Learning Objectives

  • Identify the difference between an active and a passive sentence
  • Form the passive voice correctly in the present simple and past simple tenses
  • Use the passive voice to describe a process in a professional context
  • Report information and results formally without focusing on the person responsible

Grammar Focus: Passive Voice Basics

The passive voice changes the focus of a sentence. Instead of focusing on the person who performs an action (the "doer"), we focus on the action itself and the object that receives the action.

Active: Our team developed this software. (Focus is on "our team")
Passive: This software was developed by our team. (Focus is on "this software")

Form / Structure

The passive voice is formed with: Subject + correct form of the verb 'to be' + past participle.

Present Simple Passive

am / is / are + past participle

"The reports are written every Monday."

Past Simple Passive

was / were + past participle

"The email was sent yesterday."

Usage Rules

We use the passive voice when:

  1. The person who does the action is unknown, unimportant, or obvious.
    "My car was stolen." (We don't know who did it)
  2. The action or the result is more important than the "doer".
    "The new policy was approved this morning." (The decision is the focus)
  3. We want to sound formal and objective, especially in business writing like reports, meeting minutes, and official announcements.
    "It was decided that the deadline would be extended."
Key Learning Tip: Look for the verb 'to be' followed by a past participle (the third form of the verb, e.g., written, seen, created). If you see this combination, it's likely a passive sentence.

Real-World Usage

Professional Context

The passive voice is very common in formal workplace communication.

  • Describing Processes: "First, the customer's order is received. Then, the items are packed."
  • Writing Release Notes: "A new security feature was added in the latest update."
  • Reporting Decisions: "It was agreed that the budget would be increased by 5%."
  • Formal Announcements: "All employees are reminded to complete their training by Friday."

Everyday Context

In daily life, the passive is often used for general facts and news.

  • General Facts: "The Eiffel Tower was built in 1889."
  • News Headlines: "Three people were injured in the accident."
  • Common Processes: "My car is serviced every year."

Correct Usage & Common Pitfalls

Correct Professional + Daily Usage

Workplace: "The invoices are processed by the finance department."
Analysis: Present Simple Passive. The focus is on the invoices and the process, not the specific person in finance.
Workplace: "The new guidelines were announced last week."
Analysis: Past Simple Passive. The focus is on the announcement (the result), not who announced it.
Workplace: "This product is made in Germany."
Analysis: Present Simple Passive. A common structure to describe the origin of a product.
Workplace: "Permission was not given to share the document externally."
Analysis: Negative Past Simple Passive. It's a formal way to report a negative decision.
Everyday: "Our flight was cancelled at the last minute."
Analysis: Past Simple Passive. The focus is on what happened to the flight. Who cancelled it is less important.
Everyday: "English is spoken here."
Analysis: Present Simple Passive. A general fact where the "doer" (people) is obvious.

Common Business Mistakes

Mistake: The decision was make yesterday.
Correction: The decision was made yesterday.
Explanation: The passive voice always requires the past participle (e.g., made, sent, written), not the base form or simple past.
Mistake: The products are ship from our warehouse.
Correction: The products are shipped from our warehouse.
Explanation: Always use the past participle after the verb 'to be'.
Mistake: The problem has solve.
Correction: The problem was solved.
Explanation: You must include the verb 'to be' (was/were/is/are) before the past participle to form the passive.

Listening Practice: David's Green Office Announcement

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Transcript

Character: David, a Facilities Manager.

Scenario: David is explaining changes to office procedures in a company-wide audio message.

"Hello everyone. This is a short announcement about our new 'Green Office' initiative, which was approved last week by management. From next Monday, a few changes will be implemented to make our workplace more environmentally friendly.

First, paper usage. All reports should now be shared digitally. Printed documents will only be allowed if they are required for legal reasons. Special permission must be requested. Second, recycling. New recycling bins have been placed in every kitchen area. All plastic and paper waste must be put in these bins. Please note that the old bins under your desks will be removed tonight.

Finally, a new coffee supplier was chosen last month. Our coffee is now sourced from a certified fair-trade farm. The new coffee machine was installed yesterday in the main breakroom. Your old coffee pods can no longer be used. More information can be found in the email that was sent out this morning. Your cooperation is appreciated as we make these important changes. This initiative is a key part of our sustainability goals."

