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Making letters and emails gender-inclusive
An English post about the Translation Bureau’s recommendation on gender-inclusive writing in correspondence.The Translation Bureau recently published a linguistic recommendation on gender inclusivity in correspondence. In it, we describe some simple techniques you can use to write letters and emails that are inclusive of all gender identities. Understanding gender identity According to the Translation Bureau’s Gender and sexual diversity glossary, gender identity is “a person's internal and deeply-felt sense of being man or woman, both, or neither.” Someone who doesn’t identify with the masculine or feminine gender is referred to as having a non-binary gender identity. The solution to a current issue Our recommendation on gender inclusivity in correspondence addresses a very current issue. Let’s put things into context. In 2017, the Government of Canada announced that Canadians could now indicate a gender other than male or female when applying for a passport. And some provincial governments have also implemented a gender-neutral choice on identification documents like driver’s licences and health cards. As a result, government departments and other organizations turned to us for advice on the following question: How do you draft correspondence that is inclusive not only of both sexes but also of non-binary gender identities? Our recommendation answers that question. Gender-inclusive correspondence Certain parts of a letter have traditionally included an indication of gender. For example, in the inside address, the receiver’s name usually begins with a courtesy title (most often, either “Mr.” or “Ms.”) that reflects the gender of the receiver. And the salutation usually contains the same courtesy title: “Dear Ms. Brown,” “Dear Mr. Smith.” Moreover, when we don’t know the receiver’s name, we have been told in the past to use a salutation like “Dear Sir or Madam” in order to include both sexes. This last solution is part of what we call “non-sexist writing”: writing that is inclusive of both men and women. The problem with these formulas is that a non-binary person may not identify with them. In order to be inclusive of both sexes and all gender identities, a new approach is needed. Our recommendation Our recommendation explains what we think is the best approach for gender inclusivity when you are writing a letter or an email to the following audiences: individuals whose gender is unknown non-binary individuals (that is, individuals who do not identify with either the masculine or the feminine gender) a diverse group of people (so that no member of the group feels excluded) In our recommendation, we show you how to make the receiver’s address, the salutation, and the body of your message inclusive. To see what we advise, go to the Bureau’s recommendation on gender-inclusive writing in correspondence. Of course, in cases where you know the receiver identifies with the masculine or feminine gender, you can rely on the standard practices for business writing and use courtesy titles like “Mr.” or “Ms.” or other indications of gender. But in cases where you don’t know, use the principles outlined in our recommendation, to be as inclusive as possible. We encourage you to read our recommendation. Do you think it will be useful for your organization or business? Do you already use some of these techniques for gender-inclusive writing in your workplace? Tell us what you think in the comments section.Source: Our Languages blog (posts from our contributors)
Number of views: 269,698
The singular “they” is gaining acceptance
An English blog post on the growing acceptance of the singular “they.”Everyone knows that in English, third-person singular pronouns are “he,” “she,” “one” and “it.” We’ve moved past the notion that the male pronouns can stand in for all humans. But that leaves us with constructions like the one below, right? “Everyone should take his or her books.” Well, actually, no. If you do some digging into the history of English usage, you’ll discover that the rule about male pronouns being used to stand in for male and female was an invention of Victorian grammarians. And that it used to be common to use “they” when referring to a person whose gender you didn’t know. As James Harbeck points out in his blog post called “they”, “… for centuries, English speakers used ‘they’ for gender-indeterminate third person singular, and no one complained.” Even Shakespeare used it. Things changed in the 1700s Harbeck goes into a bit of detail, if you want to read more about how this imposed rule came about. Not surprisingly, it was influenced by beliefs, not by speaking and writing patterns that people commonly use. But singular “they” has stood its ground In fact, the singular “they” now has 2 uses: One is for referring to people when you’re not sure of their gender and you don’t want to use “he” Example: “Everyone should take their books.” The other is for referring to people who don’t identify with “he” or “she” as a gender Example: “Chris should take their books.” There are some fancy names for the two uses, but they can be hard to remember, especially if you aren’t into that aspect of grammar. Gretchen McCulloch, a linguist, sums it up nicely, saying that the two types of singular “they” are specific and nonspecific. She gave examples in a tweet, quoted below: “Nonspecific singular they: ‘someone left their umbrella’ Specific singular they: ‘Alex left their umbrella’" Here’s what people are doing now The “rule” that “they” can’t be used in the singular is deeply rooted in people’s minds. So are editors, linguists and style guides saying anything about it? Yes, they are, and they’re certainly saying a lot. It’s been a hot topic among language professionals for some time, and it really peaked in recent years. Here are some of the most significant announcements. The American Dialect Society declared the singular “they” its Word of the Year in 2015; in 2020, they deemed it to be the Word of the Decade for 2010 to 2019 The Associated Press allows “they” as a singular pronoun when a writer is referring to people who don’t use