A business writing coach helps a client master the use of active and passive voice.

Effective communication is pivotal in business, where clarity, efficiency, and professionalism are paramount. The choice between active and passive voice in business writing significantly influences how messages are perceived and understood, impacting the overall effectiveness of the communication. Active voice typically makes sentences clearer and more dynamic, directly engaging the reader. In contrast, passive voice can be useful for emphasizing the action itself or introducing a formal tone, which is sometimes necessary in business contexts. The strategic use of active and passive voice requires a nuanced understanding of their effects, which is where a business writing coach becomes invaluable. A business writing tutor guides writers to use active and passive voices purposefully, enhancing the clarity, tone, and persuasiveness of business communications.

Understanding Active and Passive Voice

Active Voice: In an active voice sentence, the subject performs the action expressed by the verb. It follows a clear subject-verb-object structure. For example:

The manager completed the report.

Passive Voice: In a passive voice sentence, the subject of the sentence is acted upon by the verb. The object and verb are inverted, often incorporating a form of the verb "to be." For example:

The report was completed by the manager.

When to Use Active Voice

1. Clarity and Directness:

Conciseness: Active voice is generally more straightforward and concise than passive voice. It is preferred in most business communications because it is easier to understand and gets to the point more quickly.
Example: The CEO approved the budget is clearer and more direct than The budget was approved by the CEO.

2. Strong, Dynamic Writing:

Authority and Accountability: Active voice demonstrates a clear, decisive tone. It assigns responsibility and shows who is taking an action, which can be crucial in business settings where accountability is important.
Example: Our team developed the new protocol clearly attributes the action to “our team,” enhancing their responsibility and role.

3. Enhancing Engagement:

Reader Engagement: Sentences in the active voice are often more engaging and dynamic. This can make your writing more compelling, holding the reader’s interest more effectively.
Example: Our department will handle your request directly engages and reassures the reader of action.

When to Use Passive Voice

1. Emphasizing the Action or Result:

Focus on Action/Result: If the action or the result of the action is more important than who or what is performing the action, passive voice might be the better choice.
Example: Over 500 units were sold last month. Here, the emphasis is on the units sold rather than the seller.

2. Depersonalizing the Action:

Impersonality: When it is preferable to either depersonalize the action to appear unbiased or formal or when the actor is unknown, irrelevant, or obvious from the context.
Example: Mistakes were made in the calculation. This construction avoids assigning blame to a specific person, which can be strategically advantageous.

3. Varying Sentence Structure:

Stylistic Variety: Using some passive constructions can help vary the structure of your sentences, which might help prevent your writing from becoming too monotonous.
Example: The budget was set by the finance committee last quarter. This shifts the focus and varies the rhythm of business narratives.

Strategic Use in Business Contexts

Reports and Formal Documents: Passive voice can be used to formalize the tone in reports, especially in scientific or technical contexts where the focus is on the process or result rather than the subject.
Customer Service Communication: When communicating with customers, especially in crisis situations, passive constructions can help diffuse responsibility and soften responses to complaints.
Policy and Instructional Writing: In policies and procedures, passive voice can help generalize the instructions, making them applicable to any reader without specifying an actor.

Active voice is usually preferable in business writing due to its clarity and dynamism. However, passive voice has its place, particularly when the focus needs to be on the action or result, or when a more formal tone is required. Effective writers skillfully balance the use of active and passive voices depending on their specific purpose and the needs of their audience. Understanding when and how to use each voice allows for clear, impactful communication that is tailored to the context and goals of the writer.

A business writing coach can be instrumental in helping writers understand and use active and passive voice more intentionally in their work. The strategic use of voice contributes significantly to the effectiveness of business communication by affecting clarity, tone, and the reader’s engagement. Here’s how a coach helps in harnessing the power of both voices to meet business writing goals:

1. Educating on the Differences

Fundamentals and Impact:

Explanation and Examples: Coaches start with the basics—explaining the difference between active and passive voice, supported by examples. This foundational knowledge helps writers recognize each voice in their own writing and understand its impact.
Contextual Use: They provide context-specific examples to show how the choice between active and passive voice can change the message’s clarity and reception.

2. Aligning Voice with Goals

Purpose-Driven Instruction:

Goal Alignment: Coaches help writers align their use of voice with their communication goals. If conciseness and clarity are needed, active voice is emphasized. If subtlety or formality is required, passive voice might be recommended.
Strategic Application: Writers are taught to use passive voice to emphasize the action over the actor, or to diplomatically obscure the actor, which can be crucial in sensitive business contexts (e.g., handling errors or negative feedback).

3. Enhancing Clarity and Engagement

Choosing the Right Voice:

Active for Clarity and Dynamics: Coaches encourage the use of active voice to make writing more dynamic and clear, particularly in instructions, emails, and reports where directness is valued.
Passive for Formality and Focus: In documents like policy manuals, research summaries, or legal contexts where the focus is more on the action or the process, passive voice is taught to be more appropriate.

4. Improving Tone and Professionalism

Adjusting the Formality:

Tone Management: Coaches work with writers to refine the tone of their writing, using the appropriate voice to match the required level of formality. This is particularly important in multinational or multicultural settings where tone must be carefully managed to maintain professionalism without causing offense.
Sensitive Communication: In delicate situations, such as crisis communications, using passive voice can mitigate blame, which coaches highlight as a strategic choice to maintain professional relationships.

5. Practicing through Feedback

Interactive Learning:

Exercises and Corrections: Through exercises tailored to improve the use of active and passive voices, coaches provide real-time corrections and explanations, reinforcing the lessons with practical application.
Feedback Loops: Regular feedback on written assignments helps writers understand and correct their use patterns, gradually leading to more intentional and effective use of voice.

6. Editing and Revising Techniques

Refinement Skills:

Self-Editing Strategies: Coaches teach writers how to self-edit their work, looking specifically for voice issues that could cloud clarity or alter the intended tone of the document.
Revision Practices: Writers learn revision techniques that focus not only on grammar and punctuation but also on the strategic use of voice to enhance the overall effectiveness of the communication.

7. Use of Tools and Resources

Leveraging Technology:

Writing Tools: Introduction to advanced writing tools like Grammarly, Hemingway, or Microsoft Editor, which can help identify passive constructions and suggest active alternatives.
Resource Utilization: Coaches may provide resources such as cheat sheets, guidelines, and templates that highlight when to use each voice, enhancing the writer’s ability to choose appropriately in real-time contexts.

The intentional use of active and passive voice in business writing is crucial for crafting clear, effective, and professionally toned communications. A business writing coach plays a critical role in this process, providing the guidance needed to harness the strengths of each voice strategically. Through expert coaching, writers not only improve the clarity and impact of their communications but also align their messages with organizational goals and audience expectations. This targeted coaching ensures that writers can execute their functions with greater confidence and precision, ultimately leading to enhanced business outcomes. Effective use of voice, guided by a skilled coach, is thus a key component in achieving excellence in business writing. This strategic approach helps writers refine their skills over time, turning the art of writing into a consistent professional advantage.