Passive voice weakens grant writing by obscuring who performs actions and creating wordy, indirect sentences. According to grant professional research, proposals written predominantly in active voice score 18% higher on reviewer clarity ratings than passive-heavy proposals—directly improving funding success rates. Active voice shows funders who does what, demonstrating organizational capacity.
10 Common Passive Phrases and Their Active Fixes
Passive to Active Conversion Table
| ❌ Passive (Weak) | ✅ Active (Strong) | Why It's Better |
|---|---|---|
| "Services will be provided" | "We will provide services" or specify: "Case managers will provide weekly counseling" | Shows who delivers services |
| "Data will be collected" | "Program staff will collect data through monthly surveys" | Clarifies who and how |
| "Participants will be served" | "We will serve 100 participants" or "We will teach job skills" | Concrete actions replace vague description |
| "Training is provided" | "We train participants" or "Certified instructors train staff" | Shows organizational capacity |
| "It is expected that..." | "We expect..." or "Research shows..." | Creates accountability |
| "Outcomes will be achieved" | "We will achieve 85% job placement" | Confident, specific |
| "Support is given to families" | "Case managers support families" | Names the actor |
| "Reports will be submitted" | "Project director will submit monthly reports" | Clear responsibility |
| "Meals are delivered" | "Volunteers deliver meals daily" | Identifies who does the work |
| "The program was implemented" | "We implemented the program" | Takes ownership |
How to Identify Passive Voice
Look for this pattern: "to be" verb (is, are, was, were, will be) + past participle (-ed ending)
The "By Zombies" Test
Add "by zombies" after the verb. If it makes grammatical sense, it's passive:
- "The decision was made" (by zombies) ✓ = passive
- "We made the decision" (by zombies) ✗ = active
- "Meals are delivered" (by zombies) ✓ = passive
- "Volunteers deliver meals" (by zombies) ✗ = active
Why Active Voice Demonstrates Capacity
What Funders Learn from Voice Choice
| Passive Says | Active Shows |
|---|---|
| "Services will be provided" (by whom?) | "Our clinical director will supervise three case managers" (clear staffing) |
| "Outcomes will be achieved" (how?) | "We will achieve 85% placement through employer partnerships" (shows method) |
| "Reports will be submitted" (by whom?) | "Project director will report monthly" (clear accountability) |
When Passive Voice Is Acceptable
- Unknown actor: "The building was constructed in 1985" (builder irrelevant)
- Emphasizing recipient: "Participants will be matched with mentors" (focus on participants)
- Standard research phrasing: "Surveys will be administered quarterly" (common in methods)
Rule: Aim for 90%+ active voice. Strategic passive for specific effect is fine; habitual passive weakens everything.
Revision Process
- Draft freely without worrying about voice (get ideas down)
- Run grammar check to flag passive constructions
- For each passive sentence: Find the hidden actor → Make them the subject → Use strong verb
- Read aloud—passive sounds awkward when spoken
Page Limit Benefits
Active voice saves 20-30% word count:
- Passive: "Training is provided to staff" (5 words)
- Active: "We train staff" (3 words)
- Across 15-page proposal: saves 1-2 pages for additional content
Frequently Asked Questions About Passive Voice
Should I eliminate ALL passive voice?
No—aim for 90% active voice. Some passive constructions serve specific purposes (unknown actor, emphasis on recipient). But habitual passive voice weakens your entire proposal. Make passive a conscious choice, not a default.
Do grant reviewers really notice passive voice?
Not consciously—but they notice unclear writing. Reviewers don't think "too much passive voice." They think "this is vague" or "who's responsible for this?" Active voice creates the clarity reviewers reward.
How do I fix "It is expected that outcomes will be achieved"?
Remove "It is" and add a subject. "We expect to achieve these outcomes" or better: "We will achieve 85% job placement based on our pilot program results." Specify who expects, what outcomes, and why you're confident.
Can AI help identify passive voice?
Yes, AI tools like River's Passive Voice Checker automatically highlight passive constructions. Paste your proposal draft, and the AI identifies every passive sentence, suggests active alternatives, and shows how much word count you'd save by revising.
Eliminating passive voice creates clearer, more persuasive proposals that demonstrate organizational capacity. Use River's Passive Voice Checker to strengthen your grant writing and improve funding success rates.