gendered pronouns The 17th edition of the Chicago Manual of Style allows it in some cases “They” as a substitute for the generic “he”: recommends avoiding it “They” to refer to a specific person: allows the use of “they” to refer to “a specific, known person who does not identify with a gender-specific pronoun such as ‘he’ or ‘she’” The American Psychological Association and the Modern Languages Association now endorse using both specific and generic singular “they” The Government of Canada says that gender-specific language should not be used in legislation and offers the singular “they” as one option to avoid this The Associated Press and Chicago Manual of Style positions are more conservative than what many editors are recommending, as shown by discussions in various online communities of practice. Many editors are encouraging both uses of the singular “they.” But it looks funny You’ll run into people who say that it’s incorrect or it looks funny or they don’t like it. No one is saying we have to use it. But saying someone can’t or shouldn’t use it is wrong. Learn more Read up on the history of the singular “they” and the discussions language professionals are having about it so that you can decide what you’ll do (and what you’ll say to people who still say it’s wrong to use). I’ve compiled the following list: Over 100 articles on the singular “they” (DOC) And if you’ve found any other resources on the topic, feel free to share them in the comments below.Source: Our Languages blog (posts from our contributors)
Number of views: 109,786
Embracing the singular “they” as a gender-neutral pronoun
An English blog post on the use of the singular “they” as a gender-neutral pronoun.Almost nothing about being transgender has been easy for me. Luckily, I’m English-speaking, which means there’s a very simple way to use the pronouns that work best for me. The singular use of “they” and its other grammatical forms (“them”/“theirs”) is the most comfortable pronoun usage for me. I’m a genderqueer, transgender person whose gender presentation is more masculine-of-centre. What does all of that mean? Respect and inclusion It means I’m a human being just like you, who deserves the same amount of respect as my other colleagues. It also means that I don’t feel comfortable being referred to as “male” or “female”; and while I will accept masculine pronouns, using neutral pronouns when speaking of me is the best way to not exclude me. We have an incredible capacity and ability to continually grow the English language, adapting and evolving as our society does. We have many opportunities to grow ourselves, interpersonally, at work and in our wider social circles, by being self-aware and self-educating and by moving with the times, as it were. Evolution of singular “they” The use of singular “they” has been around for centuries, from William Shakespeare to Jane Austen to Charles Dickens. More recently, singular “they” has become normalized via the protections that have been put in place for genderqueer and gender non-conforming (or non-binary) individuals. This is certainly in part thanks to Canada’s Bill C-16. Having basic human rights protections against discrimination towards transgender persons is a great step forward for Canada. As editor Gael Spivak also points out in her blog post, singular “they” has been around for hundreds of years, and it’s here to stay. I’ve had many people ask me what the point is, why I make things harder for myself, why I can’t just “pick one” (meaning “he” or “she”), or inquire about the importance of pronouns and their proper usage. Personal pronouns are linked to identity Pronouns are important as they teach people how to properly refer to the person they’re speaking about. They show people the best way to respect me. They’re important as a part of my identity and an expression of who I am. I know I’m genderqueer as surely as a cisgender person knows they’re not transgender! I don’t use singular “they” in order to make things harder for others, to be trendy, or to push any kind of agenda. I use it because it makes me feel like myself. It’s the right and most comfortable fit for me. Perhaps you don’t feel as attached to your pronouns, but perhaps you’ve never had to assert them as valid. Maybe you haven’t had to assert your personal pronouns as a part of your identity while others have purposefully misused these words to attack you … while others have decided for you that, on the basis of their perception of who you are, you aren’t who you say you are. Learning to use neutral pronouns One of the problems I’ve encountered in the workplace is how to properly use “they” as a singular pronoun. I don’t demand that everyone in my workplace use singular “they” for me, as I’m also comfortable being referred to in the masculine. However, I do normalize singular “they” when speaking about clients or other colleagues, depending on the context. I do tell people that I use “they” pronouns, I wear a “they/them” pronoun pin with my identification card, and I have produced educational materials on neutral pronouns and how to use them. So, how exactly do you use them? Here are a few examples with some fun facts about myself: Christopher is not in today; they went to Iceland on vacation. They have a cat named Agent S. They are always finding ways to help educate others about LGBTQ2+ issues. Using singular “they” pronouns, or any of the neopronouns, takes practice and patience. Patience for yourself as you retrain your brain, and patience from the person whose pronouns you’re attempting not to botch. “Practice makes perfect” holds true for the singular use of “they” pronouns. I invite you to practise: you can start by thinking of all the instances where you already automatically use “they” in the singular. For example, if you receive a phone call but the caller hangs up, you may be likely to say, “I don’t know, they hung up” when someone asks you who called. What other instances can you think of where you have already begun to normalize the use of “they” as a singular pronoun?Source: Our Languages blog (posts from our contributors)
Number of views: 28,607
“Latinx”: What does it mean, and how is it pronounced?
