Guideline 4: Use the active voice
The active voice shows who is responsible for doing what, which tends to eliminate confusion. Passive voice: The bill was sent to you on Sept. 1. Active voice: We sent you the bill on Sept. 1.
How do I do this?
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Use personal pronouns, such as “I” or “we,” or name the person doing the action.
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Place the subject (the “doer”) at the beginning of the sentence.
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Look for “deadly 7” verbs: am, is, are, was, were, be, and been. This signals you might be using passive voice in your sentences and may need to rework your sentences to be more direct.
For example:
“It was decided…” is a passive statement.
“We decided…” is an active statement.
Why do this?
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Your readers will know who is doing what, which will help them quickly grasp your message.
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Your sentences will tend to be more clear and concise.
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Research shows that customers translate passive sentences into active sentences in their heads anyway.
| Do | Don't |
|---|---|
The Director wrote the memo yesterday. |
The memo was written yesterday. Passive Voice |
Brad threw the ball. |
The ball was thrown by Brad. |
We require you to show identification. |
Identification is required. |
More Examples
- Before: The applicant must give an explanation for his or her delay.
- After: You must explain the delay.