Passive Voice Meaning, Rules, And Examples

Passive voice is a sentence structure in which the subject receives the action instead of performing it.

Example:

• The request was approved by the manager.

The subject is the request. The request did not approve anything. It received the action, so the sentence is passive.

Active version:

• The manager approved the request.

In active voice, the subject does the action. In passive voice, the subject receives the action.

Quick Answer: What Is Passive Voice?

Passive voice means the subject of a sentence is acted on.

Passive voice usually follows this pattern:

Subject + Be Verb + Past Participle

Examples:

• The package was delivered.
• The window was broken.
• The rules are explained clearly.
• The report has been finished.
• The tickets were sold out.

Passive voice is not automatically wrong. It is useful when the action, result, or receiver matters more than the person or thing doing the action.

Active Voice Vs. Passive Voice

Active voice puts the doer first. Passive voice puts the receiver first.

Active Voice	Passive Voice
The teacher graded the tests.	The tests were graded by the teacher.
The storm damaged the roof.	The roof was damaged by the storm.
Maya sent the invitation.	The invitation was sent by Maya.
The company released the app.	The app was released by the company.
The board made the decision.	The decision was made by the board.

Active voice:

• The chef cooked dinner.

The subject the chef performs the action.

Passive voice:

• Dinner was cooked by the chef.

The subject dinner receives the action.

Both sentences are grammatically correct. The better choice depends on what the writer wants to emphasize.

What Voice Means In Grammar

In grammar, voice shows whether the subject performs or receives the action of the verb.

Active voice:

• The dog chased the ball.

The subject dog performs the action.

Passive voice:

• The ball was chased by the dog.

The subject ball receives the action.

Voice is different from tense. Tense tells when something happens. Voice tells whether the subject is doing the action or receiving it.

Passive voice can appear in many tenses:

• The form is reviewed every morning.
• The form was reviewed yesterday.
• The form will be reviewed tomorrow.
• The form has been reviewed.

How Passive Voice Works

Passive voice usually has three parts:

1. A subject that receives the action
2. A form of be or sometimes get
3. A past participle

Examples:

• The email was sent.
• The rooms were cleaned.
• The issue is being reviewed.
• The policy has been changed.
• My phone got damaged.

The subject is not the doer. It is the person or thing affected by the action.

The Passive Voice Formula

The most common passive voice formula is:

Subject + Be Verb + Past Participle

Forms of be include:

• is
• are
• am
• was
• were
• be
• being
• been

Examples:

Passive Sentence	Be Verb	Past Participle
The road was closed.	was	closed
The files were deleted.	were	deleted
The answer is written here.	is	written
The issue is being reviewed.	is being	reviewed
The rule has been changed.	has been	changed

The past participle is the verb form used in passive constructions, such as written, chosen, made, sent, closed, approved, and finished.

Passive Voice With A By Phrase

A passive sentence may name the doer after by.

Example:

• The song was written by Alicia.

Doer:

• Alicia

Receiver:

• the song

More examples:

• The roof was damaged by the storm.
• The tests were graded by the teacher.
• The decision was made by the board.
• The app was released by the company.

The by phrase identifies the agent, which is the person or thing that performs the action.

Passive Voice Without A By Phrase

Many passive sentences do not include the doer.

Examples:

• The meeting was canceled.
• The missing files were found.
• The building was built in 1998.
• The issue has been resolved.
• The tickets were sold out in minutes.

These sentences are still passive. Passive voice does not require a by phrase.

The doer may be unknown:

• My car was stolen last night.

The doer may be unimportant:

• The road was closed after the storm.

The doer may be obvious:

• The suspect was arrested.

The writer may want to avoid naming the doer:

• Mistakes were made.

That last example is grammatical, but it can sound evasive because it hides responsibility.

Passive Voice With Get

Passive voice can also use get instead of be, especially in informal or conversational English.

Examples:

• My phone got damaged.
• The door got stuck.
• He got promoted last week.
• The files got deleted.
• We got delayed at the airport.

The get passive often emphasizes something that happened unexpectedly or affected the subject.

More formal:

• The files were deleted.

More conversational:

• The files got deleted.

Use get passives carefully in formal writing. They are natural in speech but may sound too casual in academic, legal, or professional contexts.

Passive Voice With Modal Verbs

Passive voice can also appear after modal verbs such as can, could, should, must, may, and might.

Pattern:

Modal Verb + Be + Past Participle

Examples:

• The form must be submitted by Friday.
• The password should be changed regularly.
• The issue can be fixed today.
• The package may be delayed.
• The computer could be repaired.
• The rules might be updated soon.

