Mastering Business English: The Strategic Use of Active vs. Passive Voice

In the complex world of Business English, understanding when to use passive or active voice can significantly impact the clarity and effectiveness of your communication.

Most languages boast numerous rules with few exceptions; however, English often feels like the opposite — minimal rules with countless exceptions.

This linguistic quirk can especially challenge non-native speakers who must navigate formal and informal contexts adeptly.

The Influence of Passive Voice

During a recent Business English class, an illustrative moment occurred that perfectly highlighted this challenge. A student was rehearsing for a business update presentation when he chose to say, "The new marketing strategy was designed by our team."

While this sentence was grammatically correct, something about it prompted me to probe deeper.

After a brief discussion, I discovered that our previous lessons focusing on formal language for business emails, particularly the use of passive voice, had influenced his choice.

He thought using formal language would show respect to his audience. This revelation provided a perfect segue into a broader discussion about the strategic use of voice in professional communication.

Why Passive Voice?

Passive voice places the focus on the action or the object rather than the subject performing the action. It can be useful in formal writings, such as scientific papers or when the doer is unknown or irrelevant. For example, "The marketing strategy was designed by our team" focuses on the strategy itself, not who created it. This can be useful in contexts where the outcome is more important than the process.

The Power of Active Voice

However, passive constructions often lack the energy and clarity that active voice provides. By shifting the phrase to active voice — "Our team designed the new marketing strategy" — the sentence not only becomes more concise but also gains dynamism, making it clear who is responsible for the action. This clarity is crucial in business environments where accountability and directness are valued.

Benefits of Active Voice in Professional Communication

1. Clarity and Precision: Active voice makes it explicit who is doing what, enhancing immediate understanding.
2. Engagement and Energy: It adds a lively quality to your messages, keeping your audience more engaged.
3. Efficiency: Active sentences are generally more concise, saving time and reducing the likelihood of confusion.

In professional updates, where it's vital to showcase your team's direct involvement and achievements, active voice is usually the better choice.

It demonstrates a proactive approach and can make a more substantial impact on your audience.

Balancing Act

Nevertheless, mastering when to use passive or active voice requires understanding their appropriate contexts.

Business English, like any specialized form of communication, demands a balance between being formal and being direct. This balance is not about adhering strictly to one style but about knowing how to adjust your language to suit the situation and the desired tone.

Practice Exercise:

Conclusion

Remember, every word you choose paints a picture. While passive voice has its place, especially in formal contexts, active voice often provides the clarity and directness needed in business communications.

As we continue to navigate the nuances of English, we empower ourselves to not only participate in conversations but to lead them effectively.