An English blog post about the term “Latinx” and gender-inclusive writing in Spanish.You may have recently read this term, or heard people saying “Latin-ex” out loud and been confused. Spanish is my second language, and while I was familiar with the writing convention, I was confused when I started hearing Anglophones in social activism and in news media pronouncing the letter “x,” and using its name rather than its phonetic value. I’ve never heard any word written with an “x” pronounced this way in Spanish, so what’s going on here? “Latino” and “Latina” Latino is short for latinoamericano and refers to the culture and people of Latin America, which comprises the countries in the Americas where the official language is Spanish or Portuguese. As a borrowed word with grammatical gender, it’s unique in English because it isn’t anglicized and maintains its masculine and feminine forms, “Latino” and “Latina,” respectively. Binary grammatical gender Like French, Spanish has a grammatical gender system, which is binary. There are two categories—masculine and feminine—for all things, and these categories are most often represented by a final “o” or “a.” Words that modify or refer to one another must agree in gender. Grammatical gender also corresponds to human gender, and when it comes to talking about mixed-gender groups or a generic person, the masculine gender is the default. Therefore, los latinos or los latinoamericanos (masculine, plural) is the standard way to refer to Latin American people as a group. Gender neutrality Other posts on the Our Languages blog have been about gender-neutral writing in English and French: “Making letters and emails gender-inclusive (opens in new tab),” “Embracing the singular ‘they’ as a gender-neutral pronoun (opens in new tab)” and “Respecter la non-binarité de genre en français (opens in new tab)” (available in French only). As with French, some see the default use of the masculine gender in Spanish as inherently exclusionary when applied to people. Additionally, non-binary people are left without any options. Several solutions for more inclusive writing in Spanish have been used, such as “o/a” or the at symbol (@) because it looks like both an “a” and an “o.” Replacing the gender-marking vowel with an “x” has also become popular. “X” equals the unknown This comes from a feminist Spanish writing convention wherein all vowels that mark the gender of a generic person, or group of people, are replaced with the letter “x,” the symbol for the unknown in mathematics. Los latinos becomes lxs latinxsspell l-x-s l-a-t-i-n-x-s. However, even Spanish speakers who write this way don’t pronounce the “x,” because as a consonant replacing a vowel, it doesn’t follow the rules of Spanish pronunciation. The letter is being used for its symbolic value, rather than its phonetic value. Sometimes in a speech or announcement to a group of people, a speaker will say both standard gender variants of a noun, a phenomenon we’re familiar with in French in Canada. But in everyday speech, most people still follow standard grammar and pronounce the at symbols or x’s as o’s. In Spanish, los latinos and lxs latinxsspell l-x-s l-a-t-i-n-x-s are pronounced identically. There is a movement to create a neutral, pronounceable, grammatical gender marker, to be used for mixed gender groups and non-binary individuals. The most popular option is to replace gender-marking vowels with e’s, as in les latines. These new options are very controversial. They are debated heavily and are not accepted by the Real Academia Española. It’s interesting, then, that the term “Latinx” has caught on in English and is being pronounced “Latin-ex.” The pronunciation of the letter “x” as “ex” is strange to me, but I think I understand why it happens. “Latinx” as an English term From an Anglophone perspective, there’s an instinct to neutralize terms that vary based on gender, especially after decades of purging gender variance from English professional terms, promoting acceptance of non-binary people, and moving toward gender-neutral writingNote 1 overall. “Latin” is a gender-neutral word in English, but it has been replaced by “Latino” and “Latina” when they refer to people. Because these words describe an ethnic identity partly based on shared language, it’s meaningful that they be borrowed directly, rather than translated, from Spanish. And now the term “Latinx” is emerging as a non-binary replacement for “Latino” and “Latina.” “Latinx” was first used in English in social activism, so from the moment it entered English, the meaning of the “x” made the vocalization of this letter seem important and obvious to English speakers. They may have asked themselves, “Why change the spelling for a specific goal if it can’t be articulated in speech?” But looking at a single word obscures the rest of the Spanish grammatical gender system, and therefore the pronunciation problem—how would the “x” be pronounced between consonants in plural Spanish words such as lxs empleadxsspell l-x-s e-m-p-l-e-a-d-x-s or unxs amigxsspell u-n-x-s a-m-i-g-x-s? Perhaps the “e” in place of the “x” will catch on more in the Spanish-speaking world and will then make its way into borrowed words in English. No matter the direction, it will be interesting to see how things progress simultaneously in both linguistic spheres. Do similar pronunciation phenomena occur in borrowings between English and French in Canada? As a closely related language, French has a similar story to Spanish when it comes to gender-neutral writing,Note 2 but are there any differences? Does the Canadian linguistic or cultural context play a unique role in this movement in French in Canada? Notes Note 1 See the Guidelines for Inclusive Writing (opens in new tab), published on the Language Portal of Canada, Translation Bureau, Public Services and Procurement Canada Return to note 1 referrer Note 2 For information on inclusive language in French, consult Michael David Miller’s Guide de recherche en écriture inclusive (in French only). Return to note 2 referrerSource: Our Languages blog (posts from our contributors)
Number of views: 5,476
Gender-inclusive, non-binary, and gender-neutral language in English writing
