Few grammatical topics cause more confusion for academic writers than passive and active voice. Students are often told to “avoid the passive voice” as a blanket rule — but this advice ignores the fact that passive constructions serve important purposes in academic writing and are actively expected in certain disciplines and sections of a dissertation. The reality is more nuanced. The same construction can be exactly right in one context and exactly wrong in another — a science student writing their methodology in active voice may be penalised, while a humanities student writing entirely in passive may be told their writing lacks confidence.
Understanding the difference between active and passive voice, and knowing when to use each, is one of the hallmarks of a sophisticated academic writer. This guide explains both clearly and gives you the tools to make the right choice every time.
Active Voice
“The researcher conducted the interviews.”
Subject → Verb → Object
Passive Voice
“The interviews were conducted by the researcher.”
Object → Verb (+ by Subject)
What Is Active Voice?
In an active voice sentence, the subject performs the action. The structure is: Subject → Verb → Object.
The students completed the questionnaires. (subject: the students; verb: completed; object: the questionnaires)
The study examines the relationship between diet and cognitive performance.
I analysed the data using thematic analysis.
Active voice sentences are typically shorter, more direct and easier to read. They make it clear who is doing what.
What Is Passive Voice?
In a passive voice sentence, the object of the action becomes the grammatical subject, and the person or thing performing the action is either moved to the end (introduced by “by”) or omitted entirely. The structure is: Object → Verb (+ by Subject).
The questionnaires were completed by the students.
The data was analysed using thematic analysis. (the researcher is omitted)
It has been argued that… (the arguer is omitted)
Passive voice sentences often omit the actor entirely — which is one of the reasons they are so common in academic writing, where objectivity and impersonality are valued in many contexts.
When to Use Passive Voice in Academic Writing
Passive voice is not simply a bad habit to be eliminated. It serves important functions in academic writing and is actively expected in certain contexts:
Methods and Methodology Sections
The methodology section of a dissertation or research paper traditionally uses passive voice to describe procedures in an objective, impersonal way. The focus is on what was done, not who did it.
Participants were recruited via purposive sampling. Semi-structured interviews were conducted over a period of eight weeks. Data were transcribed verbatim and analysed using NVivo software.
When the Actor Is Unknown, Unimportant or Obvious
If the person performing an action is irrelevant to the point being made, passive voice is appropriate: The policy was introduced in 2018. Who introduced it is not the point — the year of introduction is.
When Citing Established Knowledge
Passive constructions are standard when describing what has been established in the literature: It has been widely demonstrated that… / The effect has been documented across multiple studies…
In Scientific and Technical Writing
In the natural and applied sciences, passive voice in methods sections is a disciplinary convention. Switching to active voice in these contexts can look unconventional or even unprofessional.
When to Use Active Voice in Academic Writing
Active voice is generally preferable when:
Making Arguments and Analytical Points
In your discussion, analysis and conclusion sections, active voice makes your argument clearer and more direct. This study argues that… is cleaner and more confident than It is argued by this study that…
Improving Clarity and Reducing Length
If a passive sentence is ambiguous about who is performing the action — and that information matters — active voice resolves the ambiguity. Active sentences are also generally shorter, which improves readability.
In the Humanities and Social Sciences
In English Literature, History, Sociology and many other humanities disciplines, personal and active writing is not only permitted but encouraged. Many supervisors in these fields actively want students to write in the first person and use active voice.
Examples in Context
Passive Voice
Active Voice
Preferred In
The data were collected over six months.
I collected the data over six months.
Passive preferred in methods
It is argued that the policy has failed.
This study argues that the policy has failed.
Active preferred in argument
The theory was developed by Foucault.
Foucault developed the theory.
Active is clearer here
Participants were asked to sign a consent form.
The researcher asked participants to sign a consent form.
Passive preferred in methods
Differences by Academic Discipline
Important
There is no universal rule. What is expected varies significantly between disciplines. Always check your module handbook or ask your supervisor what is expected in your specific field before committing to a particular approach throughout your dissertation.
As a general guide:
Sciences and engineering — passive voice is the traditional standard, especially in methods sections. Some journals now accept first-person active constructions, but passive remains dominant.
Social sciences — mixed. Quantitative social science research often follows scientific conventions. Qualitative research increasingly encourages first-person active voice to acknowledge the researcher’s position.
Humanities — active voice and first person are widely expected and encouraged. Passive voice can appear evasive or unnecessarily impersonal.
Law and Business — formal passive constructions are common in legal writing. Business writing generally prefers active voice for clarity and concision.
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Frequently Asked Questions
Should I use active or passive voice in my dissertation?
Both. Most dissertations use a mixture — passive voice in the methods section (as is conventional) and active voice in the analysis, discussion and conclusion sections (where it makes your argument clearer and more direct). The key is using each deliberately and appropriately rather than applying one rule throughout.
Is passive voice wrong in academic writing?
No. Passive voice is not wrong in academic writing — it is expected in certain sections of academic work and in certain disciplines. The blanket advice to avoid passive voice is an oversimplification. The goal is to use whichever voice communicates your meaning most clearly and appropriately for your discipline and section.
Can I use “I” in a dissertation?
This depends on your discipline and your institution. In humanities and many social science disciplines, first-person writing is standard and encouraged. In the sciences, first-person is traditionally avoided, though this is changing. Check your university’s guidelines and your supervisor’s expectations before committing to first-person throughout.
How do I convert passive sentences to active?
To convert a passive sentence to active, identify who is performing the action and make them the subject. “The results were analysed by the research team” becomes “The research team analysed the results.” If the passive sentence omits the actor entirely, you will need to decide who to reintroduce as the subject.
Does my word processor flag passive voice?
Microsoft Word’s Editor feature flags potential passive voice constructions when grammar checking is enabled. However, it does not distinguish between appropriate and inappropriate use of passive — it simply identifies the construction. Use these flags as prompts to review whether the passive is the right choice in each case, not as automatic instructions to change it.
Can a proofreading service help with active and passive voice in my dissertation?
Yes — our professional proofreading service checks for grammatical consistency and flags issues including inappropriate passive constructions throughout your document. For more in-depth improvements to voice, clarity and academic style, our professional copy editing service reviews your writing at the sentence level and ensures the voice used is appropriate for each section of your work.
Summary
Active voice: subject performs the action — clearer, more direct, preferred in argument and analysis
Passive voice: object receives the action — impersonal, conventional in methods sections and scientific writing
Both voices are appropriate in academic writing — the key is using each where it works best
Expectations vary significantly by discipline — always check your subject conventions
Do not follow blanket rules; use voice as a deliberate stylistic and rhetorical choice
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