Active voice in process descriptions makes instructions clearer and more engaging.

Title: Why Active Voice Makes Process Instructions Click

If you’ve ever tried to follow a set of steps and found yourself wobbling between “this makes sense” and “what exactly is doing what?” you’re not alone. In technical writing, the way you describe steps matters as much as the steps themselves. When the goal is to guide someone through a task, the narrative perspective you choose can be the difference between clarity and confusion. So, what perspective should you use in process descriptions? The short answer: active voice, in either the first or the third person.

Let me explain why this matters right from the start. Process descriptions aren’t just about listing actions; they’re about making it easy for readers to picture what to do next. The reader wants to see who does what, when, and in what order. Passive voice and ambivalent phrasing can blur responsibility and slow comprehension. By using an active construction, you shine a light on the action and the actor, which helps readers move through the steps with confidence.

First person or third person? The choice isn’t about a rigid rule so much as about the tone you want to strike and the context of the document. Active first person (“I tighten the bolt and then secure the pin”) creates a direct, instructional vibe. It can feel like mentoring or hands-on guidance. Active third person (“The technician tightens the bolt and then secures the pin”) preserves a bit more formality while keeping the actions crystal clear. Either way, the subject is performing the action, so the steps stay energizing and easy to follow.

The opposite path—the passive voice—slows readers down. When the sentence centers on the action but not on who does it (“The bolt is tightened, followed by pin insertion”), the sense of immediacy drops. Readers have to ask: who does the tightening? Who performs the insertion? That extra mental step can lead to hesitation, especially in fast-paced procedures or safety-critical contexts. Passive constructions aren’t always wrong; they’re just less efficient when your aim is clear, actionable guidance.

A quick, practical contrast can help lock this in. Consider a simple task: assembling a quick-start kit.

• Active first person: I tighten the bolt, then insert the pin, and I verify alignment.

• Active third person: The technician tightens the bolt, then inserts the pin, and then verifies alignment.

• Passive voice: The bolt is tightened, the pin is inserted, and alignment is verified.

• Second person (you): Tighten the bolt, then insert the pin, and verify alignment.

Two things stand out here. First, the active sentences (both first and third person) put the reader in the driver’s seat. They say who is doing what right now. Second, the passive sentence, while still correct, feels less energetic and, frankly, a touch vaguer. If you’re writing a manual that people will skim for steps, that energy gap can matter.

When should you lean toward first person, and when is third person a better fit? Here are a few quick guidelines you can keep in mind.

• Use first person for hands-on procedures where the writer is guiding a specific reader or team. If the document is written in a more intimate, bedside-teaching style or if you want to emphasize the operator’s direct responsibility, first person adds a sense of accountability.

• Use third person when you want a more formal tone or when the manual is directed to a broad audience, possibly across multiple sites. Third person still uses an active verb, but it creates a neutral, professional distance.

• Reserve passive voice for contexts where the doer is obvious, or where you want to emphasize the action itself rather than who performs it. Even then, keep it concise and avoid stacking passive phrases.

A few concrete tips to keep your process descriptions crisp

• Start with a clear subject and a strong verb. “The technician assembles,” “I initialize,” “We document.” Short, direct verbs keep steps alive.

• Favor the present tense. It’s immediate and makes the instructions feel timely. “Tighten the screw” sounds right now, not “will tighten.”

• Break steps into short, numbered bullets. Readers appreciate the predictability of a numbered sequence, especially when multitasking.

• Limit nominalizations. Turn nouns back into verbs where you can. Instead of “the tightening of the bolt,” say “tighten the bolt.”

• Keep steps concrete. Include only what’s needed to complete the action. If you must reference a prerequisite or a safety check, separate it clearly from the primary actions.

• Use consistent subject choice. If you start with “The technician,” don’t shift to “I” or “you” in the same section unless you purposefully signal a shift in perspective.

A tiny tour through examples helps cement the point

• Example in first person active: I assemble the kit by aligning the components, then tighten the screws in a clockwise order until snug. I test the fit by pressing firmly near the center.

• Example in third person active: The technician aligns the components and tightens the screws in a clockwise order until snug. The technician tests the fit by pressing firmly near the center.

