news articles and academic writing where the subject of one sentence becomes the object of another.

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FAQs: Passive vs Active Voice

Q1: Is passive voice always bad?
No. Passive voice has its place, especially in science, formal reports, and situations where the doer is unknown or not important.

Q2: Why do teachers prefer active voice?
Because it is clearer, more direct, and easier to follow. Students who use active voice often write stronger essays with better structure.

Q3: How can I practice identifying voice?
Read sentences and ask yourself: Who is doing the action? If the doer is clear and comes before the verb, it is active. If the object comes first or the doer is hidden, it is passive.

Q4: Are there tools to detect passive voice?
Yes. Grammar checkers like Grammarly and Hemingway highlight passive voice in your writing, but learning to spot it yourself is more reliable for professional growth.

Q5: Should I always rewrite passive voice?
Not always. Use it purposefully. If your sentence benefits from passive voice, keep it. The goal is clarity, not strict grammar rules.

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Final Thoughts

Knowing the difference between active and passive voice is not just about grammar. It’s about shaping how your message is received.

Active voice helps you sound clear, confident, and strong. Passive voice helps you focus on the result, tone down the subject, or write more formally.

Both are useful tools. The key is knowing when to use each. Writing with purpose means choosing your voice based on who you are talking to, what you are talking about, and how you want your message to feel.

Writers who understand this balance write better emails, reports, essays, and articles. They also speak more clearly and avoid confusion.

Mastering this topic improves how others see your communication, no matter your field. If you’re writing for power and punch, choose active. If you’re writing for formality or flow, passive might be your best option.