Prefer the Active Voice
Lesson 17 of 20 Thesis Editing Tips
From the Examiner’s Desk
“I frequently examine theses in which years of excellent research are obscured by weak writing.”
Many writing guides focus on grammar.
This lesson focuses on readability.
Its purpose is to help readers understand your ideas more quickly and with less effort.
As a PhD examiner and thesis editor, I often see students assume that academic writing must always use the passive voice.
Fortunately, that is no longer true.
Modern academic writing increasingly favours the active voice because it is usually clearer, shorter and easier to read.
The passive voice is still appropriate in some situations, but it should be a deliberate choice—not the default.
What Is the Active Voice?
In an active sentence, the subject performs the action.
For example:
✅ The researcher analysed the data.
The sentence immediately tells readers who performed the action.
In a passive sentence, the object becomes the focus.
❌ The data were analysed by the researcher.
Both sentences are grammatically correct.
However, the active version is shorter, clearer and more direct.
Why the Active Voice Improves Writing
The active voice usually:
• Reduces word count.
• Makes sentences easier to understand.
• Clearly identifies who performed the action.
• Produces stronger, more confident writing.
Readers process active sentences more quickly because the action follows naturally after the subject.
Examples from Academic Writing
Example 1
❌ The pH was measured by the researcher.
✅ The researcher measured the pH.
The revised sentence is shorter and more direct.
Example 2
❌ The manuscript should be revised before submission.
✅ The author should revise the manuscript before submission.
The revised sentence clearly identifies responsibility.
Example 3
❌ The findings will be reported in the next issue.
✅ The research team will report the findings in the next issue.
Readers immediately know who will perform the action.
Example 4
❌ The experiment must be completed by Friday.
✅ The researcher must complete the experiment by Friday.
Again, the active sentence is more precise.
When the Passive Voice Is Appropriate
The passive voice is not always incorrect.
Sometimes it is the better choice.
For example:
✅ The samples were stored at −80°C.
Here, the samples are more important than the person who stored them.
Similarly, many Methods sections appropriately use the passive voice because the procedure is more important than the researcher.
The key is to use the passive voice intentionally rather than automatically.
💬 WhatsApp with Dr Anastasia Apostolides (reasonable hours)
Why Examiners Notice This
Examiners rarely criticise a single passive sentence.
However, when an entire thesis relies on passive constructions, the writing can become repetitive and difficult to follow.
Alternating naturally between active and passive structures produces more engaging writing.
The active voice is particularly effective in the Introduction, Discussion and Conclusion, where you are presenting arguments, explaining findings and defending your interpretation.
Practical Editing Strategies
When proofreading your thesis:
• Look for phrases beginning with:
– was
– were
– has been
– had been
– is being
• Ask yourself:
“Who performed the action?”
If the answer can be stated clearly, consider rewriting the sentence in the active voice.
Remember:
The goal is not to remove every passive sentence.
The goal is to choose the voice that communicates your ideas most clearly.
Quick Editing Checklist
Before submitting your thesis, ask yourself:
✓ Have I identified who performed each action?
✓ Can the sentence be shortened by using the active voice?
✓ Have I used the passive voice only where it improves the writing?
✓ Does each sentence clearly communicate responsibility?
✓ Is my writing direct and easy to follow?
Key Takeaway
The active voice does not make academic writing less formal.
It makes it more readable.
Use the passive voice when it genuinely serves your purpose.
Otherwise, allow the active voice to communicate your ideas clearly and confidently.
The best academic writers do not always use the active voice.
They choose the voice that best serves the reader.
Need Professional Thesis Editing?
If you would like an experienced PhD examiner to review your thesis before submission, I’d be happy to help.
Whether you need a complete thesis edit, advice on improving clarity or feedback on a proposal, feel free to get in touch.
Dr Anastasia Apostolides
PhD Examiner • Thesis Editor • Proposal & Academic Consultant
Helping Master’s, MBA, DBA and PhD students write with clarity and confidence.
💬 WhatsApp with Dr Anastasia Apostolides (reasonable hours)
📧 Email: info@uedit.org
📍 uedit.org
Continue Learning
This article is part of the 20 Thesis Editing Tips series.
Continue to the next lesson or explore the complete collection of free thesis resources to strengthen every stage of your academic writing.