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.
A common mistake is to choose an active form without checking whether the subject is doing the action or receiving it.
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
In a passive sentence, the agent may be omitted when it is unknown, obvious, or not important to the message. The sentence can focus on the action or its result instead.
The documents ___ to the manager yesterday.
The documents did not send themselves. Someone sent them, but that person is not named. The sentence needs a passive form.
MTC move: Ask whether the subject is doing the action, or receiving the action.
Can the subject do the action?
A useful first check is to look at the subject before the blank and ask whether the sentence presents it as doing the action, undergoing an event, or receiving an action.
The team ___ the client an email yesterday.
The team can send an email, so the active form works.
The email ___ yesterday.
The email did not send itself. Someone sent it, so the sentence needs a passive form.
Passive voice can focus on the result
Passive voice is useful when the action, result, or affected thing is more important than naming who performed the action.
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.
This pattern is relevant to TOEIC Reading because workplace sentences may focus on actions and results without naming the agent. Check whether the subject performs the action or receives it.
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 what role the subject has with this verb: actor, participant in an event, or receiver of an action.
Accuracy note: Active voice does not always mean a deliberate human actor. With verbs such as arrive, increase, start, and change, the subject can participate in the event without receiving an action.
Active or passive check: arrived or delivered?
This is a useful active/passive distinction. Arrive is intransitive in this pattern, while deliver can form a passive because someone delivers the package.
The package ___ before noon.
Best answer: arrived or was delivered, depending on the intended meaning
This example is intentionally not registered as a scored self-check because both “arrived” and “was delivered” are grammatical with different meanings.
The package arrived means it reached the place. The package was delivered means someone delivered it. “Was arrived” does not work.
In a single-answer TOEIC question, the surrounding words must make one meaning fit better than the alternatives. This source example intentionally shows two grammatical possibilities with different meanings.
Clues after the blank: strong clues and context clues
Words after the blank can help, but not all clues have the same value. A by + agent phrase strongly supports a passive reading; destination and time phrases mainly provide context.
by the manager
The report was reviewed by the manager.
Strong passive clue: this can name the agent.
to the customer
The documents were sent to the customer.
Context clue only: this marks a recipient or destination, not voice by itself.
before the meeting
The materials were prepared before the meeting.
Context clue only: this marks time, not active or passive voice.
last week / yesterday
The contract was signed last week.
Tense clue only: this helps with time reference, not voice by itself.
Use these phrases as context rather than automatic answer keys. By the manager can identify the passive agent; to the customer, before the meeting, and time expressions do not by themselves prove passive voice.
Common passive forms
The core pattern is be + past participle. The form of be changes for tense and agreement, while the past participle carries the lexical verb.
was / were + past participle
was sent
were reviewed
was completed
has / have been + past participle
has been approved
have been updated
has been confirmed
will be + past participle
will be delivered
will be announced
will be processed
modal + be + past participle
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.
2. The sales team ___ the proposal before the deadline.
3. The new policy ___ next month.
The MTC five-second active/passive check
When you see an action-word question, use this short MTC coaching routine 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
The labels below are MTC coaching labels, not diagnoses. A single missed item is not enough to identify a Learning Block; look for a repeated pattern across several questions, timed sets, or sessions.
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
Passive sentences do not always name the person or thing that performed the action. They can instead focus 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 can help you investigate repeated patterns such as rushing, overthinking, translating, or memorising without applying the language. Use repeated evidence rather than one missed question.
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