These sentences are passive because the subjects receive the actions.

Active:

• You must submit the form by Friday.

Passive:

• The form must be submitted by Friday.

The active version is more direct. The passive version focuses on the form and the deadline.

Passive Voice Across Tenses

Passive voice can appear in different tenses. The form of be changes, but the main verb stays in the past participle form.

Tense	Passive Voice Example
Simple Present	The room is cleaned every day.
Simple Past	The room was cleaned yesterday.
Simple Future	The room will be cleaned tomorrow.
Present Continuous	The room is being cleaned now.
Past Continuous	The room was being cleaned when we arrived.
Present Perfect	The room has been cleaned.
Past Perfect	The room had been cleaned before noon.
Future Perfect	The room will have been cleaned by then.
Modal Passive	The room must be cleaned today.

The key structure remains the same: the subject receives the action.

Passive Voice With Indirect Objects

Some active sentences have both a direct object and an indirect object.

Active:

• Someone gave Lena a ticket.

This sentence can become passive in two ways:

• Lena was given a ticket.
• A ticket was given to Lena.

The first version focuses on Lena. The second focuses on a ticket.

More examples:

Active:

• The school sent parents an email.

Passive:

• Parents were sent an email.
• An email was sent to parents.

Active:

• The company offered him a job.

Passive:

• He was offered a job.
• A job was offered to him.

Passive Voice With Phrasal Verbs

Phrasal verbs can also appear in passive voice.

Active:

• They called off the meeting.

Passive:

• The meeting was called off.

Active:

• The manager looked over the report.

Passive:

• The report was looked over by the manager.

Active:

• Someone broke into the office.

Passive:

• The office was broken into.

In passive phrasal verbs, keep the particle or preposition with the verb.

Correct:

• The meeting was called off.

Incorrect:

• The meeting was called.

The meaning changes if the particle is removed.

When To Use Passive Voice

Use passive voice when it improves focus, clarity, tact, or flow. Passive voice is not a mistake. It is a tool.

Use Passive Voice When The Doer Is Unknown

Example:

• My bike was stolen.

The speaker probably does not know who stole it.

Active version:

• Someone stole my bike.

Both are correct, but the passive version keeps the focus on the bike and the event.

Use Passive Voice When The Doer Is Unimportant

Example:

• The road was closed after the storm.

The important fact is that the road was closed. The person who closed it may not matter.

More examples:

• The package was delivered this morning.
• The building was renovated in 2020.
• The tickets were sold out in minutes.

Use Passive Voice When The Receiver Matters More

Example:

• The new policy was announced today.

The sentence focuses on the new policy, not the person who announced it.

More examples:

• The patient was admitted at 9 p.m.
• The final report was published online.
• The law was passed after months of debate.

Passive voice is useful when the reader cares more about what happened than who did it.

Use Passive Voice In Scientific Or Process Writing

Passive voice can sound natural when the process, method, material, or result matters more than the researcher.

Examples:

• The samples were tested twice.
• The solution was heated for 20 minutes.
• The results were analyzed using statistical software.
• The cells were observed under a microscope.

In many scientific contexts, passive voice helps keep the focus on the experiment rather than the person performing it.

Use Passive Voice For Tact Or Diplomacy

Passive voice can soften blame.

Direct:

• You entered the wrong number.

More diplomatic:

• The wrong number was entered.

Direct:

• Your team missed the deadline.

More diplomatic:

• The deadline was missed.

This can be useful in customer service, workplace communication, or sensitive situations. However, passive voice can also hide responsibility, so use it carefully.

When To Avoid Passive Voice

Avoid passive voice when it makes writing vague, wordy, evasive, or harder to read.

Avoid Passive Voice When The Doer Matters

Weak:

• The budget was changed.

Clearer:

• The finance team changed the budget.

Weak:

• The deadline was missed.

Clearer:

• The design team missed the deadline.

If readers need to know who acted, name the doer.

Avoid Passive Voice When Active Voice Is Shorter And Clearer

Wordy:

• The email was sent by Jordan.

Clearer:

• Jordan sent the email.

Wordy:

• The final decision was made by the board.

Clearer:

• The board made the final decision.

Wordy:

• The announcement was made by the principal.

Clearer:

• The principal made the announcement.

Active voice often improves readability by putting the actor and action close together.

Avoid Passive Voice When It Sounds Evasive

Weak:

• Mistakes were made.

Clearer:

• We made mistakes.

Weak:

• The data was mishandled.

Clearer:

• The research team mishandled the data.

