Many students struggle with one fundamental writing question: should I use active voice or passive voice? Some are told that passive voice sounds more academic, while others are advised to avoid it entirely. This conflicting advice often leads to confusion, unclear sentences and unnecessary loss of marks.
The reality is simple. Strong academic writing uses both active and passive voice correctly. The key is knowing when each voice improves clarity, accuracy and academic tone.
If you are working on essays, reports or dissertations and want expert support with grammar, structure and academic clarity, professional essay writing services can help refine sentence voice and overall quality. However, understanding the fundamentals yourself will make a significant difference to your writing confidence.
This guide explains active and passive voice in a practical, student friendly way, with examples you can apply immediately to your academic writing.
What Does Voice Mean in Writing
In grammar, voice refers to the relationship between the subject of a sentence and the action being described. It shows whether the subject performs the action or receives it.
There are two main types of voice in English writing: active voice and passive voice.
Understanding this concept helps you write clearer sentences, communicate ideas more effectively and meet academic writing standards.
What Is Active Voice
Active voice occurs when the subject of the sentence performs the action.
Example: The researcher analyzed the data.
In this sentence, the subject “the researcher” performs the action “analyzed.” The structure is direct and easy to understand.
Active voice usually follows this structure
Subject + verb + object
Because the sentence clearly shows who is doing what, active voice improves clarity and readability. This is why many academic writing guides recommend it, especially for arguments, explanations and discussions.
What Is Passive Voice
Passive voice occurs when the subject of the sentence receives the action instead of performing it.
Example: The data was analyzed by the researcher.
Here, “the data” receives the action. The person performing the action appears later or may be omitted completely.
Passive voice often follows this structure
Object + form of “to be” + past participle
Passive voice is grammatically correct and widely used in academic writing, particularly when the focus should be on the process or result rather than the person responsible.
Why Active Voice Is Often Recommended
Active voice is usually preferred because it makes writing clearer, more concise and more engaging. Readers can immediately identify the subject and understand responsibility.
Active voice helps reduce wordiness and avoids vague expressions.
For example
Passive: The completion of the project was achieved by the team.
Active: The team completed the project.
The active version is shorter, clearer and stronger.
This clarity is essential in academic contexts where markers assess not only ideas but also expression. Many issues related to voice also connect closely with broader principles discussed in formal vs informal writing, where clarity and tone determine academic credibility.
When Passive Voice Is the Better Choice
Despite criticism, passive voice has an important role in academic writing. It is especially useful when the action or result matters more than the person performing it.
Passive voice works well when:
- The actor is unknown or irrelevant
- You want to sound objective or neutral
- The focus is on methods or processes
- You need to avoid personal pronouns
Example
The experiment was conducted under controlled conditions.
In scientific, technical and research based writing, passive voice helps maintain objectivity and formality. It allows the writer to emphasize procedures rather than personal involvement.
Active and Passive Voice in Academic Writing
Academic writing does not require choosing one voice exclusively. High quality academic work uses a balance of both, depending on the section and purpose.
Active voice is effective in
- Introductions
- Literature reviews
- Arguments and discussions
- Conclusions
Passive voice is often appropriate in
- Methodology sections
- Data collection descriptions
- Experimental procedures
- Results reporting
Understanding how voice fits into your personal writing style allows you to adapt your writing while still meeting academic conventions.
How to Identify Passive Voice Easily
Many students accidentally overuse passive voice because they struggle to identify it.
A simple test is to ask
Who is performing the action?
If the sentence does not clearly answer that question, it may be passive.
Look for forms of “to be” such as was, were, is, are, been, followed by a past participle.
Example
The report was written last night.
Ask
Who wrote the report?
If the answer is unclear or missing, the sentence is likely passive.
Common Myths About Passive Voice
- One common myth is that passive voice is wrong or grammatically incorrect. This is false. Passive voice is a valid grammatical structure.
- Another myth is that academic writing must always be passive. Modern academic standards prioritize clarity, and many universities now encourage active voice where appropriate.
- Some students also believe passive voice automatically sounds more formal. In reality, excessive passive voice often makes writing unclear and weak.
- Effective academic writing is about purpose, not rigid rules.