An English blog post about the importance of and move toward gender-inclusive, non-binary and gender-neutral language in English writing and translation.Over the past decade, the importance of gender-inclusive English has become widely recognized, with the Merriam Webster Dictionary adding a non-binary, singular definition of “they” in 2019Note 1 and the Oxford English Dictionary tracing the singular “they” as far back as the 14th century.Note 2 Precisely because of how it denotes humanity without specifying gender, “they” has become a pronoun of choice for many English speakers across gender identities, mirroring similar adaptations by speakers of Arabic, French, Hebrew, Spanish, among other languages.Note 3 But the popularization of “they” and other non-binary third-person singular pronouns such as “ze,” “sie,” etc. represents only one facet of the movement towards gender inclusion in the English language. Other recent linguistic shifts include the widespread use of “cis-” and “trans-” as prefixes, and neologisms such as “polyamorous,” “pansexual,” and “asexual.” These words allow individuals to express and define their gender and sexuality in new ways. They also have valuable collective functions, serving as a shared shorthand for complex identities and relationships, as tools for reshaping social configurations, and touchstones for political movements. For instance, in 2021, when the British Columbia Supreme Court ruled to allow a third adult to be listed on a child’s birth certificate, legal recognition was extended to three-parent families. Inclusive language can also affirm roles that have generally been understood as peripheral to the nuclear family, such as referring to “caregivers” and “guardians,” rather than “parents” or “mothers and fathers,” in acknowledgment of the fact that many children are raised by grandparents, aunts and uncles, or grow up in foster care or in group homes. Ultimately, however, the practice of gender-inclusive translation is not simply a matter of using the latest English terminology in just the right way. Rather it requires reflection on the connotations of words. Consider how gender biases may be insidiously reinforced through apparently neutral adjectives like “caring,” “nurturing” and “bossy” to describe women and “confident,” “assertive” and “visionary” to describe men. Or how a hasty attempt to be inclusive, such as by saying “women and trans women,” can be harmful, even violently so, since it invalidates trans women as women and reifies biological essentialist views of cis-gender women. Conversely, note how the use of common binary gendered third-person singular pronouns (“she/he”) can shore up the social and legal recognition of trans people. Sensitivity to the role of gender and sexuality in a particular text also requires an understanding of both the original context of composition and the scope of the translation’s audience, including its potential or future audience. If you are expecting to address a diverse group of people from across the gender spectrum, practices of gender-inclusive translation can include: Recognizing all self-determined gendered language. When gender pronouns are given in the original text, preserving them in the translation is an act of respect that conveys crucial information to readers about that person’s gender identity. For example: Al shares their pronouns in their email signature; Anna uses both “she” and “they” pronouns. Favouring non-gendered descriptive terms. Instead of assuming the qualities or attributes of binary gender, refer to the specific features that give meaning to the category in question. For example: “people who are pregnant,” rather than “pregnant women”; “child-bearing parents,” rather than “mothers”; “people with prostates,” rather than “men”; “victims or survivors of domestic violence,” rather than “battered women.” Leaning on genderless English. Draw liberally on first-person and second-person plural pronouns (“we” and “you”), which are already gender neutral in English. Whenever the gender identity or the pronouns of a specific person are unknown, use the singular “they” or avoid third-person pronouns altogether to ensure that binary gender is not arbitrarily assigned onto the subject. For example: the student asked to speak with their teacher; the person looked up and smiled at someone in the distance. Above all, gender-inclusive translation involves a commitment to noticing and suspending the assumptions about bodies, gender, and sexuality, and the relationships between them, that are woven into all languages. Given the powerful impact that words can have on how we make sense of ourselves and our connections with others, translation brings a significant opportunity to redress restrictive and often harmful norms and to make space for all genders and sexualities. Respecting human dignity and self-determination, which are at the core of linguistic changes and indeed at the core of all communication, is what matters most. View references Airton, Lee. 2019. Gender: Your Guide. New York: Adams Media. Kapitan, Alex. The Radical Copyeditor Blog (opens in new tab). Kouri-Towe, Natalie and Myloe Martel-Perry. 2021. Better Practices in the Sexuality Classroom: Teaching Resources and Guides for Sustainable and Equitable Learning (opens in new tab). Notes Note 1 See the article “Merriam-Webster dictionary adds 'they' as nonbinary pronoun (opens in new tab)” in The Guardian. Return to note 1 referrer Note 2 See the article “A brief history of singular ‘they’ (opens in new tab)” on the Oxford English Dictionary blog. Return to note 2 referrer Note 3 See the Washington Post article “A guide to how gender-neutral language is developing around the world (opens in new tab).” Return to note 3 referrer Source Natalie Kouri-Towe and Danielle Bobker’s article “Gender Inclusive, Non-Binary, and Gender-Neutral Language in English Writing (opens in new tab)” was originally published in Issue 155 (Summer 2022) of Circuit magazine.Source: Our Languages blog (posts from our contributors)
Number of views: 4,766
A brief guide to inclusive writing resources
An English blog post about gender-neutral and inclusive writing resources, as well as emerging trends in the field.When the gender of someone you are writing about is unknown or outside the gender binary, it’s important to avoid references to gender and to write inclusively. In the area of gender-inclusive writing, terminology is constantly evolving. For example, a newer variation of “LGBTQ+,” intended to better represent diverse gender identities, is “2SLGBTQI+.” One of the major changes is that “2S” or “Two-Spirited” is placed in front of the more familiar abbreviation. On a similar note, “x” and “@” have been proposed as symbols for gender neutrality, for example, “Mx.” instead of “Mr.” or “Ms.,” and “Latinx” or “Latin@” instead of “Latino” and “Latina.”Note 1 Should you use “Mx.,” “Latinx” or “Latin@” in your writing? That depends. Such expressions have layers of meaning that are different for different people. A good solution would be to turn to reference materials that have the latest information. Here are some