4. Master Techniques Like Active Voice and Parallel Structure for Clarity

If phrases like “active voice” and “parallel structure” sound suspiciously like something your grammar-obsessed English teacher would scrawl on your high school essays, take a deep breath. No need for flashbacks—these are actually simple and powerful tools designed to give your writing clarity, energy, and professionalism. Using active voice and parallel structure is like adding seasoning to your favorite dish: it turns bland and lifeless writing into compelling, flavorful communication your readers will devour.

Ready to make your writing clear, confident, and engaging? Let’s dive into these powerful techniques—no grammar anxiety allowed!

Part 1: Active Voice—Because Passive Voice Is Like Watching Paint Dry

Let’s start with active voice, the writing equivalent of a strong cup of coffee. Active voice puts your reader directly into the action. It clearly identifies who’s doing what, keeping your sentences energetic and straightforward.

Active voice clearly states who’s performing the action:

Active: “The sales team achieved record-breaking results last quarter.”

Passive voice hides the actor and weakens the sentence:

Passive: “Record-breaking results were achieved last quarter.”

See the difference? Active voice injects life into your writing, making it engaging, clear, and dynamic.

How to Spot Passive Voice (and Kick It to the Curb)

Look for these clues in your writing:

The sentence emphasizes the action rather than who performs it.

It contains forms of “to be” verbs (“is,” “was,” “were,” “been,” “being”) plus a past participle (“achieved,” “completed,” “delivered”).

The actor (the person doing the action) is either hidden or mentioned at the very end.

Examples:

Passive: “The proposal was reviewed by the committee.”

Active: “The committee reviewed the proposal.”

Passive: “Mistakes were made in the budget calculation.”

Active: “We made mistakes in the budget calculation.”

Notice how active voice immediately clarifies responsibility and makes your writing punchy and authoritative.

When Passive Voice Can Stay (Rarely)

Sometimes passive voice makes sense—when the action matters more than the actor, or when the actor is unknown or irrelevant:

“The product was shipped yesterday.” (We don’t need to specify who shipped it.)

“My phone was stolen.” (You don’t know who stole it, just that it’s gone.)

But most of the time, active voice is your best friend. It gives your writing clarity, energy, and professionalism—exactly what business writing demands.

Part 2: Parallel Structure—Consistency Is Key (and Easy on the Eyes)

Parallel structure might sound intimidating, but it’s simply about keeping your lists and sentence structures consistent. Imagine parallel structure as a neatly organized closet: easy to look at, easy to navigate, and incredibly satisfying.

What Is Parallel Structure?

Parallel structure means using the same grammatical pattern for items in a list or for similar ideas within a sentence. It makes your writing easier to read and more professional.

Non-parallel structure (messy and awkward):

“Our goals are increasing profits, to improve customer satisfaction, and better staff training.”

Parallel structure (clear and neat):

“Our goals are to increase profits, to improve customer satisfaction, and to enhance staff training.”

See the difference? Your reader’s brain loves consistency—it makes comprehension effortless and your message more powerful.

How to Master Parallel Structure

Follow these simple rules:

Match grammatical forms: Keep all list items the same (verbs with verbs, nouns with nouns).

Use consistent patterns: If you start with verbs (“planning, drafting, revising”), don’t suddenly switch to nouns or adjectives.

Balance sentence structures: Parallelism makes your sentences rhythmically pleasing and easy to follow.

Examples of Parallelism in Action:

In bullet lists:

Non-parallel:

“Complete the sales report”

“Meeting with the client”

“We’ll review the new policies”

Parallel:

“Complete the sales report”

“Meet with the client”

“Review the new policies”

Within sentences:

Non-parallel: “We offer excellent products, fast service, and our prices can’t be beat.”

Parallel: “We offer excellent products, fast service, and unbeatable prices.”

Your sentences flow smoothly, your ideas resonate clearly, and your readers remain engaged and focused. Everyone wins.

Quick Checklist: Mastering Active Voice and Parallel Structure

Keep these quick tips handy:

Active Voice Checklist:

Clearly state who’s performing the action.

Avoid passive phrases (“was done,” “were completed”).

Rewrite sentences to clarify actors and actions.

Parallel Structure Checklist:

Match grammatical structures consistently.

Balance lists and sentence elements.

Read aloud—parallel sentences have a natural rhythm.

Real-World Example: Transforming Writing with Active Voice and Parallel Structure

Let’s put everything together in a realistic scenario:

Original (Passive voice, no parallel structure):

“The sales report was completed, profits were increased significantly, and improvement was seen in customer feedback.”

Revised (Active voice, parallel structure):

“We completed the sales report, increased profits significantly, and improved customer feedback.”

Notice the transformation? The revised sentence clearly identifies who acted, makes the list items consistent, and immediately clarifies meaning. It’s crisp, professional, and easy to understand—exactly what your readers want.

Mastering These Techniques: Your Secret Weapon for Clarity

Using active voice and parallel structure isn’t about following arbitrary grammar rules. It’s about making your writing powerful, clear, and effective. Your readers quickly understand your message, your professional credibility rises, and your writing becomes engaging and impactful.

Think of these techniques as your writing superpower: instantly boosting clarity, readability, and professionalism. It’s the difference between writing that readers struggle to get through and writing that readers actually enjoy.

Ready to put these powerful tools to work and ensure your writing always sounds professional, clear, and polished? Great! Let’s keep sharpening those skills and ensure your grammar, punctuation, and mechanics match your newfound clarity.