How Active Voice Improves Clarity and Grades
Active voice improves readability, which directly affects how well your work is understood and graded. Clear sentences help markers follow arguments without unnecessary effort.
Compare these examples
Passive
Several recommendations were made in the report.
Active
The report made several recommendations.
The active version clearly communicates the message and sounds more confident.
According to literacy research published by the National Literacy Trust, students with stronger sentence clarity and structure consistently perform better in academic assessments. You can explore relevant literacy statistics here.
This highlights why mastering sentence voice is not just a grammar issue but an academic success factor.
Passive Voice and Objectivity in Research
Passive voice can enhance objectivity by removing the writer from the action.
Instead of
- We measured the temperature every hour.
- Academic writing often prefers
- The temperature was measured every hour.
This structure focuses on the process rather than the researcher, which is especially important in scientific and technical disciplines.
However, many academic fields now accept first person active voice when it improves clarity, particularly in social sciences and humanities.
How to Change Passive Voice into Active Voice
Editing passive sentences into active ones is a valuable skill.
First, identify the action and the performer.
Then rewrite the sentence with the performer as the subject.
Example
Passive
The assignment was submitted late.
Active
The student submitted the assignment late.
This editing technique is especially useful when improving flow and cohesion alongside effective use of transition words and phrases for essay structure.
Choosing the Right Voice for Each Section
Different sections of academic writing require different voice choices.
Introductions benefit from active voice because they explain purpose and direction. Literature reviews often use active voice to compare studies and arguments.
Methodology sections frequently use passive voice to emphasize procedures. Discussion sections usually return to active voice to interpret findings and explain implications.
Conclusions work best in active voice because they highlight contributions and outcomes clearly.
Voice, Vocabulary and Academic Tone
Sentence voice works closely with vocabulary choice. Weak verbs reduce clarity regardless of whether the sentence is active or passive.
For example: Mistakes were made.
This passive sentence is vague and unclear. Stronger academic writing uses precise verbs and clear subjects.
Building stronger vocabulary through an academic vocabulary list helps improve both active and passive sentence construction.
Editing Tips for Balancing Voice
When editing your academic work, do not aim to remove all passive sentences. Instead, ask whether each sentence serves a clear purpose.
Consider:
- Does the sentence clearly communicate meaning
- Is responsibility clear when necessary
- Is the tone appropriate for the discipline
- Can clarity be improved by switching voice
Reading your work aloud often reveals overly passive or awkward constructions.
These strategies align closely with broader guidance on how to write well for academics, where sentence clarity and structure are central to high quality writing.
Voice as Part of Overall Academic Writing Skills
Active and passive voice are only one part of effective academic writing. Structure, argument development, cohesion and tone all work together.
If you want a complete framework for improving clarity, coherence and academic confidence, the improving academic writing guide provides a comprehensive foundation for students at all academic levels.
Conclusion
Using active and passive voice correctly is about intention, not rigid rules. Active voice strengthens clarity and engagement, while passive voice supports objectivity and academic convention when used appropriately.
By understanding when and why to use each voice, you can produce writing that is clear, professional and academically strong. With consistent practice and careful editing, sentence voice becomes a powerful tool rather than a source of confusion.
Frequently Asked Questions
Is active voice always better than passive voice?
No. Active voice improves clarity in most cases, but passive voice is appropriate when focusing on processes or maintaining objectivity.
Can I use passive voice in university essays?
Yes. Passive voice is acceptable, especially in methodology and scientific writing, as long as clarity is not reduced.
How do I know if I am overusing passive voice?
If your writing feels vague, wordy or unclear about responsibility, you may be relying too heavily on passive constructions.
Do lecturers prefer active or passive voice?
Most lecturers prefer clarity and coherence rather than strict adherence to one voice.
Does passive voice make writing more formal?
Not necessarily. Formality depends on vocabulary, structure and tone, not voice alone.
Should conclusions be written in an active voice?
Yes. Conclusions usually benefit from active voice because they emphasize findings and contributions clearly.
Is passive voice grammatically incorrect?
No. Passive voice is grammatically correct and widely used in academic writing when applied intentionally.
Can passive voice lower my marks?
Yes. Overuse of passive voice can reduce clarity, which may negatively affect grades even if the content is strong.