resources that may be helpful in navigating new directions in inclusive writing. Conscious Style Guide The Conscious Style Guide website is a compendium of developments in the field of inclusive language. It was founded by Karen Yin, who launched both the website and The Conscious Language Newsletter in 2015. Yin encourages us to think critically about using language in order to avoid unconscious bias. The site also includes the Gender, Sex + Sexuality guide, which focuses specifically on gender inclusivity and lists a wealth of resources. Justice Canada – Legistics The Legistics page on Justice Canada’s website includes sections on gender-neutral languageNote 2 and the singular “they.”Note 3 It’s noteworthy that, according to the section on the singular “they,” the Government of Ontario adopted an official policy of using gender-neutral language in all official publications, including bills and regulations, as early as 1985. A Progressive’s Style Guide A Progressive’s Style Guide (PDF) is a well-known guide started in 2015 by SumOfUs, a global non-profit advocacy organization. The Guide provides information on a range of issues related to inclusive writing and promotes thoughtfulness and openness about how language is used. SumOfUs consulted a large number of resources and provides terms used by activists and terms avoided or questioned by activists in issue areas including age, disability, health, gender and sex. The Language Portal of Canada The federal government’s Language Portal of Canada contains resources on many topics, including inclusive writing, in its Writing Tips Plus tool. Be sure to check out the Guidelines for Inclusive Writing, which provide practical techniques and solutions in this field. One of the resources included in the Guidelines is the Inclusionary, along with its French counterpart the Inclusionnaire. The Inclusionary contains a list of more than 100 gendered words with suggestions for more inclusive versions, such as “anchor” or “anchor person” instead of “anchorman” or “anchorwoman.” United Nations (UN) Guidelines for Gender-Inclusive Language (in six languages) The UN Guidelines for Gender-Inclusive Language provide best practices and strategies. The Guidelines were developed semi-independently in each of the UN’s six official languages and thus “reflect the specificities and unique features of each language.” UN Gender-Sensitive Lexicon The UN’s searchable Gender-Sensitive Lexicon contains 650 terms in English, French, Arabic, Russian and Spanish. The purpose is to fight gender bias and promote gender equality. There are also various associated references. UNTERM UNTERM, which is the United Nations Terminology Database, provides up-to-date terminology relevant to the work of the UN in the six UN official languages, plus German and Portuguese. For example, the research is very recent for the UNTERM entry “genderqueer person,” which is defined as “A person who does not subscribe to conventional gender distinctions but identifies with neither, both or a combination of male and female genders.” The source listed is “Oxford English Dictionary, online version (consulted on 15 June 2022).” The French equivalents provided are “personne de genre queer” and “intergenre,” from a source dated March 2019. Conclusion Since inclusive writing is a very current issue, terminology in this area is subject to change, and it’s vital to keep up with developments. Otherwise, even with the best of intentions, we may inadvertently use hurtful, insensitive or inaccurate language. This blog post provides a few resources to help us all write more inclusively. Notes Note 1 See the article “A guide to how gender-neutral language is developing around the world” in The Washington Post. Return to note 1 referrer Note 2 See the web page Legistics: Gender-neutral Language. Return to note 2 referrer Note 3 See the web page Legistics: Singular “They”. Return to note 3 referrerSource: Our Languages blog (posts from our contributors)
Number of views: 4,011
2SLGBTQI+ allyship in language: Words matter
An English blog post about allyship and fostering inclusion in the workplace through the use of inclusive language.Two-Spirit, lesbian, gay, bisexual, trans, queer and intersex (2SLGBTQI+Note 1) folks often struggle with coming out in the workplace. For many members of the broader 2SLGBTQI+ community, the decision to live authentically at work is contingent on whether they perceive their environment and colleagues to be inclusive. To foster a healthy culture of civility and inclusiveness in the workplace, allies are needed. An ally is an individual who listens to the needs of a person or group that is targeted and discriminated against, and who speaks out and stands up for them. An ally works to end oppression by supporting and advocating for people who are stigmatized, discriminated against or treated unfairly. Being an ally is an active role, and allyship is a journey—it’s a constant work in progress and a commitment to learning and to a state of mind. One way you can demonstrate your allyship to the 2SLGBTQI+ community—and contribute to a workplace that is truly inclusive of everyone—is by using inclusive language. Here are some insights and tips to use as you build your inclusive communication skills. What is inclusive language? While language cannot bruise the skin, it can break the spirit. We should strive to communicate in a way that builds bridges, breaks barriers and affirms peoples’ truths. As noted in an article in the American Psychological Association’s student newsletter, “Inclusive language is more than just avoiding the use of a few antiquated or offensive terms and phrases. It is about embracing communication that acknowledges the power differentials and dynamics of our society and their deleterious effects. It is about showing appreciation for the diversity everyone brings to the table.”Note 2 This includes diversity in gender identities, gender expressions, sexual orientations and lived experiences . The Government of Victoria’s inclusive language guide notes that “inclusive language ensures we don’t leave people out of our conversations or our work.”Note 3 This includes both the people we work with and the people we serve as public servants. Inclusive language should also be applied both when communicating directly with someone and when describing someone who is not present. Examples of inclusive language include: introducing yourself with your pronouns, and encouraging others to do the same, instead of assuming gender on the basis of appearances using gender-neutral words like “Can I get you folks something?” instead of “Can I get you ladies something?” using