Using The Passive Voice in Business Presentations

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In today’s newsletter:

• Using The Passive Voice in Business Presentations

• Quote of the day: ‘Rome wasn’t built in a day’

• We value your feedback - Your opinion helps us improve

• Word of the day: Authoritative

• Interactive Quiz - Test your Knowledge

• Whenever you are ready, here is how I can help you

Using The Passive Voice in Business Presentations

How to sound more authoritative when presenting

I am working on presentation skills with some business executives from Dubai, and I discovered I could transform their credibility with one simple change.

Last week, during practice, one executive presented his market forecast: "I think the industry will grow at 20% a year." It was a solid prediction based on careful market analysis, yet it sounded like a personal opinion rather than professional assessment. I suggested a simple revision: "It is thought that the industry will grow at 20% a year." Suddenly he wasn't sharing his opinion, he was presenting industry consensus.

That one shift, from active to passive voice, changed how his entire presentation was perceived.

What is the Passive Voice?

While an active sentence emphasises the person or thing doing the action, the passive voice emphasises what was affected rather than who did it.

For instance:

Active: 'Someone has broken the photocopier'

Passive: 'The photocopier has been broken'

Notice how the broken photocopier becomes the focus, whilst the person who broke it disappears from the sentence entirely.

How to Form the Passive Voice in 4 Steps

Let's look at how to change an active sentence into the passive.

Step 1: The object (the photocopier) becomes the new subject

Step 2: Add the verb 'to be' in the appropriate tense (here: 'has been')

Step 3: Change the main verb to its past participle form (broken)

Step 4: Add 'by' + the original subject at the end

Passive: 'The photocopier has been broken by someone'

Important for presentations: If we do not know who did the action, or if it is obvious or irrelevant, we often omit the 'by' phrase entirely:

This is particularly useful in business presentations where the focus should be on results, not blame.

Table of Transformations

Here are some common transformations with business English examples:

Why Use Passive Voice in Presentations

When presenting, it is important to sound authoritative, and using the passive voice is an ideal tool to achieve this.

The passive voice transforms how your audience perceives your message. For instance, saying "Revenue was increased by 15%" sounds more objective than "We increased revenue by 15%", shifting focus from your team to the results themselves.

Let's examine three uses of the passive in presentations.

Three Ways to Use the Passive Voice

1. Presenting Industry Insights and Forecasts

When presenting market predictions, industry trends, or research findings, use phrases such as "It is thought that...", "It is believed that...", "It is expected that...", "It is estimated that...", and "It is projected that..." to shift your statement from personal opinion to established consensus. These phrases signal that you're presenting widely-held professional views rather than your own speculation.

Example:

• Before: "I think the industry will grow at 20% a year"

• After: "It is thought that the industry will grow at 20% a year"

The second version sounds like informed industry analysis rather than personal opinion.

2. Results and Achievements: Highlighting Outcomes Over Actors

When presenting company results, project outcomes, or business achievements, the passive voice keeps the focus on what was accomplished rather than who accomplished it.

This approach sounds more objective and professional, particularly when presenting positive results without appearing boastful, or discussing challenges without blaming someone.

Example:

• Before: "We increased revenue by 22% this quarter"

• After: "Revenue was increased by 22% this quarter"

The passive version emphasises the impressive result whilst maintaining professional modesty. However, there are occasions when you would use the active voice to praise someone or a team/department.

3. Process Descriptions: Explaining How Systems Work

When describing business processes, manufacturing procedures, or service delivery, the passive voice makes your company's systems sound established and professional.

This approach is particularly effective when explaining how products are made, services are delivered, or procedures are followed.

Example:

• Before: "First, we source materials from suppliers. Then we assemble components in our facility. Finally, we test each product before shipping"

• After: "First, materials are sourced from suppliers. Then, components are assembled in our facility. Finally, each product is tested before shipping"

The passive version describes a systematic process that exists independently of any particular person or team.

When NOT to Use the Passive

Whilst the passive voice enhances authority in many presentation contexts, there are important situations where active voice is the better choice.

Taking Personal Responsibility

When acknowledging mistakes or taking ownership of decisions, active voice shows leadership and accountability.

Example:

• Passive: "Errors were made in the implementation"

• Active (better): "We made errors in the implementation, and here's how we're fixing them"

The active version demonstrates responsibility rather than hiding behind impersonal language.

Sharing Personal Stories and Experiences

When building rapport with your audience through anecdotes or personal insights, active voice creates connection and authenticity.

Example:

• Passive: "The company was founded in 2015"

• Active (better): "I founded the company in 2015 after working in the industry for ten years"

Personal stories require personal voice to be effective.

Describing Direct Actions and Clear Agency

When you want to emphasise who did something, particularly when crediting teams or highlighting leadership, active voice is more natural and engaging.

Example:

• Passive: "The new strategy was developed over six months"

• Active (better): "Our marketing team developed the new strategy over six months"

The active version gives proper credit and sounds more dynamic.

Conclusion

Balance is key to effective presentations.

The most successful presenters use both passive and active voice strategically. Use passive voice when you want to sound objective, authoritative, and focused on results, particularly for industry forecasts, achievements, and process descriptions. Use active voice when you want to show personal responsibility, build connection through stories, or give dynamic credit to teams.

What presentation will you transform this week?

Quote of the Day: “Rome wasn’t built in a day.”

This ancient proverb uses the passive voice perfectly. Notice how we focus on Rome (the achievement) rather than who built it. The same principle applies to your presentations: focus on the results and processes, not just who did them.

We Value Your Feedback!

Your opinion helps us improve and lets you suggest topics or ask Business English questions for future issues.

Word of the day: Authoritative

Authoritative - adjective - commanding and confident; able to be trusted as being accurate or true; having authority or showing expertise in a particular subject

Literal Meaning: Authoritative comes from the Latin "auctoritas," meaning "invention, advice, opinion, influence, or command." It originally described those who had the power to give commands or whose opinions carried weight. Today, it describes both people who command respect and information that can be trusted as accurate.

Business English Context: In professional settings, "authoritative" describes communication, presentations, sources, and individuals that command credibility and respect. It's particularly valuable when discussing how to present information convincingly or when evaluating the reliability of sources and expertise.

Common Business Collocations:

• Authoritative source - a reliable, expert source of information

• Authoritative tone - a confident, commanding manner of speaking or writing

• Authoritative voice - speaking with confidence and expertise

• Authoritative manner - a commanding, confident way of behaving

• Authoritative presence - projecting confidence and expertise

• Authoritative guide - a comprehensive, expert reference

• Authoritative statement - a definitive, expert declaration

Professional Applications:

• Presentations: "The passive voice made his financial forecast sound more authoritative" (= credible and expert)

• Research: "We consulted authoritative sources before making our recommendation" (= reliable, expert sources)

• Leadership: "Her authoritative manner in meetings inspires confidence in the team" (= commanding, confident style)

Interactive Quiz: Test Your Knowledge

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Disclaimer:

This newsletter is for informational and educational purposes only and should not be construed as financial advice. The information contained herein is generic and does not take into account your individual financial circumstances. You should always consult with a qualified financial professional before making any investment or financial decisions.

Additionally, the authors and/or publishers of this newsletter may hold investments in securities or other financial instruments mentioned herein. These are included for illustrative purposes only and should not be taken as a recommendation to buy or sell such securities or financial instruments.