Writing Lesson: Passive Voice

Principle: Avoid Using Passive Voice in Directions or Procedures

• What is passive voice?
  –The subject of the sentence is the object of the action, not the initiator. Contains a form of the verb to be
  –Example: The system is updated regularly.
  
• Why is passive voice inappropriate for directions or procedures?
  –Hides responsibility for an action
  –Adds unnecessary words
  –Sounds weak and stilted
  –Sounds impersonal and remote
  
• Solution: Replace passive voice with active voice. The main purpose of using active voice is to establish responsibility for an action.
  
• Passive
  A file is saved by pressing the Enter key. (Who does the pressing?)
  
• Active
  Press Enter to save the file. (Understood subject "You." In other words, the reader is responsible.)
  
• Passive
  The user database is updated every three months. (By whom? Is it automated? Does the system admin do it?)
  
• Active
  The system administrator updates the user database every three months. (Responsibility is clear.)

David Orr