Weak:

• The client was not contacted.

Clearer:

• The account manager did not contact the client.

Passive voice can be useful for tact, but it should not hide important responsibility.

How To Identify Passive Voice

Use this test:

1. Find the subject.
2. Find the verb phrase.
3. Look for a form of be or get plus a past participle.
4. Ask whether the subject receives the action.

Example:

• The window was broken by the storm.

Subject:

• the window

Verb phrase:

• was broken

Question:

• Did the window break something, or was something done to it?

Answer:

• The window received the action.

The sentence is passive.

Another example:

• The report has been approved.

Subject:

• the report

Verb phrase:

• has been approved

The report received the action, so the sentence is passive.

Be Careful: Was Does Not Always Mean Passive Voice

A sentence is not passive just because it contains is, are, was, or were.

Not passive:

• She was tired.
• The room was quiet.
• He is a teacher.
• The answer is correct.

These sentences describe a state, identity, or condition. No action is being received.

Passive:

• The room was cleaned.
• The answer was written on the board.
• The teacher was praised by the principal.
• The files were deleted.

The difference is action. In passive voice, something happens to the subject.

Linking Verbs Vs. Passive Voice

A linking verb connects the subject to a description. Passive voice shows that the subject receives an action.

Linking verb:

• The soup is cold.

Passive voice:

• The soup was served cold.

Linking verb:

• The students were nervous.

Passive voice:

• The students were tested.

Linking verb:

• The door was open.

Passive voice:

• The door was opened.

One small ending can change the grammar. Open describes a state. Opened shows an action received by the subject.

How To Change Passive Voice To Active Voice

To change passive voice to active voice, find the doer and make that doer the subject.

Step 1: Find The Passive Subject

Passive:

• The report was written by Sam.

Passive subject:

• the report

The report receives the action.

Step 2: Find The Doer

Doer:

• Sam

The doer often appears after by.

Step 3: Move The Doer To The Subject Position

Active subject:

• Sam

Step 4: Change The Verb To Active Form

Passive:

• The report was written by Sam.

Active:

• Sam wrote the report.

More examples:

Passive Voice	Active Voice
The cake was baked by my sister.	My sister baked the cake.
The request was approved by the manager.	The manager approved the request.
The roof was damaged by the storm.	The storm damaged the roof.
The files were deleted by Marcus.	Marcus deleted the files.
The article was edited by Priya.	Priya edited the article.

What If The Passive Sentence Does Not Name The Doer?

Sometimes the passive sentence does not say who did the action.

Passive:

• The report was approved.

To make it active, you need to know or add the doer.

Active:

• The manager approved the report.
• The committee approved the report.
• The client approved the report.

Do not invent a doer if you do not know it. If the doer is unknown or unimportant, passive voice may be the better choice.

Passive Voice Examples In Real Writing

Passive Voice In News Writing

Passive:

• Three homes were damaged by the storm.

Active:

• The storm damaged three homes.

The active version is stronger if the storm is the main actor. The passive version works if the story focuses on the homes or damage.

Passive Voice In Business Writing

Passive:

• The proposal was submitted yesterday.

Active:

• I submitted the proposal yesterday.

Use active voice if accountability matters. Use passive voice if the submission matters more than the person who submitted it.

Passive Voice In Academic Writing

Passive:

• The survey was completed by 300 students.

Active:

• Three hundred students completed the survey.

Both can work. The active version is clearer and shorter. The passive version may fit if the paper is focusing on the survey rather than the students.

Passive Voice In Instructions

Passive:

• The password must be entered on the next screen.

Active:

• Enter the password on the next screen.

Instructions often work better in active voice because they tell the reader exactly what to do.

Passive Voice In Formal Or Official Writing

Passive:

• The application was denied.

Active:

• The committee denied the application.

The passive version sounds more formal and less personal. The active version is clearer about who made the decision.

Common Passive Voice Mistakes

Thinking Passive Voice Is Always Wrong

Passive voice is not bad grammar. It is a normal part of English.

Useful passive:

• My wallet was stolen.
• The road was closed.
• The samples were tested twice.

Weak passive:

• The deadline was missed by the team.

Better:

• The team missed the deadline.

Passive voice becomes a problem when it hides useful information or makes a sentence heavier than necessary.

Thinking Every Sentence With Is Or Was Is Passive

Incorrect assumption:

• Every sentence with is or was is passive.

Not passive:

• The baby is asleep.
• Maya was tired.
• The room was quiet.

Passive:

• The baby was carried upstairs.
• Maya was invited.
• The room was cleaned.

