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Inclusive writing – Guidelines and resources
Consult in-depth articles on the principles and techniques of inclusive writing in English, and access other resources on the topic. On this page Guidelines for inclusive writing Principles of inclusive writing Gender-inclusive writing techniques Representation of non-binary gender in written communications Resources for inclusive and respectful language Quick reference sheet on inclusive writing Additional information Guidelines for inclusive writing The Guidelines for Inclusive Writing are designed to help the federal public service and any other organization produce writing that is free of discrimination based on sex, gender, sexual orientation, race, ethnicity, disability or any other identity factor. To learn how this content was developed, read the page History of the Guidelines for Inclusive Writing. Not everyone will agree with all the options presented in the Guidelines. The Guidelines were developed to provide a variety of possible solutions to issues you might encounter in drafting an inclusive text. They are not designed to be applied mechanically in every context. For definitions of some of the terms used in the Guidelines, see the page Inclusive writing: Glossary. For information on the principles and techniques of inclusive writing in French, consult the French guidelines for inclusive writing (in French only). Principles of inclusive writing This part of the Guidelines will help you understand the purpose of inclusive writing and will outline principles for writing respectful and non-discriminatory text. Show all Hide all Background and principles The article Inclusive writing: Background and principles provides a definition of inclusive writing and lists five major principles to help you write more inclusively. It includes the following sections: Background Definition of inclusive writing Principles of inclusive writing Principle 1: Use what works best Principle 2: Respect people’s wishes Principle 3: Make choices that are respectful of diversity Principle 4: Write clearly and effectively Principle 5: Be consistent Gender-inclusive writing techniques It’s important to be aware of unnecessary references to gender in your writing and to strive to be gender-inclusive: that is, inclusive of men, women, and individuals of other genders. This section provides a variety of techniques and solutions for producing gender-inclusive texts. Show all Hide all Replacing or omitting a gendered pronoun These articles provide a range of useful techniques to help you avoid the use of the gendered singular pronouns “he” and “she” and their different forms: Pluralize the noun Use the singular “they” Use an article Omit the pronoun Repeat the noun Address the reader directly Use the imperative Use the pronoun “who” Use the pronoun “one” Use the passive voice Use sentence fragments Rewrite the sentence Making correspondence gender-inclusive The article Gender-inclusive writing: Letters and emails explains how you can ensure that the parts of a letter or email are gender-inclusive. It includes the following sections: Introduction Inside address Salutation Tailoring your message The article Inclusive writing: Tailoring your message discusses how to tailor your message to make it inclusive, that is, how to adapt a text to meet the needs of a target audience or to take other factors into account. It includes the following sections: General information about tailoring your message Tailoring to recipients Representation of non-binary gender in written communications Members of gender-diverse communities have put forward various techniques for writing English texts that correspond to their realities. The articles below present some of these techniques (including the use of gender-neutral pronouns) and examine issues related to translating gender-inclusive texts from French. Show all Hide all Guidelines for writing to or about non-binary individuals The article Gender-inclusive writing: Guidelines for writing to or about non-binary individuals presents techniques that you can use in various contexts to make your writing inclusive of non-binary individuals. It includes the following sections: Introduction: Writing to or about non-binary individuals The term “non-binary” General recommendations Always listen and follow the individual’s lead Pronouns and neopronouns The singular “they” Neopronouns Variations in pronoun use Courtesy titles and nouns Gender-inclusive courtesy titles Gender-inclusive nouns Guidelines for translating from French The article Gender-inclusive writing: Guidelines for translating from French examines issues related to the translation of gender-inclusive texts from French, including the translation of the gender-neutral French pronoun iel. It includes the following sections: Introduction: Gender inclusivity and translation Translating text about non-binary individuals Translating other gender-inclusive text Resources for inclusive and respectful language An important aspect of inclusivity is the use of respectful language. The resources below will help you to find the most appropriate wording for the texts you draft. Show all Hide all Gender-inclusive nouns The article Gender-inclusive writing: Gender-inclusive nouns suggests gender-inclusive alternatives for gendered nouns and expressions of various types. It also examines the issue of pronoun use with gender-inclusive nouns. It includes the following sections: Introduction: Gendered nouns and inclusive solutions Occupational titles Expressions containing “man” or “woman” Terms denoting relationships Use of the singular “they” with gender-inclusive nouns Inclusionary: A collection of gender-inclusive solutions The Inclusionary provides you with a wide variety of gender-inclusive alternatives to gendered words and expressions. The Interdepartmental Working Group on Inclusive Writing developed this tool to be used in conjunction with the Guidelines for Inclusive Writing, in order to maximize the practical options available to users. Inclusionary: A collection of gender-inclusive solutions Guide on Equity, Diversity and Inclusion Terminology Designed to promote an understanding of concepts related to equity, diversity, accessibility and inclusion, this bilingual guide contains definitions and usage notes for key terms in