Passive voice should never be used in business writing

The essential components, in English, are a form of the auxiliary verb be or sometimes get [3] and the past participle of the main verb denoting the action. The agent the doer of the action may be specified using a prepositional phrase with the preposition by, but this is optional.

Passive voice should never be used in business writing

Writers who use passive voice may cause headaches and frustration among grammar instructors and copy editors, but these writers have reason to use the passive voice from time to time.

Business writers specifically may see certain advantages to using the passive voice in their writings. General Rules The general rules of writing discourage writers from using the passive voice because it tends to obscure the true meaning of a sentence. For example, a writer who writes, "The wrong choice was made" does not communicate his thought as well as a writer who writes, "The owner made the wrong choice.

Consider Purpose Consider the purpose of the business letter you are writing. Is it meant to provide a factual account of an event that occurred or that is under way? Alternatively, is it designed to deflect away from you blame that stems from a problem or an issue for which you are responsible?

If your goal is to deflect blame, passive voice may serve you better in your business letter. Conciseness and Crispness Most business letters should be concise and simple. Ornate sentences are unnecessary. The most simple sentences follow the subject-verb-object format, i.

passive voice should never be used in business writing

This means that including the passive voice in your business letters may detract from the message you are trying to communicate. Those who read business letters often want to make educated decisions based on these letters.

The more clear the writing in the letter is, the more likely it is that the decision-maker will be able to make an educated decision.

Use Active Voice for Persuasive Communication

Softening Communication The passive voice comes into play to soften the message or idea a business writer is trying to convey. Examples of this are evident in documents such as credit denial letters. Many such documents may use the passive voice and say something like, "Your request for a lower interest rate has been denied," rather than, "We deny your request for a lower interest rate.Therefore, passive voice should never be used in business writing False *Although active voice is more direct, clear, and concise, passive voice is useful in certain instances, such de-emphasizing and action or the recipient of the action, de-emphasizing negative news, and concealing the doer of the action.

The Passive Voice. A Lawyer's Thoughts on Authors, Self-Publishing and Traditional Publishing. Maureen wrote to me today to ask about the appropriate salutation to use when writing a letter to one person who is a friend and another who is a stranger.

passive voice should never be used in business writing

Would it be "Dear Kathy and Ms. Greene"? I suggested. Great writers have used the passive voice when necessary for years.

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It is an indispensable part of good writing; you simply need to know when to use it and when not to. What teachers failed to teach us was the notion of cohesion.

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The passive voice comes into play to soften the message or idea a business writer is trying to convey. Examples of this are evident in documents such as credit denial letters.

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