person-centered language, which avoids unnecessarily dehumanizing people and reducing them to their gender or sexual identities (for example, saying “gay men” instead of “the gays,” or “a transgender person” instead of “a transgendered”)Note 4 Inclusive language also encompasses a variety of communication modes, including verbal communication, emails, social media, websites and imagery. Putting inclusive language into practice is a shared responsibility amongst employees of all classifications and levels. We can be leaders in this space regardless of whether we are in an entry-level position or the executive cadre. Language is fluid We should all put great thought into how we communicate with and about members of the 2SLGBTQI+ community. Attitudes can be the most difficult barrier members of the broader 2SLGBTQI+ community face when it comes to achieving full inclusion within the workplace and society. It’s important to remember that language is a mirror of society's attitudes and perceptions. As such, language is constantly changing and advancing to better encompass new ideas, sentiments and connotations. Generationally, we have seen huge societal shifts in how we speak of and address the broader 2SLGBTQI+ community. This includes the reclaiming of some terms which were previously used to disparage the community. Applying inclusive language principles means focusing on the person/people over labels. Listen carefully to how different groups identify themselves and speak of their experiences, and reflect those linguistic choices when communicating with and about these groups. A one-size-fits-all approach won’t work. Impact over intention When practicing allyship, your good intentions can sometimes miss the mark and lead to unintentional negative impacts. If this happens, one of the most important things to do is to listen and learn from the moment. When putting inclusive communication into practice, you may make mistakes. That’s okay! Embrace that you are a learner and not necessarily an expert when it comes to understanding the identities and lived experiences of others. Commit to doing better next time, which may require you to challenge your own unconscious biases, set time aside for self-reflection, and make a commitment to do more learning and listening. Change is the result of small actions over time. Let’s start today, together. Notes 1 The + (plus) symbol represents folks who identify with broader sexual- and gender-diverse communities and who use additional terms outside of the 2SLGBTQI+ acronym. For more information on 2SLGBTQI+ terminology and common acronyms, you can visit the 2SLGBTQI+ Secretariat (opens in new tab). Return to note 1 referrer 2 Efua Andoh, “Why Inclusive Language Matters (opens in new tab),” Psychology Student Network (September 2022). Return to note 2 referrer 3 “LGBTIQ+ Inclusive Language Guide (opens in new tab),” Government of Victoria, last reviewed August 18, 2021. Return to note 3 referrer 4 Examples in this list are taken from “Affirming and Inclusive Language (opens in new tab),” Egale (2022). Return to note 4 referrerSource: Our Languages blog (posts from our contributors)
Number of views: 1,945
10 interesting facts about the Guidelines for Inclusive Writing
An English blog post presenting 10 interesting facts about the Guidelines for Inclusive Writing.Questions about how to deal with gender may arise in different writing situations, such as when you’re drafting a letter to a group of individuals of diverse genders, compiling the results of a survey conducted with a specific population, or writing the biography of a non-binary person. These are just some of the writing situations that can be addressed using the Guidelines for Inclusive Writing (opens in new tab), published on the Language Portal of Canada. The Guidelines include inclusive writing principles and techniques, as well as a number of resources. Here's an overview of 10 interesting facts about the Guidelines. History 1) The Guidelines for Inclusive Writing are the result of the collaborative efforts of a working group. The Interdepartmental Working Group on Inclusive Writing is made up of more than 35 federal, provincial and territorial organizations, and is co-chaired by Women and Gender Equality Canada, Canadian Heritage and Public Services and Procurement Canada (represented by the Translation Bureau’s Language Portal of Canada). Both the English and French versions of the Guidelines have been available online on the Language Portal of Canada website since fall 2022. 2) Before the Guidelines were published, different groups within the federal public service were asked to comment on the contents. These groups included: language and communications specialists; departments and agencies; and equity, diversity and inclusion networks. Principles and techniques 3) The Guidelines include a variety of techniques for writing inclusively in English and French. These techniques are not revolutionary. They’re already out there and include methods such as rewriting a sentence, using the singular “they,” and tailoring a message to a target audience. The techniques are considered possible solutions, rather than absolute rules. 4) Each technique has advantages and disadvantages. No solution is perfect, and no solution will work in every situation. One of the principles in the Guidelines is to apply the technique or techniques that work best, taking into account the nature of the text and the target audience. 5) One of the five main principles in the Guidelines is to write clearly and effectively. The goal of inclusive writing is, of course, to be inclusive, so the message has to be accessible to everyone in the target audience. The Guidelines make it clear that accessibility must be taken into consideration and that a piece of writing should not be needlessly complex or dense. Inclusive writing techniques need to be carefully selected to ensure that the message is understood and that clarity is maintained. 6) The Guidelines include new techniques for addressing or referring to non-binary people. These techniques include using the singular “they,” neopronouns, such as “ze” or “hir,” and gender-inclusive courtesy titles, such as “Mx.” But before you use any of these techniques, it’s important to ask the individual what their preference is and follow their lead, as recommended in the Guidelines. 