Using inclusive language in the workplace

Inclusive language is where you proactively use words, phrases or expressions that are welcoming to everyone, and where possible, don’t exclude people because of their race, gender, sexual orientation or disability. Examples of using inclusive language can include: 

• Introducing yourself using gender pronouns or using gender pronouns in your email signature.
• Avoid using words like “guys” when referring to a group of people – and instead using gender neutral terms, like “everyone”, “folks” or “staff”.
• Don’t assume everyone has a mum and dad, and instead use words like “guardians” or “parents”.
• Avoid using idioms or phrases that international employees/customers may not understand.
• Avoid discriminatory language or assumptions based off stereotypes of certain groups.
• Don’t generalise groups with your language, just because of one similarity such as religion, race, gender, disability or sexual orientation.
• Recognise that everyone is an individual.

Most importantly if you are unsure – simply ask. Inclusivity is still a new concept that a lot of people are having to adapt to. It is fine if you don’t know something, but make people aware you want to learn how to use language that affects them more inclusively.

By using inclusive language, you can reach wider audiences by writing and speaking in a way that resonates with everyone.

For language or any form of communication to be effective, it needs to resonate with a wide audience. Inclusive language acknowledges the diverse groups of people in our society, and in turn, respects who they are as individual as well as being sensitive to differences. 

Language is growing increasingly fluid by the day and therefore meanings and connotations of certain words or phrases can change, meaning it is easier to apply inclusive language principles than always having to learn new appropriate words or phrases as they too can change in meaning over time, and may not be appropriate later

Ultimately, inclusive language is an easy way to make people feel a sense of belonging, and can open communication with new or missing colleagues or audiences.

By being more creative with the way you speak to people – whether that is in person, over the phone or online, you are ensuring that no one is excluded.

Benefits of using inclusive language:

• It enables deeper thinking into how we all perceive one another.
• It creates an inclusive work environment where everyone feels safe to be their true selves.
• Staff won’t fear talking about any issues they are experiencing.
• Everybody will feel seen and accepted for who they are.
• Language changes all the time, and by staying open to changes in language, your workplace will be able to change with the times.
• It challenges both conscious and unconscious bias.
• It highlights to colleagues, customers, or anyone you meet because of your job that you practice inclusivity.

No one is perfect, we are all human and it is totally acceptable to make mistakes. If you do make a mistake, things to consider include: 

• Apologise and correct what you have said/written. 
• Ask if you are unsure. 
• Let people share information if they are comfortable doing so. 
• Don’t expect people to divulge their private information, unless they are comfortable sharing it. 
• Make sure to listen, hear and interact with your colleagues to broaden your horizons. 

Inclusive language can encompass anything from emails, social media, websites, promotional or marketing materials and any other form of communication.

By recognising where inclusion is missing, you can take your first step in creating a more equal workplace. 

If you are interested in implementing an inclusive language policy in your workplace, please speak to your Equalities Representative, or contact our equalities team at equalities@community-tu.org.  

Visit our Equalities Hub to find resources, advice, and training on how you can make your workplace more inclusive. 

If you are passionate about equality and want to play a direct role in making your workplace inclusive for all, you may be interested in becoming a Community Equalities Representative. In this role, you will become a champion for underrepresented groups at work to ensure no one is left behind. Click here to find out more and register your interest.