English is a very direct language even in the nature of our word order.

As we discussed in my article regarding Parts of Speech, English sentences follow a Subject, Verb and Object word order but yet, we can speak with an Object Verb sequence when we want to express information in a more subtle way or play down responsibility.

For example, here is a simple sentence using active voice:

Someone removed the file.

S            V          O

We see the person, then the verb and the object in order and the meaning is clear.

The file was moved.

O            V

In this example, the file is the object acted on by the verb in past participle tense ‘was moved’ but we have no idea who moved the file.

The nature of speaking or writing this way may stem from the desire to be extra polite and non-accusatory. Some news reporters may use it to vary sentences such as:

The teachers suspect the computers were stolen and the files were taken.

Even reporters are encouraged to use the active voice so their editor may ask them to restate that with a subject such as:

The teachers suspect thieves stole the computers and took files.

When you read it in your head or aloud, which one is more clear?

The test for using active voice is whether the object is in the subject position. We are changing the voice of our writing when the action to the object comes before mentioning the subject.

We could have said:

That letter was written by me OR I wrote the letter.

Check out the difference of these emails:

Example A

Hi Sandy,

The letter was sent last week and it was received on Friday. Your questions will be handled by the accounting department going forward.

The files you asked for will be sent to the email we have on file.

Your questions are most welcome and thank you for your submission.

Best regards,

Lisa Monroe

Example B

Hi Sandy,

I sent your letter last week and the certification office received it on Friday. You can refer any future questions to the accounting department.

We will send your requested files to your email in our system.

I welcome any questions and thank you for your submission.

Best regards,

Lisa Monroe

When we speak passively, we take less responsibility and we create a shadiness to our intention even if that intention was to be polite or extra formal. When we hear sentences spoken this way, we are focusing only on actions yet we are missing out on responsibility.

Check out this video giving many TV clips showing the use and effect of passive vs. active voice.

In these examples, we learn to sniff out the passive voice.

• Who or what performed the action is not clear so we often see the past participle used
• The sentence may end with “by + object pronouns” (*Me, him, her, us, it, them, you)
• The receiver of the action is mentioned before mentioning who did the action.
• Here is an app that will help sniff it out as well: http://www.hemingwayapp.com/

Your clarity and directness affect how assured your reader understands and can act on the information you provide. You noticed from the TV clips that using a passive description of events begs the listener to ask who? Passive voice provides half-truths. This week, pay attention to listen to your colleagues for the passive voice. Reread your writing and look for sentences with clear Subject, Verb and Object order.

Contact me direct for one-on-one coaching or corporate group class at your company today!