7) There’s also a quick reference sheet available for use online or in printable PDF format. The quick reference sheet (opens in new tab) summarizes the main principles of inclusive writing, provides examples of practical techniques and contains a list of resources to help you write inclusively. You can use the reference sheet online or download it to your computer for use offline. Resources 8) The Inclusionary is one of many online resources that accompany the Guidelines. The Inclusionary (opens in new tab) is a very useful collection of inclusive solutions to gendered words. You can search in the index or by keyword. Here’s an example from the Inclusionary: Examples and solutions - Inclusive Writing Examples and solutions Gendered sentence Inclusive solutions A businesswoman or businessman needs strong leadership skills. A business person needs strong leadership skills. A business executive needs strong leadership skills. A business leader needs strong leadership skills. An entrepreneur needs strong leadership skills. Businessmen will have to pay closer attention to supply chain issues. Business people will have to pay closer attention to supply chain issues. Business leaders will have to pay closer attention to supply chain issues. Entrepreneurs will have to pay closer attention to supply chain issues. The business community will have to pay closer attention to supply chain issues. The business world will have to pay closer attention to supply chain issues. 9) In addition to the Guidelines, several resources on respectful and inclusive vocabulary can be used. A glossary (opens in new tab) defines terms used in the Guidelines and includes references to related articles. The Guide on Equity, Diversity and Inclusion Terminology (opens in new tab) lists terms related to equity, diversity, accessibility and inclusion, along with usage notes. The Gender-inclusive writing (opens in new tab) section in the Collection of Canadian language resources features a host of guides, glossaries and other resources from different Canadian organizations. The Our Languages blog has some posts about inclusive writing, including A brief guide to inclusive writing resources (opens in new tab). Writing Tips Plus includes information on topics, such as gender-inclusive nouns (opens in new tab). Evolution 10) The Guidelines will continue to be updated. Both language and the realities that language describes are constantly evolving. Only time will tell which terms or techniques will be adopted into common usage. Adapted by Amanda Kenney, Language Portal of CanadaSource: Our Languages blog (posts from our contributors)
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Gender-inclusive writing: A unifying force
An English blog post about the Government of Canada’s efforts to support inclusive writing.Gender – and specifically, gender inclusivity – are topics that have been very much in the news in recent decades. Gender-diverse individuals and groups around the world have been voicing concerns about various issues, including language that excludes them. So what’s being done to address these concerns? In Canada, the federal government is committed to supporting inclusivity in written documents within the public service. As a result, the Translation Bureau at Public Services and Procurement Canada (PSPC) has developed and published tools to encourage gender-inclusive writing. Making strides in gender-inclusive writing In 2017, the Translation Bureau published two bilingual resources to help the federal public service write inclusively: a linguistic recommendation on gender-inclusive correspondence and the Gender and Sexual Diversity Glossary (opens in new tab). In 2021, in response to the Call to Action on Anti-Racism, Equity, and Inclusion in the Federal Public Service (opens in new tab), several federal organizations, including the Translation Bureau, co-developed the Guide on Equity, Diversity and Inclusion Terminology (opens in new tab). That same year, in an effort to support the Government of Canada’s diversity and inclusion priorities, representatives from over 35 federal, provincial and territorial organizations came together to form an interdepartmental working group co-chaired by Women and Gender Equality Canada, Canadian Heritage and PSPC. The group’s mandate? To develop guidelines for producing texts free of discrimination on the basis of gender or any other identity factor. As a result, in the fall of 2022, the Translation Bureau published the Guidelines for Inclusive Writing (opens in new tab) and the Inclusionary (opens in new tab), a collection of gender-inclusive solutions for gendered terms, along with their French counterparts, the Lignes directrices sur l’écriture inclusive (opens in new tab) and the Inclusionnaire (opens in new tab). Overcoming challenges in developing inclusive writing guidelines The working group’s first challenge was to consolidate resources from various organizations. The group needed to expand on the work already done in order to produce a unified set of guidelines with a wide range of practical solutions for different contexts. Another concern was to ensure that the guidelines and resources were accessible not only to public servants but also to interested organizations and individuals outside the government. The solution was to house the resources on the Language Portal of Canada, a public-facing website managed by the Translation Bureau. It was also critical to ensure that the guidelines and resources reflected the perspectives and realities of gender-diverse individuals. To that end, members of gender-diverse communities were called upon to serve as consultants and to assist in drafting content. In addition, rounds of consultations were held with equity, diversity and inclusion networks; language and communications specialists; and organizations with a special interest in inclusive writing. Over 2000 comments were received in English and French. The content was then revised in light of this feedback. Lastly, a particular challenge involved finding viable solutions for French, a language in which gender is far more visible than in English. Despite a common belief that gender-inclusive writing is impossible in French, the French guidelines provide several effective techniques for achieving a gender-inclusive text. In conclusion, it should be noted that the Translation Bureau’s gender-inclusive writing guidelines and resources provide suggestions on how to address the issues involved in writing inclusive content; they don’t provide answers that can be automatically applied in all contexts. Writers must therefore carefully discern which solutions should be applied depending on the context, the target audience and the nature of their text. Note: This post was originally published in Multilingual magazine.Source: Our Languages blog (posts from our contributors)
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Yes, you can be gender-inclusive and use plain language!