B2 Vocabulary
  • Cooperation: The action of working together with someone to the same end.
  • Sustainability: The ability to be maintained at a certain rate or level, often relating to the environment.

Listening Questions

1. When was the 'Green Office' initiative approved?
2. According to the new rules, when are printed documents allowed?
3. What was installed in the main breakroom yesterday?
4. Gap Fill: More information can be found in the email that _____ _____ out this morning.

Quick Comprehension Check

Question 1: The final decision _____ at the meeting yesterday.

Question 2: Millions of emails _____ every day.

Question 3: The contract _____ by the legal team before it is signed.

Question 4: I received an email saying my order _____ last night.

Practice Exercises

Exercise 1: Transformation Exercise

Change the sentences from active to passive. Choose the correct passive form.

Context: Software Development

1. The developers test all new features.

2. The project manager sent the final report.

Context: Event Management

3. The company organizes a conference every year.

4. The team booked the venue last month.

Exercise 2: Choose the Correct Form

Read the sentences and choose the correct verb form.

1. Our company (founded / was founded) in 1990.

2. The manager (explains / is explained) the new process in the meeting.

3. These cars (produce / are produced) in Japan.

4. My colleague (created / was created) this presentation last week.

Exercise 3: Fill the Table/Chart

Read the sentences. Complete the table by writing the past participle and deciding if the sentence is Active or Passive.

Sentence Past Participle Active or Passive?
1. The office is cleaned every night. cleaned Passive
2. The CEO made an important announcement.
3. The budget was approved this morning.
4. My team completed the project on time.
5. All employees are paid on the 25th.

Exercise 4: Gap Fill

Complete the sentences with the correct form of the verb 'to be' (is, are, was, were).

Context: Manufacturing

1. The components _____ assembled in the main factory.

2. The quality control check _____ completed an hour ago.

3. All products _____ inspected before they are shipped.

4. The first prototype _____ built last year.

Speaking Practice

Task 1: Controlled Practice

Goal: Practice changing active sentences to passive.

Prompt: Listen to my active sentence and change it to the passive.

  • Teacher: "Someone cleans the office every day." → Student: "The office is cleaned every day."
  • Teacher: "Someone stole my wallet." → Student: "My wallet was stolen."
  • Teacher: "They make these phones in China." → Student: "These phones are made in China."

Task 2: Guided Practice

Goal: Describe a simple process using the passive voice.

Prompt: Choose a simple process you know well (e.g., sending a letter, making a cup of tea, uploading a file) and describe the steps using the passive voice.

Example Phrases: "First, the... is taken. Next, it is put... Then, ... is added. Finally, it is..."

Task 3: Free Practice

Goal: Use the passive voice to discuss a work-related topic formally.

Prompt: Choose one scenario and discuss it with your partner.

Learner Choice Scenarios:

  • Onboarding Process: Describe how a new employee is onboarded at your company. What happens on their first day? (e.g., "First, the contract is signed. Then, the new laptop is given to them. They are introduced to the team...")
  • Product Journey: Think of a product your company makes or sells. Describe its journey. Where is it made? How is it packaged and shipped? (e.g., "The materials are sourced from... The product is assembled in... Finally, it is shipped to customers.")

Key Takeaways

  • The passive voice focuses on the action or result, not the person who did it.
  • It is formed with verb 'to be' + past participle.
  • Use the present passive (is/are + pp) for processes and routines.
  • Use the past passive (was/were + pp) for finished actions and results.
  • It is very common in formal business writing.

3 Professional Study Tips

  1. Read Company Announcements: Look at official emails or announcements from your company. You will probably find many examples of the passive voice (e.g., "A decision was made...", "All staff are requested...").
  2. Describe a Process: Write down the 5 main steps of a key process in your job (e.g., how a customer complaint is handled, how a report is generated). Try to write each step using the present simple passive.
  3. Formalize Your Sentences: Before sending an important email, review it. Find one active sentence where the "doer" is not important (e.g., "We made the decision...") and rewrite it in the passive ("The decision was made...") to sound more formal.