Writing Tips: Be Active!
Written by Pat Wootton, PromptProofing.com
As usual, on the third week of each month, we offer tips for effective business writing. This month our advice is - be active!
Writing Tips: Be Active!
As usual, on the third week of each month, we offer tips for effective business writing. This month our advice is - be active!
No, we're not suggesting you down tools and go for a run - though there might well be something to be said for that - we're talking about using the active voice rather than the passive in your business communications.
The active voice, where the subject of the sentence performs the action, is generally preferable (we will examine some possible exceptions later) since it makes your writing more powerful and infuses it with energy.
Compare:
Donna headed up the team. (Active) The team was led by Donna. (Passive)
Tom organized a meeting. (Active) A meeting was organized. (Passive)
Passive sentences enable anonymity, something that may be perceived as an attempt to avoid responsibility. Consider the following:
Many jobs were lost when budget cuts were made across the board.
Applications for the new position were reviewed on Thursday.
If possible, be honest - thus:
Unfortunately, many employees lost their jobs when head office made budget cuts across the board.
The hiring committee reviewed applications for the new position on Thursday.
So, should the passive voice never be used? Not necessarily. Sometimes we really do not know who carried out the action:
The warehouse was broken into last night.
Not only do we not, as yet, know who broke in, but the fact that the warehouse was broken into is the most salient at this point.
As a general rule of thumb, however, active is preferable and will make your writing more dynamic. Since you are clearly not obfuscating or trying to avoid responsibility, it also tends to make you seem more trustworthy. So, whenever you can, be active!
Check back next Friday for another Prompt Proofing blog post!
About the Author
Pat Wootton is originally from England and is a former high school English teacher. Having spent many years in the Caribbean, where she raised her family, she now lives in Vancouver, BC. In addition, she has taught English as a Second Language (ESL) for several years after earning a diploma in Teaching English to Speakers of Other Languages (TESOL) from the University of British Columbia. She now owns and runs Prompt Proofing, a copy editing and writing service that caters to both individuals and businesses.