An English blog post about how to write for diverse audiences, using plain language and inclusive writing principlesEarly in my career, I taught in an adult literacy centre. I still remember one encounter that particularly struck me: one with an elderly, somewhat shy man. On his first visit to the centre, he whispered to me that he hadn't learned to read and write when he was young. I showed him letters on a piece of cardstock, and he was able to name them. I showed him combinations of letters, and he could pronounce them. I asked him to read words and then short sentences, and he succeeded. “You can read!” I said proudly. He paused, smiled, and replied, “Maybe… but I don't understand.” This man is far from the only one in this situation: 48% of adults in Canada—that’s almost half the population—have a reading level no higher than Grade 8, which corresponds to the second year of high school in Quebec. Think about it: when our message is too complicated, it’s difficult for nearly half our population to understand what we’re trying to say. We exclude a very large segment of society, and our democracy suffers as a result. Similarly, the words and phrases we choose can create a sense of exclusion when it comes to gender. For example, as the mother of a transgender teenager, I see the extent to which the use of the pronoun “she” brings my daughter profound joy every day, the feeling that she can be herself. My amazing daughter was, and continues to be, the inspiration behind my collaboration with the Interdepartmental Working Group on Inclusive Writing, which I co-chaired. The collaborative efforts of the Working Group, which included over 35 federal, provincial and territorial departments and organizations, culminated in the creation of the Guidelines for Inclusive Writing in the fall of 2022. Recently, I was fortunate to meet Chris Coulter, Senior Communications Advisor at Transport Canada, and Asha St-Hilaire, Senior Strategic Communications Advisor at Shared Services Canada. Chris and Asha are active members of the Plain Language Community of Practice. Together, we worked to dispel a myth! Yes, you can be gender-inclusive and apply plain language principles in your writing. And here are five tips to help you do just that! 1. Use common words, not jargon Don’t you just love it when presenters use acronyms and technical words that hardly anyone understands? Frustrating, right? Imagine what it might be like for the general population reading, watching, or listening to overly complicated information. Enough said! However, when it comes to gender identities, it might be difficult to avoid abbreviations such as “2SLGBTQIA+” or new words. While gender diversity is not new, the expression of these diverse identities is still in its early stages. New words and acronyms have emerged to name these identities, and they’ll likely continue to evolve over time. Why not use the opportunity to educate people by defining acronyms and explaining these new words? The word “Internet” didn’t exist when I started my career. Today, we all know its meaning and use it daily. The more we talk about gender identities, using the right words, the more we become accustomed to them. As we become more and more used to seeing, hearing, and using these words, the more our understanding of them grows. 2. Address your reader directly Addressing the reader is an effective plain language and gender-inclusive technique we often use in government communications. “You” is a pronoun that includes all genders and, in most cases, reduces the length of your sentences. It helps the audience see themselves in the text and relate to what you’re saying. Here’s a quick example: instead of writing “The tenant must keep his apartment clean and tidy,” address the reader and write “You must keep your apartment clean and tidy.” 3. Use the active voice Sentences written in the active voice are usually clearer and more effective than sentences written in the passive voice. The passive voice makes your reader work too hard to understand who is doing what. In the active voice, the subject is the doer of the action: for example, “I love gender-inclusive writing.” That doesn’t mean we should always avoid the passive voice. The passive voice can come in handy as a gender-inclusive technique. For example, instead of writing “The supervisor must give feedback to his employees monthly,” you could use the passive and write “Supervisors’ feedback must be given to employees monthly.” However, the sentence isn’t as easy to understand as in the active voice. There are plenty of gender-inclusive techniques that can help you avoid the passive voice. In the example above, we could have written the following: “Supervisors must give their employees feedback monthly.” You just need to pluralize the noun. Simple, isn’t it? 4. Use shorter words and sentences, and omit unnecessary words Long words and long sentences make information more difficult to read and remember. As government communicators, no doubt you’ve read plenty of long sentences that are difficult to understand and made you furrow your brow. Cut long sentences and create short sentences. Simplify the terminology by using more common synonyms. Omitting unnecessary words is another useful technique. In the example we used in the section on the active voice, we could easily delete the pronoun: “Supervisors must give employees feedback monthly.” The shorter a sentence, the easier it is to read. 5. Choose verbs over nouns, and use lists Nothing’s better than a simple sentence that uses verbs instead of a long sentence with too many nouns, don’t you agree? Here’s an example of a long sentence: ECC is as efficient as it can be within the environment it works in and is constantly working on improvements, automation, and efficiencies. And here’s the plain language version that also uses a list: Our ECC team is as efficient as they can be within their current environment. They always look for ways to: be more efficient improve service find automated solutions Using the imperative is an extremely efficient trick when you want to avoid using a gender-specific pronoun. Instead of writing “The visitor should always keep his dog on leash,” you could write “Always keep your dog on leash.” This technique works especially well when you make a request or give an instruction, an order, or a warning. In conclusion, yes, you can be gender-inclusive and use plain language simultaneously. And these are just a few of the many techniques that can help you. Want to learn more? Check out the Guidelines for Inclusive Writing (opens in new tab) and the Inclusionary (opens in new tab) on the Language Portal of Canada.Source: Our Languages blog (posts from our contributors)
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