Intro to Business Communication: Professional Writing - Active vs. Passive, Voice When to Use Each

What This Is

Effective communication in the workplace is crucial for success. However, using the right voice – active or passive – can make all the difference. Consider this scenario: a poorly written email from a manager to a team member, "The project was completed by John." This sentence is in passive voice, which can lead to confusion and unclear accountability. In contrast, an active voice version, "John completed the project," clearly assigns responsibility and conveys a sense of ownership.

Key Principles & Techniques

• Active Voice: Using the subject of the sentence as the doer of the action. Example: "John completed the project" (clearer and more engaging).
• Passive Voice: Using the subject of the sentence as the receiver of the action. Example: "The project was completed by John" (less engaging and often unclear).
• Subject-Verb-Object (SVO) Order: A common structure for active voice sentences. Example: "John (S) completed (V) the project (O)".
• Identify the Doer: In active voice, the subject is the doer of the action. Example: "Who completed the project?" (answer: John).
• Use Verbs Correctly: Choose verbs that fit the context and convey the right tone. Example: "The team successfully completed the project" (more engaging than "The project was completed by the team").
• Avoid Overusing Passive Voice: Passive voice can make your writing seem less engaging and less clear. Example: "The report was written by John" (less engaging than "John wrote the report").
• Use Active Voice in Presentations: Engage your audience by using active voice in your presentations. Example: "We will launch the new product next quarter" (more engaging than "The new product will be launched next quarter").
• Be Mindful of Cultural Differences: In some cultures, passive voice is more common or preferred. Example: In Japan, it's common to use passive voice to show respect and humility.
• Use Active Voice in Emails: Use active voice in emails to convey a sense of ownership and responsibility. Example: "I will follow up with the client" (more engaging than "The client will be followed up with").

Do's and Don'ts

• DO: Use active voice in your writing and presentations to convey a sense of ownership and responsibility.
• DON'T: Overuse passive voice, as it can make your writing seem less engaging and less clear.
• DO: Identify the doer of the action in your sentences to make them more engaging and clear.
• DON'T: Use passive voice to avoid taking responsibility or accountability.
• DO: Use verbs correctly to convey the right tone and context.
• DON'T: Use overly complex or passive voice sentences that can confuse your audience.

Common Mistakes

• Mistake: Using passive voice to avoid taking responsibility or accountability.
• Correction: Use active voice to clearly assign responsibility and convey a sense of ownership.
• Mistake: Overusing passive voice, making writing seem less engaging and less clear.
• Correction: Use active voice in your writing and presentations to convey a sense of ownership and responsibility.
• Mistake: Failing to identify the doer of the action in sentences.
• Correction: Identify the doer of the action to make sentences more engaging and clear.

Quick Practice

Scenario 1: A team member sends an email to the manager, "The report was submitted by John." How would you rewrite this email? Answer: "John submitted the report." Explanation: This sentence is in active voice, clearly assigning responsibility and conveying a sense of ownership.

Scenario 2: In a meeting, a colleague says, "The project was completed by the team." What should you say first in response? Answer: "I'm glad the team was able to complete the project. Can you tell me more about the challenges you faced?" Explanation: This response acknowledges the team's achievement and shows interest in their experience.

Scenario 3: A manager writes an email to a team member, "The task was assigned to John." How would you rewrite this email? Answer: "John, you have been assigned the task." Explanation: This sentence is in active voice, clearly assigning responsibility and conveying a sense of ownership.

Last-Minute Cram Sheet

• BCC is not a secret weapon – overuse damages trust.
• Use active voice in your writing and presentations to convey a sense of ownership and responsibility.
• Identify the doer of the action in your sentences to make them more engaging and clear.
• Passive voice can make your writing seem less engaging and less clear.
• Use verbs correctly to convey the right tone and context.
• Be mindful of cultural differences when using active or passive voice.
• Use active voice in emails to convey a sense of ownership and responsibility.
• Avoid using overly complex or passive voice sentences that can confuse your audience.
• Use the Subject-Verb-Object (SVO) order to create clear and engaging sentences.
• Don't use passive voice to avoid taking responsibility or accountability.