Business reports: understanding and using the passive voice
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Think about these questions before reading. Share your ideas with a partner.
- Think about a time you had to write or read a formal report, either for work or study. What was the biggest challenge you faced?
- In your opinion, what separates a clear and effective report from one that is confusing or unhelpful?
- How can a well-written report influence important decisions within a business or organization?
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Discussing a Business Report
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Answer these questions in your own words. Support your answers with evidence from the article.
01According to the article, for what main reason is the passive voice often used in formal business communication?
Sample answerIt's used to sound more objective. The main idea is to focus on the action or the result itself, rather than on the person or team that performed the action.
02In your own words, what is the difference between simple data and 'actionable insights'?
Sample answerSimple data is just raw information, but 'actionable insights' are conclusions you draw from that data that can actually help you make a specific business decision.
03How does using a passive structure like 'It has been noted that...' affect the tone of a statement in a business report?
Sample answerIt makes the statement sound more impersonal and formal. Instead of one person giving their opinion, it suggests a finding that is generally agreed upon or officially recognized.
04Based on the article, what skills beyond simply presenting data are important when discussing a report in a meeting?
Sample answerYou need to be an active participant. This means you should be able to ask questions to clarify points, express agreement or disagreement professionally, and suggest what the next steps should be.
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Key vocabulary for discussing reports
Vocabulary
These expressions will help you analyse and discuss findings more effectively.
Examples
To drill down into (the data) — to examine something in greater detail or at a deeper level.
Usage note: This phrasal verb is common in business. You might say, 'The initial report looks good, but we need to drill down into the regional sales figures.'
Actionable insights — conclusions from data that can be used to make specific decisions or take action.
Usage note: This is a key business collocation. The goal of a report isn't just data, but actionable insights that tell the company what to do next.
To flag a concern — to mention or draw attention to a potential problem so it can be discussed.
Usage note: This is a professional and polite way to raise an issue in a meeting. For example: 'I'd like to flag a concern about the budget for Q4.'
In light of these findings — a formal phrase meaning 'considering this new information' or 'because of this'.
Usage note: Use this discourse marker to connect the results of a report to a recommendation. 'In light of these findings, it is suggested that we change our strategy.'
A ballpark figure — an idiom for a rough estimate or an approximate number.
Usage note: This is useful when you don't have an exact number. 'I don't have the final costs, but a ballpark figure would be around €50,000.'
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Complete the sentences with words from the box. One word is extra.
Word bank
01The marketing report provided some valuable into customer behaviour, which will help us tailor our next campaign.
02During the review, I'd like to a potential issue with the project timeline; we seem to be falling behind schedule.
03We don't need the exact cost right now, just give us a figure so we can see if the project is financially viable.
04The research team will present their at the quarterly meeting next week.
05The initial sales numbers look positive, but we need to into the regional data to understand which areas are performing best.
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Grammar: The passive voice
Grammar
The passive voice is often used in business reports to create a formal and objective tone. We use it when the action or result is more important than the person or thing performing the action (the 'agent'). This helps keep the focus on the data and findings rather than on the people involved.
Examples
The quarterly sales figures were reviewed last week.
The focus is on the action (reviewing the figures), not on who reviewed them. This is typical for formal reports.
It has been decided that the project deadline will be extended.
This is a common way to announce a decision without naming the specific decision-makers, making it sound more official.
The report was written by the marketing team. (Passive) vs. The marketing team wrote the report. (Active)
Both are correct, but the passive version emphasizes 'the report', while the active version emphasizes 'the marketing team'.
Key points
- Form: [form of 'to be'] + [past participle]. For example: is sent, was analyzed, will be discussed.
- Use 'by + agent' only when it is important to know who or what performed the action.
- Avoid overusing the passive voice. In many situations, the active voice is clearer and more direct.
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Find the mistake
Read the sentences below, which are all related to discussing business reports. Each one has a single error.
Each sentence contains one error. Find and correct it.
01The initial analysis was complete last week, but the final report isn't ready yet.
Corrected version
The initial analysis was complete completed last week, but the final report isn't ready yet.
02We need to find some action insights from this data before we can make a decision.
Corrected version
We need to find some action actionable insights from this data before we can make a decision.
03The new marketing strategy will be decide at the next board meeting.
Corrected version
The new marketing strategy will be decide decided at the next board meeting.
04Several important issues was flagged by the quality control team during their review.
Corrected version
Several important issues was were flagged by the quality control team during their review.
05In light for the new figures, we have to revise our sales forecast for the next quarter.
Corrected version
In light for of the new figures, we have to revise our sales forecast for the next quarter.
06The report has been sending to all department heads for their feedback.
Corrected version
The report has been sending sent to all department heads for their feedback.
07Let's drill down on the customer feedback section to understand the main complaints.
Corrected version
Let's drill down on into the customer feedback section to understand the main complaints.
08Could you give me ballpark figure? I don't need the exact numbers right now.
Corrected version
Could you give me a ballpark figure? I don't need the exact numbers right now.
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Phrases for discussing a report
In a business meeting, you often need to discuss reports. These phrases will help you do it effectively.
Match the beginning of each sentence on the left with its correct ending on the right.
Drag or click to match
Definitions
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Reading: a quarterly review meeting
Read the passage below, then answer the comprehension questions.
During the quarterly review meeting, the latest performance report was presented by the project lead. While the headline figures looked positive, a deeper analysis revealed a worrying trend. "The data shows a clear drop in user retention after the first week," she explained, pointing to a graph on the screen. "I have to flag a concern here. It seems our onboarding process isn't as effective as it needs to be."
A junior analyst suggested they drill down into the session recordings for that specific user group. The goal was to uncover actionable insights that could guide a redesign. In light of these findings, it was agreed that a small task force would be formed to investigate further. When asked about the potential cost of a redesign, the project lead offered a ballpark figure, clarifying that a more detailed budget would be prepared once the scope was fully understood.
01What was the main problem identified in the performance report?
Sample answerThe main problem was a significant drop in user retention after the first week, suggesting an issue with the user onboarding process.
02What action was proposed to better understand the user behavior?
Sample answerA junior analyst proposed that they should drill down into the session recordings of the specific user group that was leaving.
03What was the immediate next step decided upon by the team?
Sample answerThe team agreed that a small task force would be formed to investigate the problem in more detail.
04Why did the project lead provide a 'ballpark figure' instead of an exact cost for the redesign?
Sample answerShe gave an approximate estimate because the full scope of the redesign was not yet known, so a detailed budget couldn't be prepared yet.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some argue that in today's fast-paced business world, lengthy reports are a waste of time and direct communication is more valuable. To what extent do you agree? When is a detailed report absolutely necessary to provide actionable insights?
- The passive voice is often used in English for formality and to sound objective. In your country's business culture, is it more common to communicate directly or indirectly when you need to flag a concern? How might this affect how reports are written and discussed?
- Imagine a manager presents a report with only ballpark figures and asks the team to drill down into the data to find a solution. What are the potential risks of making important decisions in light of these findings without more precise information?