Look for received action, not just a be verb.

Leaving Out The Doer When Readers Need It

Unclear:

• The budget was changed.

Clearer:

• The finance team changed the budget.

Unclear:

• The file was deleted.

Clearer:

• Marcus deleted the file.

If the doer matters, include the doer.

Using Passive Voice Just To Sound Formal

Wordy:

• The recommendation was made that the policy be revised.

Clearer:

• The committee recommended revising the policy.

Passive voice can sound formal, but formal writing should still be clear.

Creating Evasive Sentences

Evasive:

• Errors were made during the review.

Direct:

• We made errors during the review.

Evasive:

• The customer was given incorrect information.

Direct:

• Our support team gave the customer incorrect information.

Passive voice can soften blame, but it can also weaken trust if it hides accountability.

Overcorrecting Every Passive Sentence

Do not automatically rewrite every passive sentence.

Awkward active:

• Someone stole my car.

Natural passive:

• My car was stolen.

Awkward active:

• Workers built this bridge in 1920.

Natural passive:

• This bridge was built in 1920.

Sometimes passive voice is the cleaner choice.

Quick Editing Checklist For Passive Voice

Before keeping or revising a passive sentence, ask:

1. Is the subject receiving the action?
2. Is the doer known?
3. Does the reader need to know the doer?
4. Does passive voice make the sentence clearer or more natural?
5. Does passive voice hide responsibility?
6. Would active voice be shorter?
7. Is the sentence passive, or does it simply use a linking verb?
8. Is the tone appropriate for the audience?

Weak:

• The issue was fixed.

Clearer if the doer matters:

• Maya fixed the issue.

Acceptable if the result matters more:

• The issue was fixed.

FAQ

Is passive voice bad?

No. Passive voice is not bad grammar. It is useful when the action, result, or receiver matters more than the doer.

Example:

• The road was closed after the storm.

Passive voice becomes weak when it hides important information or makes a sentence longer than needed.

What is passive voice in simple words?

Passive voice means the subject receives the action.

Example:

• The ball was chased by the dog.

The subject ball receives the action chased.

What is an example of passive voice?

An example of passive voice is:

• The window was broken by the storm.

The subject window receives the action. The storm performs the action.

How do I spot passive voice?

Look for a form of be or get plus a past participle. Then ask whether the subject receives the action.

Examples:

• was written
• is made
• were chosen
• has been approved
• got damaged

The final test is meaning: if the subject is acted on, the sentence is passive.

Does passive voice always use by?

No. Many passive sentences do not include by.

Example:

• The window was repaired.

This sentence is passive even though it does not say who repaired the window.

Can passive voice be useful?

Yes. Passive voice is useful when the doer is unknown, unimportant, obvious, or less important than the action.

Example:

• The package was delivered this morning.

The focus is on the delivery, not the delivery driver.

How do I change passive voice to active voice?

Find the doer of the action and make that doer the subject.

Passive:

• The form was signed by Lena.

Active:

• Lena signed the form.

If the passive sentence does not name the doer, you may need to add one.

Is a sentence passive if it has was?

Not always. Was does not automatically mean passive voice.

Not passive:

• She was tired.

Passive:

• The song was written by her.

The second sentence is passive because the subject song receives the action.

What is the difference between active and passive voice?

In active voice, the subject does the action.

• The manager approved the request.

In passive voice, the subject receives the action.

• The request was approved by the manager.

Active voice focuses on the doer. Passive voice focuses on the receiver.

Can passive voice use get?

Yes. Passive voice can use get plus a past participle, especially in casual English.

Examples:

• My phone got damaged.
• He got promoted.
• We got delayed.

In formal writing, was, were, or another form of be is often more appropriate.

Why do teachers say to avoid passive voice?

Teachers often warn against passive voice because it can make writing vague, wordy, or evasive.

Weak:

• Mistakes were made.

Clearer:

• We made mistakes.

But passive voice is not always wrong. It is useful when the receiver, result, or action deserves the focus.

Does every passive sentence need to be rewritten?

No. Rewrite passive voice only when active voice would make the sentence clearer, shorter, or more accountable.

Keep passive voice when it sounds more natural or focuses attention where it belongs.

Good passive:

• The bridge was built in 1920.

Clear active:

• The board approved the plan.

Conclusion

Passive voice means the subject receives the action. It is usually formed with a version of be or get plus a past participle, and it may or may not include a by phrase.

The best rule is not “never use passive voice.” The better rule is this: use passive voice when the action, result, or receiver matters most. Use active voice when the doer matters and the sentence should be direct.