Active vs Passive Voice: When and Why It Matters
"The report was written" or "She wrote the report"? Knowing when to use active or passive voice is the difference between clear, punchy English and awkward, wordy sentences. This guide covers every rule, every context, and every decision you need to make — with real examples from academic writing, journalism, and everyday conversation.
Active vs Passive: What's the Difference?
In active voice, the subject performs the action: She wrote the report. In passive voice, the subject receives the action: The report was written (by her). The meaning is the same, but the focus shifts. Active voice highlights the doer; passive voice highlights the action or the receiver.
Every passive sentence has three ingredients: (1) the subject receives the action, (2) the verb uses a form of 'be' + past participle, and (3) the original doer either disappears or moves to a 'by' phrase. Understanding this structure is the key to choosing between active and passive confidently.
Active Voice (Subject Does the Action)
The chef prepared the meal.
Scientists discovered a new species.
The company hired 200 employees.
She will announce the results tomorrow.
Passive Voice (Subject Receives the Action)
The meal was prepared (by the chef).
A new species was discovered (by scientists).
200 employees were hired (by the company).
The results will be announced tomorrow.
How to Form the Passive in Every Tense
The passive follows one simple formula: subject + form of 'be' + past participle. The tense is carried by the 'be' verb — change 'be' to match the tense, and the past participle stays the same. Once you know this pattern, you can form the passive in any tense.
Below is the complete tense formation table. Notice that each tense simply changes the form of 'be' while the past participle (e.g., 'written,' 'built,' 'eaten') stays fixed. For irregular verbs, make sure you know the correct past participle form.
Passive Formation Table
Active: She writes the report.
Passive: The report is written (by her).
Active: She is writing the report.
Passive: The report is being written.
Active: She has written the report.
Passive: The report has been written.
Active: She wrote the report.
Passive: The report was written.
Active: She was writing the report.
Passive: The report was being written.
Active: She had written the report.
Passive: The report had been written.
Active: She will write the report.
Passive: The report will be written.
Active: She will have written the report.
Passive: The report will have been written.
Present perfect continuous, past perfect continuous, and future continuous passives exist in theory ('The report has been being written') but are almost never used because they sound extremely awkward. In practice, you'll only need the eight forms in the table above.
When Passive Is the Better Choice
Passive voice gets a bad reputation, but there are many situations where it's the right — or even the only — natural choice. The key is knowing when to use it intentionally, not accidentally.
When the action matters more than the doer
If the focus is on what happened rather than who did it, passive is natural.
The bridge was built in 1892. (We care about the bridge, not the builders.)
Over 500 homes were destroyed in the flood. (The destruction matters, not the flood itself as 'doer.')
When the doer is unknown
If you don't know who performed the action, passive avoids awkward constructions.
My car was stolen last night. (I don't know who stole it.)
The window was broken during the storm. (Unknown agent.)
When the doer is obvious or unimportant
Sometimes the doer is so obvious that naming them adds nothing.
The suspect was arrested at 3 AM. (Obviously by police.)
English is spoken worldwide. (By people — no need to say it.)
When you want to be diplomatic or impersonal
Passive lets you describe mistakes without directly blaming someone.
Mistakes were made. (Avoids saying 'You made mistakes.')
The deadline was missed. (Softer than 'You missed the deadline.')
A good test: if adding 'by someone' to your passive sentence sounds redundant or pointless, passive is the right choice. 'The email was sent' is better than 'The email was sent by someone.'
When Active Is the Better Choice
Active voice is the default in English. It's clearer, more direct, and usually shorter. Most style guides recommend active voice as the primary choice, with passive reserved for specific situations.
When clarity matters most
Active voice makes it immediately clear who does what.
The proposal was reviewed and the changes were approved.
The committee reviewed the proposal and approved the changes.
Active tells us WHO reviewed and approved — passive leaves it vague.
When you want energy and directness
Active voice creates shorter, punchier sentences.
The ball was kicked into the goal by Ronaldo.
Ronaldo kicked the ball into the goal.
Active voice is more dynamic and engaging for narrative writing.
When instructions or commands are needed
Instructions are almost always clearer in active voice.
The form should be completed and the button should be clicked.
Complete the form and click the button.
Direct instructions use imperative (active) — never passive.
When the doer IS the important information
If identifying the agent is the whole point, active voice is natural.
The goal was scored by Messi in the 90th minute.
Messi scored the goal in the 90th minute.
When the subject IS the news, put them first.
If your sentence feels long, wordy, or unclear, try converting it to active voice. Nine times out of ten, the active version will be shorter and clearer. This is especially true in business emails, instructions, and storytelling.
Passive in Academic and Scientific Writing
Academic and scientific writing is where passive voice truly shines. It's not just acceptable — it's often expected. The reason is objectivity: academic writing focuses on methods, results, and findings, not on the researchers themselves.
However, modern academic style guides (including APA) now encourage a mix of active and passive. The old rule of 'never use I in academic writing' is outdated. The key is to use passive when the focus should be on the process, and active when the researcher's role matters.
