Professional writing: using the passive voice for formality
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Think about these questions before listening. Share your ideas with a partner.
- Think about the last formal email or report you wrote for work or study. In what ways was your writing style different from how you would write to a friend?
- When presenting information in a professional context, why is it often important to sound objective and avoid showing personal bias?
- Describe a time you had to deliver bad news or a difficult recommendation in writing. How did you choose your words carefully to maintain a professional and diplomatic tone?
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Writing a Formal 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 audio recording.
01What initial problem does Marco have with his report, and how does Emma suggest he fix the tone?
Sample answerMarco feels his report sounds too personal and he's 'bogged down in the details'. Emma suggests he should aim to 'strike the right tone' by maintaining a professional distance.
02What specific grammatical tool does Emma recommend to make the writing more objective?
Sample answerShe recommends using the passive voice, changing sentences like 'I analyzed the data' to 'The data was analyzed' to focus on the action, not the person.
03What is another phrase Emma suggests for highlighting an important piece of information?
Sample answerShe suggests using the phrase 'What stands out from the analysis is...' to draw attention to key findings.
04According to Emma, what are the benefits of using her suggested phrases for making recommendations?
Sample answerShe says it shows that Marco has done his 'due diligence' and makes his recommendations sound much more credible.
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Grammar: The passive voice
Grammar
The passive voice is frequently used in formal business writing, such as reports and emails, to create an objective and impersonal tone. It shifts the focus from the person performing the action (the agent) to the action or the result itself, which is often more important in a professional context.
Examples
The quarterly sales figures were reviewed last week.
This is more formal than 'We reviewed the quarterly sales figures.' It focuses on the action (reviewing the figures) rather than who did it.
A new strategy is being developed to enter the European market.
Here, the passive continuous tense is used. The person or team developing the strategy is not mentioned, keeping the focus on the strategy itself.
The final decision will be made by the board of directors.
You can still mention the 'doer' of the action by adding 'by + agent'. This is useful when the agent is important information for the reader.
Key points
- Form the passive with: subject + form of 'to be' + past participle.
- Use it in professional writing to sound objective and formal.
- A common mistake is overusing the passive, which can make writing unclear. Use it strategically.
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Correct the errors
Read the sentences below, which are related to professional communication.
Each sentence contains one error. Find and correct it.
01To maintain objective in the report, the passive voice was used throughout.
Corrected version
To maintain objective objectivity in the report, the passive voice was used throughout.
02The final report must be submit by the end of the week.
Corrected version
The final report must be submit submitted by the end of the week.
03The new policy is announced last month in the company-wide newsletter.
Corrected version
The new policy is was announced last month in the company-wide newsletter.
04A decision was made for the new marketing strategy during yesterday's meeting.
Corrected version
A decision was made for on the new marketing strategy during yesterday's meeting.
05The new software was implemented to optimal the company's workflow.
Corrected version
The new software was implemented to optimal optimize the company's workflow.
06A high degree of formallity is required for this type of communication.
Corrected version
A high degree of formallity formality is required for this type of communication.
07The quarterly results has been analyzed by the finance department.
Corrected version
The quarterly results has have been analyzed by the finance department.
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Vocabulary
Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
To strike the right tone — to use a style of speaking or writing that is suitable for a particular audience or situation.
Usage note: This is often used when discussing communication strategy. For example, 'In this report, it's crucial to strike the right tone – formal but not overly academic.'
To maintain a professional distance — to keep a separation between your personal feelings and your professional role, ensuring objectivity.
Usage note: This phrase explains one of the goals of using formal language or the passive voice. It helps to keep communication focused on facts, not emotions.
Actionable insights — valuable conclusions from data or analysis that can be used to make decisions and take action.
Usage note: This is a very common business collocation. A good report doesn't just present data; it provides actionable insights that guide the next steps.
To get bogged down in (something) — to become so involved in the details of something that you cannot make progress or see the main point.