• Example in passive: The kit is assembled, and the screws are tightened in a clockwise order until snug. The fit is tested by pressing near the center.

• Example that errs on the side of second person: You align the components, tighten the screws, and test the fit. This can work for quick-start guides, but it can feel directive and less collaborative in longer manuals.

If you’re drafting complex procedures, you’ll likely use a mix of sections. A typical flow might look like: setup, steps, verification, and wrap-up. In every part, keep the same voice tip in mind: active, with a clear actor, preferably present tense. This consistency makes the document feel cohesive and easy to navigate. Readers shouldn’t have to hunt for who is doing what; the subject should be obvious as soon as a step appears.

A few more thoughts on tone and context

• For safety-critical manuals, third person active often hits a balanced tone: professional, precise, and easy to audit. “The operator verifies safety interlocks after each step” communicates responsibility and clarity without veering into chilliness.

• In developer-facing or internal how-to guides, a friendly first-person voice can feel approachable. “I run the test, then log the results in the dashboard” invites readers to picture themselves doing the work.

• If you’re creating quick reference sheets, second person can work to create a minimal, directive feel. “Tighten the bolt. Check alignment.” Just be mindful that long sections in second person can start to read as commands rather than guidance.

What about diagrams, screenshots, and visuals?

Great questions. Visuals aren’t just decorations; they’re part of the story you’re telling. When you pair active voice with a diagram that shows who does what, you reinforce comprehension. For example, a simple diagram with a labeled figure caption like “The technician tightens the bolt” aligns the text with what users see. Vivid but precise captions help readers verify the step they’re on, which is especially valuable in complex tasks.

A quick checklist you can apply while you write

• Is the doer of the action clearly identified in every step?

• Is the verb active and specific (avoid “do” as a generic filler)?

• Is the sequence logical and easy to skim (numbers, bullet points, or headings)?

• Have I minimized passive constructions without sacrificing necessary formality?

• Do the sentences stay close in length, with a comfortable rhythm?

Common pitfalls to watch for

• Mixing voices without a clear reason. If you switch from “The technician tightens…” to “I assemble…,” readers might feel unanchored.

• Overloading steps. If a single step becomes a paragraph, consider splitting it; readers should not need to reread to catch the action.

• Slipping into vague terms. “Ensure proper alignment” is less actionable than “Align edges A and B and tighten the screw until the gap is even.”

• Ignoring safety language. If a step carries risk, call out the need for PPE or a check in a precise, direct way.

The bigger picture: why this perspective matters in technical communication

Process descriptions aren’t just about what to do; they’re about clarity, trust, and confidence. When readers see a clear actor performing each action, they can visualize the sequence, anticipate the next move, and proceed without hesitation. That immediacy matters in settings ranging from the lab bench to the assembly line, from service manuals to field guides. The right perspective signals competence; readers feel guided rather than guesswork.

If you’re polishing a document, ask a simple question at the end of each section: “Who does what here, and is it obvious?” If the answer isn’t clear, rewrite with an active subject and a precise verb. Sometimes a tiny change—changing “the procedure is followed” to “the technician follows the procedure” — can transform a page from meh to magnetic.

A parting thought

The human brain loves verbs that act. Process descriptions, when written with active voice and a clear subject in either the first or the third person, invite readers to participate in the task. They don’t just read about the steps; they feel the steps. They picture the bolt being tightened, the pin sliding home, the check a reader performs to confirm success. That sense of involvement is what turns a set of instructions into a reliable guide.

If you’re revising a document right now, try this quick exercise: take a single step written in passive voice and rewrite it in active voice, choosing either first or third person. Compare the impact. You’ll probably notice the action becomes more concrete, more direct, and—most importantly—more helpful to someone ready to get things done.

In the end, it isn’t about choosing a single “best” voice across all contexts. It’s about selecting the approach that makes the task clear, the steps compelling, and the reader confident. Active voice with a precise subject—whether you’re narrating in the first person or presenting actions in the third—does exactly that. It keeps readers oriented, engaged, and ready to proceed. And isn’t that what good technical communication should do?