Methods and Procedures
Passive is standard for describing what was done:
The samples were collected from three different locations.
Data were analyzed using SPSS software.
The experiment was conducted over a 6-month period.
Participants were randomly assigned to two groups.
Results and Findings
Passive emphasizes what was found, not who found it:
A significant difference was found between the two groups.
No correlation was observed between age and performance.
The hypothesis was supported by the data.
When to Use Active in Academic Writing
Active is preferred for claims, arguments, and author actions:
We propose a new framework for... (not 'A new framework is proposed')
This study examines the relationship between...
Previous researchers have argued that...
The golden rule for academic writing: use passive for methods and procedures (what was done), use active for interpretation and argumentation (what you think). This creates a natural flow between objective description and subjective analysis.
Passive in News and Journalism
News writing uses passive voice strategically. Headlines often use passive to emphasize the event, while the body switches to active for clarity and energy. Understanding this pattern helps you both read news more effectively and write better in formal contexts.
Notice how news outlets shift between active and passive depending on what they want to emphasize. This is a deliberate editorial choice, not laziness.
Headlines (Passive Common)
Headlines favor passive to front-load the key information:
Three people killed in highway crash.
New vaccine approved by FDA.
CEO fired after financial scandal.
Historic building damaged by earthquake.
Body Text (Active Preferred)
The article body typically switches to active for clarity:
Police arrested the suspect at his home early Tuesday morning.
The president signed the executive order during a ceremony at the White House.
Investigators traced the source of the leak to a senior official.
Strategic Passive in News
Reporters use passive when the agent is unknown, sensitive, or less important:
The documents were leaked to the press. (Source protected.)
Shots were fired during the protest. (Who fired is unclear.)
The victim was pronounced dead at the scene. (Standard formula.)
Read any BBC or CNN article and highlight every passive sentence. Ask yourself: why did the journalist choose passive here? Usually, it's because the doer is unknown, the event matters more, or they're being deliberately vague about the agent.
Passive in Everyday Conversation
Passive voice isn't just for formal writing. Native speakers use it constantly in casual conversation — often without realizing it. These conversational passives sound completely natural and are an important part of fluent English.
Learning to use passive naturally in speech is a sign of advanced English proficiency. Here are the most common patterns you'll hear every day.
Get + Past Participle (Informal Passive)
'Get' replaces 'be' in casual speech. It sounds less formal and more natural in conversation.
I got promoted last month. (= I was promoted.)
She got fired from her job. (= She was fired.)
He got injured during the game. (= He was injured.)
We got invited to the wedding. (= We were invited.)
Common Conversational Passives
These expressions are used so frequently that they feel like set phrases:
I was born in 1995. (Nobody says 'My mother bore me in 1995.')
I was told that the meeting was canceled.
It was built in the 1800s.
The concert was sold out within minutes.
It is said / believed / known (Impersonal Passive)
Used to report general knowledge or opinions without naming a source:
It is said that practice makes perfect.
He is believed to be the richest person in the city.
The restaurant is known for its seafood.
She is considered (to be) one of the best in her field.
If you want to sound more natural in English conversation, practice the 'get' passive. 'I got stuck in traffic' sounds much more natural than 'I was stuck in traffic' in casual speech. Listen for it in YouTube videos and podcasts — you'll hear it everywhere.
The "By" Phrase: When to Include It and When to Drop It
One of the biggest decisions in passive voice is whether to include the 'by' phrase (the agent). In about 80% of passive sentences, the 'by' phrase is dropped. Understanding when to include it and when to omit it is essential for writing natural passive sentences.
Include 'By' When...
The agent is important new information
The novel was written by a 16-year-old. (Her age is the surprising news.)
You need to distinguish between possible agents
The decision was made by the CEO, not the board. (Clarifying who.)
The agent is famous or significant
Guernica was painted by Picasso. (Picasso is important information.)
Drop 'By' When...
The agent is obvious
The suspect was arrested. (Obviously by police — no need to say 'by police.')
The agent is unknown
My wallet was stolen. (I don't know who did it.)
The agent is unimportant or generic
English is spoken worldwide. ('By people' adds nothing.)
You want to avoid blame
The files were accidentally deleted. (Not naming who did it.)
Here's a quick test: after writing a passive sentence with 'by,' read it without the 'by' phrase. If the sentence still makes perfect sense and the agent doesn't add useful information, drop it. Unnecessary 'by' phrases make sentences feel heavy and bureaucratic.
Passive with Modal Verbs
Modal verbs (can, could, should, must, may, might, will, would) combine with passive to create structures you'll encounter constantly in formal and everyday English. The formula is straightforward: modal + be + past participle.
These modal passive combinations are especially common in rules, regulations, instructions, and formal communication. Mastering them is essential for upper-intermediate to advanced English.
Modal Passive Formation
This problem can be solved easily.
The data could be interpreted differently.
The report should be submitted by Friday.
All forms must be completed in ink.
Passengers may be asked to show ID.
The event might be postponed due to weather.
