Passive voice can be dull, but it isn’t always wrong. In technical contexts, it can help shift focus and keep our copy clear.
As business writers, we’re often told to avoid the passive voice. However, both active and passive constructions have their place in technical contexts. The trick is not to outlaw the passive voice, but to understand how it affects perception.
Active voice is usually the default for clarity and energy. “Our blue widgets process data in real time” is more direct than “Data is processed in real time by our blue widgets.” The sentence moves with pace, and this directness carries confidence.
Passive voice, however, has its uses. One example is when it’s used to soften accountability or shift focus to the outcome. For example, “Errors are automatically corrected” highlights the benefit without drawing attention to the mechanism behind it. In regulatory or highly technical writing, the passive can also add necessary neutrality, keeping the copy factual rather than promotional.
The danger comes when the passive voice is overused. Copy quickly feels detached. Long strings of “is” and “was” verbs drain life from the message. Readers may not consciously notice, but they’ll feel a lack of excitement. So use the passive voice sparingly and deliberately, but don’t dismiss it.