Usage note: This phrasal verb is useful for critiquing writing. For example, 'The first draft gets bogged down in technical specifications and loses the reader.'
Due diligence — the necessary research and investigation done before making a business decision or entering into an agreement.
Usage note: This is a formal business term. A report might present the findings of the due diligence process. For example, 'Due diligence was performed before the acquisition was approved.'
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Formal phrases for business reports
In professional writing, certain phrases are used to maintain formality and objectivity. Can you complete these common sentences?
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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Useful phrases: presenting findings and recommendations
Vocabulary
In a professional meeting, how you present your conclusions is as important as the information itself. These phrases will help you share findings from a report or project in a way that sounds objective, confident, and collaborative.
Examples
Based on the data, it appears that... — introduces a finding in an objective, evidence-based way.
Register: Formal/Neutral. Use this to begin presenting your conclusions, showing they are based on research, not personal opinion.
What stands out from the analysis is... — emphasizes your most significant or surprising finding.
Register: Neutral. This is a great way to draw everyone's attention to the key takeaway or actionable insight from your report.
With this in mind, it might be worth considering... — proposes a course of action in a soft, collaborative manner.
Register: Neutral/Formal. Use this to make a suggestion without sounding too forceful. It invites discussion rather than demanding agreement.
Therefore, our primary recommendation is to... — states a clear, confident recommendation based on your findings.
Register: Formal. Use this when you have a strong conclusion and want to propose a clear next step. It's more direct and assertive than the previous phrase.
We'd be interested to hear the team's thoughts on this. — opens the floor for feedback and discussion.
Register: Neutral/Formal. Use this after presenting your findings or recommendations to show you value your colleagues' input and want to make a group decision.
While the initial results are promising, further investigation is required before we can... — presents findings cautiously and manages expectations.
Register: Formal. Use this when your data is not yet conclusive. It shows a responsible, thorough approach and prevents the team from making decisions too early.
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Writing an effective business report
Read the following text about preparing professional documents.
Fill in each blank with the correct word from the word bank.
Word bank
Before drafting a major report, thorough due is essential to gather all necessary facts and figures. It's easy to get down in minor details, so it's crucial to focus on presenting clear, actionable that will guide decision-making. To ensure the report is well-received by all stakeholders, you must the right tone. This approach helps to a professional distance, making the findings appear more and credible.
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The art of the project update
Read the passage below, then answer the comprehension questions.
When a project update is required, the primary goal is clarity. Stakeholders need to understand progress without getting bogged down in excessive detail. To strike the right tone, it's essential to maintain a professional distance, focusing on facts rather than personal opinions. Key milestones that have been reached should be highlighted, and any potential risks should be clearly identified. Before recommendations are made, it must be shown that proper due diligence has been carried out by the team. The report's true value is found not in its length, but in its ability to provide actionable insights that can be used for future planning. While a formal style is often expected, the ultimate objective is effective communication. If the core message is lost because the language is too complex, the report has failed, regardless of how professional it sounds.
01According to the text, what is the main purpose of a project update?
Sample answerThe main purpose is to provide stakeholders with clear information about the project's progress.
02What must be demonstrated before any recommendations are presented in the report?
Sample answerIt must be shown that the team has carried out proper due diligence.
03Why might a report that sounds very professional still be considered a failure?
Sample answerIt could be considered a failure if its language is so complex that the main message is not communicated effectively.
04What does the author imply about the relationship between formality and clarity?
Sample answerThe author implies that clarity is more important than formality, and that focusing too much on formal language can actually harm clear communication.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some argue that modern business communication should be more direct, and that overusing the passive voice to maintain a professional distance can make writing seem cold or evasive. To what extent do you agree?
- Consider the professional writing style in your country. Is it common to use formal language to strike the right tone, or is a more direct style preferred? How might these cultural norms affect international business communication?
- Imagine your team has completed its due diligence on a new project, but the findings are mixed. How would you present these findings objectively in a report, providing clear actionable insights without getting bogged down in personal opinions?