Why “They Sent the Email” Is Not Always the Right TOEIC Choice
In TOEIC Part 5, the sentence does not always name the person who did the action. Sometimes the focus is on the document, email, order, package, or decision.
That is where many test-takers choose the wrong answer. They look for an active action word when the sentence needs a “done to” form.
This page shows you how to decide whether the subject is doing the action, or whether something is being done to it.
The hidden “who did it?” trap
TOEIC often removes the person who did the action. The sentence gives you the result, not the actor.
The documents ___ to the manager yesterday.
Answer: were sent
The documents did not send themselves. Someone sent them, but that person is not named. The sentence needs the “done to” form.
TOEIC move: Ask whether the subject is doing the action, or receiving the action.
Can the subject do the action?
This is the fastest check. Look at the subject before the blank and ask: can this person or thing naturally do this action?
The team ___ the email yesterday.
Answer: sent
The team can send an email, so the active form works.
The email ___ yesterday.
Answer: was sent
The email did not send itself. Someone sent it, so the sentence needs the “done to” form.
Business English often focuses on the result
In workplace English, the person who did the action is not always important. The result is often more important.
The order was shipped on Monday.
The focus is the order, not the person who shipped it.
The changes were approved by the board.
The focus is the approval result. “By the board” tells us who approved them.
The contract has been signed.
The action is complete. The signer may not be named.
The files were uploaded before noon.
Someone uploaded them, but the sentence focuses on the files.
TOEIC uses this business style often. The key is to notice whether the subject is the actor or the result of the action.
Be careful: thing-subjects are not always passive
A common mistake is thinking: “If the subject is a thing, choose passive.” That is too simple.
Some things can naturally do certain actions in English.
The package arrived.
A package can arrive. Do not say “was arrived”.
Sales increased last quarter.
Sales can increase. This is not passive.
The meeting started at 9 a.m.
A meeting can start. This is active.
The price changed unexpectedly.
A price can change. This is active.
Better rule: Do not ask only “Is the subject a thing?” Ask “Can this subject naturally do this action?”
TOEIC-style check: arrived or delivered?
This is a common TOEIC-style distinction. One action can happen by itself in the sentence. The other is done by someone.
The package ___ before noon.
Best answer: arrived or was delivered, depending on the intended meaning
The package arrived means it reached the place. The package was delivered means someone delivered it. “Was arrived” does not work.
In a real TOEIC question, the surrounding words decide which answer fits best.
Clue phrases after the blank
Words after the blank often show whether the sentence needs the “done to” form.
by the manager
The report was reviewed by the manager.
to the customer
The documents were sent to the customer.
before the meeting
The materials were prepared before the meeting.
last week / yesterday
The contract was signed last week.
These phrases do not automatically prove the answer, but they often help you see the sentence structure quickly.
Common TOEIC “done to” forms
You do not need to memorise every grammar label. You need to recognise the common business patterns.
was / were + action
was sent
were reviewed
was completed
has / have been + action
has been approved
have been updated
has been confirmed
will be + action
will be delivered
will be announced
will be processed
must be + action
must be submitted
should be checked
can be accessed
Quick TOEIC check
Choose the best answer. First decide whether the subject is doing the action or receiving it.
1. The application ___ by the hiring manager yesterday.
Answer: was reviewed
2. The sales team ___ the proposal before the deadline.
Answer: submitted
3. The new policy ___ next month.
Answer: will be implemented
The five-second TOEIC check
When you see an action-word question, use this short process before choosing.
Find the subject
What word or phrase comes before the blank?
Ask: actor or receiver?
Is the subject doing the action, or is the action done to it?
Check the clue words
Look for by, to, before, yesterday, next month, or other time/result clues.
Check the form
Choose the form that matches the subject and the time.
Common mistake patterns
This trap often appears when learners know the word, but do not check the sentence role under time pressure.
Speed Trap
You see a familiar action word and choose too quickly.
Translator
You translate the sentence, but do not check who is doing the action.
Memoriser
You recognise passive forms in a list, but miss them inside a TOEIC sentence.
Over Thinker
You know both forms are possible in English, but cannot decide which fits this sentence.
Final Word: check who is doing the action
TOEIC does not always name the person who did something. Often, the sentence focuses on the document, order, email, package, policy, or result.
The useful habit is simple: find the subject, ask whether it is doing the action or receiving the action, then choose the form that matches that meaning.
Do not choose passive just because the subject is a thing. Choose it when the thing is receiving the action.
Want to know why Part 5 grammar keeps costing you points?
If you miss questions like this, the problem may not be grammar knowledge alone. It may be how quickly you identify the role of each word under time pressure.
The My TOEIC Coach Learning Block Diagnostic helps you identify whether your mistakes come from overthinking, rushing, translating, memorising without using, passive listening, or fatigue.
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