Active Voice

Master this essential documentation concept

Quick Definition

Active voice is a writing style where the subject of a sentence performs the action, creating clear and direct statements. In documentation, active voice makes instructions more engaging and easier to follow by clearly identifying who does what. This approach reduces ambiguity and improves user comprehension compared to passive voice constructions.

How Active Voice Works

flowchart TD A[Documentation Task] --> B{Voice Analysis} B --> C[Passive Voice Detected] B --> D[Active Voice Confirmed] C --> E[Identify Subject] E --> F[Identify Action] F --> G[Restructure: Subject + Verb + Object] G --> H[Review for Clarity] D --> H H --> I{Clear & Direct?} I -->|No| J[Revise Structure] J --> H I -->|Yes| K[Publish Documentation] K --> L[Monitor User Feedback] L --> M[Iterate Based on Results]

Understanding Active Voice

Active voice is a fundamental writing principle that places the subject as the performer of the action in a sentence. For documentation professionals, mastering active voice is essential for creating clear, actionable content that guides users effectively through processes and procedures.

Key Features

  • Subject performs the action directly (e.g., "Click the button" vs. "The button should be clicked")
  • Follows a clear Subject-Verb-Object structure
  • Uses fewer words than passive constructions
  • Creates immediate, actionable statements
  • Eliminates ambiguity about who performs each action

Benefits for Documentation Teams

  • Reduces cognitive load on readers by providing clear instructions
  • Improves translation accuracy for global documentation
  • Enhances SEO performance through direct, keyword-rich content
  • Increases user task completion rates
  • Creates consistent voice across documentation sets
  • Reduces support tickets by eliminating confusion

Common Misconceptions

  • Active voice is always shorter (sometimes passive voice is appropriate for emphasis)
  • All passive voice should be eliminated (some contexts benefit from passive construction)
  • Active voice sounds too informal for technical documentation
  • Converting to active voice always improves readability without considering context

Real-World Documentation Use Cases

API Documentation Instructions

Problem

Passive voice in API documentation creates confusion about who performs authentication steps, leading to implementation errors and increased support requests.

Solution

Convert all procedural steps to active voice, clearly specifying whether the developer, system, or API performs each action.

Implementation

1. Audit existing API docs for passive constructions 2. Identify the actor for each step (developer, server, API) 3. Rewrite using active voice with clear subjects 4. Test revised instructions with developers 5. Monitor support ticket reduction

Expected Outcome

Developers complete API integration 40% faster with fewer authentication errors and reduced support escalations.

User Manual Procedures

Problem

Complex software procedures written in passive voice leave users uncertain about their role versus automatic system actions.

Solution

Restructure all user procedures using active voice to clearly distinguish user actions from system responses.

Implementation

1. Map each procedure step to either user or system action 2. Rewrite user steps with 'you' as subject 3. Rewrite system steps with specific system components as subjects 4. Use consistent verb tenses throughout 5. Validate with user testing sessions

Expected Outcome

User task completion rates increase by 35% with significantly reduced confusion about manual versus automatic steps.

Troubleshooting Guides

Problem

Passive voice in troubleshooting documentation obscures responsibility for diagnostic steps, making problem resolution slower and less effective.

Solution

Transform troubleshooting steps into active voice commands that clearly direct user actions and system checks.

Implementation

1. Convert diagnostic questions to active voice prompts 2. Specify who performs each troubleshooting step 3. Use imperative mood for user actions 4. Clearly state expected system responses 5. Test guides with support team and users

Expected Outcome

Support resolution time decreases by 25% as users can independently follow clearer diagnostic procedures.

Installation Documentation

Problem

Installation guides with passive voice create ambiguity about user actions versus automatic processes, resulting in incomplete or failed installations.

Solution

Rewrite installation steps using active voice to explicitly indicate when users must act versus when systems automatically respond.

Implementation

1. Separate manual user steps from automatic system processes 2. Use active voice imperatives for user actions ('Download the file') 3. Use active voice descriptions for system actions ('The installer creates a directory') 4. Add clear indicators for wait times and automatic processes 5. Validate with fresh installation testing

Expected Outcome

Installation success rate improves by 50% with users reporting greater confidence in following the step-by-step process.

Best Practices

✓ Use Strong Action Verbs

Choose specific, concrete verbs that clearly indicate the action being performed. Strong verbs eliminate ambiguity and create more engaging documentation.

✓ Do: Use precise verbs like 'configure,' 'authenticate,' 'validate' instead of weak verbs like 'is' or 'are'
✗ Don't: Rely on linking verbs or vague action words that don't clearly indicate what the reader should do

✓ Lead with the Actor

Start sentences with the person or system performing the action to immediately establish who is responsible for each step in your documentation.

✓ Do: Begin with 'You configure the settings' or 'The system validates credentials' to clarify responsibility
✗ Don't: Bury the actor in the middle or end of sentences, creating confusion about who performs the action

✓ Convert 'By' Phrases Strategically

Identify passive constructions that include 'by [actor]' phrases and restructure them to place the actor as the sentence subject.

✓ Do: Transform 'The file is processed by the system' to 'The system processes the file'
✗ Don't: Simply remove 'by' phrases without restructuring, which can eliminate important information about who performs actions

✓ Maintain Consistency Across Sections

Establish voice patterns for different types of content (user actions, system responses, conceptual explanations) and apply them consistently throughout your documentation.

✓ Do: Create style guidelines specifying when to use active voice for different content types and train your team accordingly
✗ Don't: Mix active and passive voice randomly within similar content sections, which creates inconsistent user experience

✓ Balance Clarity with Natural Flow

While active voice improves clarity, some sentences benefit from passive construction for emphasis or flow. Learn when passive voice serves your documentation goals better.

✓ Do: Use passive voice when the action is more important than the actor, or when the actor is unknown or irrelevant
✗ Don't: Force active voice in every sentence without considering whether it improves comprehension and readability

How Docsie Helps with Active Voice

Modern documentation platforms provide powerful tools to help teams implement and maintain active voice consistently across their content libraries. These platforms streamline the writing process while ensuring voice consistency at scale.

  • Real-time Writing Assistance: Integrated grammar and style checkers automatically identify passive voice constructions and suggest active alternatives during content creation
  • Style Guide Enforcement: Customizable writing rules ensure teams maintain consistent active voice standards across all documentation projects
  • Collaborative Review Workflows: Built-in review processes help editors identify and correct voice inconsistencies before publication
  • Content Analytics: Track readability metrics and user engagement to measure the impact of active voice improvements on documentation effectiveness
  • Template Standardization: Pre-built templates with active voice examples help writers maintain consistency across different content types
  • Version Control Integration: Track voice improvements over time and maintain quality standards as documentation evolves
See How Docsie Can Help

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