The choice between active and passive voice can greatly affect the clarity and engagement of technical writing. While both voices have their place, active voice is generally preferred for most technical documentation.
Active Voice:
- Use active voice for clarity and directness: Active voice clearly identifies the subject performing the action, making sentences easier to understand. Example: “The user entered the command,” rather than “The command was entered by the user.”
- Engage the reader: Active voice is more engaging and concise, helping to maintain the reader’s interest. Example: “Update the software regularly,” instead of “The software should be updated regularly.”
Passive Voice:
- Use passive voice sparingly: Passive voice can be helpful when the subject is unknown or irrelevant or when you want to emphasise the action rather than the subject. Example: “The file was corrupted” (passive) is preferable when the cause is unknown or irrelevant.
- Avoid overusing passive voice: Overuse can make the writing feel indirect or vague. Always consider whether the active voice would be more appropriate.
Dos:
- Use active voice to make content direct and engaging
- Use passive voice when the doer is unknown or unimportant
Don’ts:
- Don’t default to passive voice for every sentence: This can make the content seem detached or less engaging.