Plain English Guidelines: Prefer the active voice unless there’s a good reason for using the passive.

The active tends to make the writing tighter, more personal, and introduces action earlier in sentences. The passive tends to do the reverse yet it is still valuable in, for example, defusing hostility, focusing attention on the receiver of the action, and evading responsibility.

(1) Converting passives to actives – Though using the active in the example will produce only small gains in clarity and economy, a general preference for active over passive will significantly improve the readability of most documents.

Compare:

1. A recommendation was made by inspectors that consideration be given by the company to the fitting of an interlock trip between the ventilation systems to prevent cell pressurization.
2. Inspectors recommended that the company consider fitting an interlock trip between the ventilation systems to prevent cell pressurization.

(2) Using ‘I’ or ‘we’ in formal reports – The myth that ‘I’ and ‘we’ should be avoided in formal reports has crippled many writers, causing them to adopt clumsy and confusing constructions.

Example:

It is considered that fluoridation of drinking water is beneficial to health.

 

Keep Sentences Short Use Easy to Understand Words Use Fewer Words Use Active Voice Use Crisp, Lively Verbs Use Vertical Lists Put your Point Positively Reduce Cross-referencing Avoid Sex Specific Usage Letter Writing Use Accurate punctuation Avoid Writing Myths Plan Before you Write Organize your material Presentation Writing Clear Instructions Use a Clear Layout