CommLog

As internal communications professionals we know that good writing is a prerequisite for success. All the same, many of us slip into informal language when writing for business. In e-mails, letters, or memos make your style powerful by using the active voice consistently. Always use strong verbs, and get to the point with clear, easily understood language. Use of the passive voice sends a message of uncertainty and in the business world is a way to avoid responsibility for action. Note the difference: Passive: By the end of the month, a decision will be made. Active: Senior leaders will decide by the end of the month. Passive: The research will be presented by the CEO. Active: The CEO will present the research. Passive: Mistakes were made. Active: We made mistakes. Items we write for senior leaders reflect on them as well as the company. The impression sent by these pieces in particular can have a huge impact on employees. While there are occasions where it is appropriate to use the passive voice—such as when it is more important to bring attention to the receiver of the action, or when communicating in an authoritative tone—in the battle of the passive versus active, your active inner voice should usually prevail. For a refresher on avoiding the passive voice click here