Winners will be announced next Monday.
It was expected that changes would be made.
Modal + Have Been + Past Participle (Past Reference)
To refer to the past, add 'have been' after the modal:
The package should have been delivered yesterday. (But it wasn't.)
The error could have been prevented. (But it wasn't prevented.)
The documents must have been lost in transit. (Deduction about the past.)
The building might have been damaged during the earthquake. (Uncertain past event.)
Modal passives are everywhere in signs, rules, and official communication: 'Smoking must not be permitted,' 'This form should be returned within 30 days,' 'Food may not be consumed in the library.' Start noticing them and they'll become second nature.
Common Mistakes: Overusing and Underusing Passive
Both overusing and underusing passive voice create problems. Some learners avoid passive entirely because they've been told it's 'bad.' Others overuse it because it sounds more 'formal.' The truth is in the middle — both voices are essential tools.
Overusing passive (makes writing wordy and vague)
The decision was made that the project would be started by the team and the budget would be reviewed by management.
The team decided to start the project, and management reviewed the budget.
If every sentence is passive, the writing feels heavy and evasive. Mix active and passive for natural flow.
Using passive when the agent IS the point
The winning goal was scored in the 89th minute.
Mbappe scored the winning goal in the 89th minute.
When the doer is the news, use active. The reader wants to know WHO scored.
Creating dangling passives (missing logical subject)
Walking to the store, the wallet was lost.
Walking to the store, she lost her wallet.
The wallet wasn't walking. Make sure the implied subject matches the sentence subject.
Avoiding passive when it's clearly better
Someone stole my phone. People speak English worldwide.
My phone was stolen. English is spoken worldwide.
When the doer is unknown or irrelevant, passive is the natural choice.
Confusing passive with past tense
Thinking 'was written' is just past tense, not passive.
'She wrote' = active past. 'It was written' = passive past. Different structures, different functions.
Passive uses 'be + past participle.' Past tense is just the verb in past form. They're different things.
Using 'get' passive in formal writing
The results got published in a peer-reviewed journal.
The results were published in a peer-reviewed journal.
'Get' passive is conversational. In academic or formal writing, use 'be' passive.
How to Master Active and Passive Voice With FlexiLingo
The best way to master voice choice is through massive exposure to real English where you can observe how native speakers switch between active and passive naturally. FlexiLingo provides the tools to learn these patterns from authentic content.
Interactive subtitles on 23+ platforms
Watch BBC News, TED Talks, YouTube documentaries, and Netflix with interactive subtitles. News content is packed with strategic passive use — 'was arrested,' 'has been confirmed,' 'will be announced.' See how professional writers make voice choices in real time.
Save voice examples from real content
When you spot a great passive or active construction — like a journalist saying 'The suspect was apprehended' or a TED speaker saying 'We discovered' — save the full sentence with audio context. Build a personal collection of voice patterns.
AI-powered grammar analysis
FlexiLingo's NLP engine identifies passive constructions in the content you watch. See 'be + past participle' patterns highlighted automatically, along with modal passives and get-passives, so you can study voice choice in context.
Spaced repetition review
Review saved sentences at optimal intervals. Hearing correct voice patterns repeatedly — 'was built in,' 'can be done,' 'has been confirmed' — trains your instinct for when passive sounds right and when active is better.
Frequently Asked Questions
Is passive voice grammatically wrong?
No, absolutely not. Passive voice is a legitimate and necessary grammatical structure. The advice to 'avoid passive' is oversimplified. Passive is wrong when it makes your writing unclear or unnecessarily wordy. It's right when the action matters more than the doer, the doer is unknown, or you want to be diplomatic. Good writers use both voices strategically.
How do I identify passive voice in a sentence?
Look for the formula: form of 'be' (is, was, were, been, being) + past participle (written, built, eaten, done). If you can add 'by someone' after the verb and it still makes sense, it's passive: 'The cake was eaten [by someone].' If the subject is doing the action, it's active: 'She ate the cake' — 'She ate by someone' makes no sense.
Why do teachers say to avoid passive voice?
Teachers simplify the rule because students often overuse passive, which makes their writing wordy and vague. The real rule is: use active as your default for clarity and directness, and switch to passive when you have a good reason (unknown agent, focus on action, diplomatic tone). It's about choosing the right tool, not banning one entirely.
Can all active sentences be converted to passive?
No. Only sentences with transitive verbs (verbs that take a direct object) can be made passive. 'She ate the cake' → 'The cake was eaten.' But intransitive verbs can't: 'She arrived' — there's no object to become the subject. Similarly, 'She seems happy' can't be made passive because 'seems' is a linking verb, not a transitive one.
What's the difference between 'was written' and 'got written'?
'Was written' (be-passive) is standard and works in all contexts — formal, academic, conversational. 'Got written' (get-passive) is informal and mainly used in conversation. The get-passive often implies something unexpected or unfortunate: 'He got fired' (suggests surprise/bad luck). In formal writing, always use 'be' passive. In conversation, 'get' passive is perfectly natural and often preferred.