these fields. It was developed by the Interdepartmental Terminology Committee on Equity, Diversity and Inclusion in response to the Call to Action on Anti-Racism, Equity, and Inclusion in the Federal Public Service. Guide on Equity, Diversity and Inclusion Terminology Glossaries These glossaries developed by Translation Bureau terminologists provide the English and French equivalents for key terms relating to accessibility and to sexual and gender diversity. Accessibility glossary Gender and sexual diversity glossary Quick reference sheet on inclusive writing This quick reference sheet on inclusive writing summarizes the main principles of inclusive writing and gives examples of practical techniques you can apply. It also contains a list of resources designed to help you write inclusively. Consult it online or download the printable PDF. Additional information Inclusive writing: Glossary History of the Guidelines for Inclusive Writing Inclusive writing – French guidelines and resources (in French only) Collection of Canadian language resources: Gender-inclusive writingSource: Writing Tips Plus (English language problems and rules)
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Inclusive writing: Glossary
The Guidelines for Inclusive Writing include some terms that are specialized or that are used in a very specific sense. The definitions below can help you to understand some of the principles and techniques presented in the guide. gender “The behavioural, cultural and psychological traits associated with an array of gender identities […] in a given society.” These gender identities include, but are not limited to, man and woman. Source: Guide on Equity, Diversity and Inclusion Terminology gender binary The division of gender into the two distinct and unvarying categories of man and woman. gendered “That is organized or separated by gender, or that is associated with a gender,” most often a binary gender (that is, man or woman). Source: Gender and Sexual Diversity Glossary gender identity “A person's internal and deeply felt sense of being a man, a woman, both, neither, or somewhere along the gender spectrum.” Source: Guide on Equity, Diversity and Inclusion Terminology gender-inclusive Inclusive of all genders, binary and non-binary. Synonym: gender-neutral generic “they” The pronoun “they” or any of its forms used with a non-specific singular antecedent such as “anyone,” “everyone,” “an employee,” etc. (for example, “Everyone submitted their report”). iel A French gender-neutral neopronoun used by some non-binary individuals. inclusive writing Writing that uses a set of principles and techniques designed to promote inclusion and respect for diversity and to eliminate all forms of discrimination based on sex, gender, sexual orientation, race, ethnicity, disability or any other identity factor. See the article Inclusive writing: Background and principles. Mx. A gender-neutral courtesy title used by some non-binary individuals and by those who simply prefer not to specify their gender. It is pronounced “miks.” neopronoun A new pronoun created to designate a person who does not identify with masculine or feminine pronouns. non-binary “Referring to a person whose gender identity does not align with a binary understanding of gender such as man or woman.” Source: Gender and Sexual Diversity Glossary singular “they” The pronoun “they” or any of its forms used to refer to a person whose gender is unknown. Also, a pronoun for some individuals with a non-binary gender identity. specific “they” The pronoun “they” or any of its forms used with a specific singular antecedent (for example, “Riley submitted their report”). stereotype A preconceived idea that is widely held, but often inaccurate and offensive, about a race, a nationality, a sexual orientation, a gender identity, an ethnic group or any other identifiable group. Additional information Inclusive writing – Guidelines and resources Gender and sexual diversity glossary Gender-inclusive writing: Guidelines for writing to or about non-binary individuals Gender-inclusive writing: Use the singular “they” Guide on Equity, Diversity and Inclusion TerminologySource: Writing Tips Plus (English language problems and rules)
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Inclusionary: A collection of gender-inclusive solutions
The Inclusionary contains a list of gendered words, along with suggestions for inclusive solutions. It was designed to provide writers, editors and translators with a starting point for writing inclusively in English, in accordance with the techniques outlined in the Guidelines for Inclusive Writing. Not everyone will agree with all the solutions provided in the Inclusionary. Some solutions may not apply in certain contexts. For example, the Inclusionary provides alternatives to gendered terms for family members. Of course, these gendered terms (“mother,” “father,” etc.) are perfectly appropriate in many contexts and don’t need to be consistently avoided. The gender-inclusive alternatives aren’t meant to be used in every context, but rather in those contexts where the gender of the person referred to is non-binary or is unknown. You must therefore exercise judgment in applying the proposed solutions. To learn more about this tool, visit the About the Inclusionary page. Help us improve the Inclusionary by filling out the suggestion form. User guide There are three ways to search this guide: 1. Search in the Inclusionary index Select a letter to browse the Inclusionary alphabetically. Then click on an entry to view its contents. 2. Search by keyword in the Inclusionary Begin typing the word you’re looking for. As you type, a real-time search filter will open the relevant entries and highlight the characters entered in the search field. For best results, type the entire word you’re looking for. Note that the index will disappear when you use the search field. To access the index, simply clear the search field. 3. Use the "Show all" button Click on "Show all" to open up all the entries in the Inclusionary. You can then either browse through the entries or press the "Ctrl" and "F" keys simultaneously on your keyboard and then search by term in the "Search" window of your browser. Unfortunately, this search tip doesn’t work with all types of devices. Top of page Suggestion form User guide Contextual Menu document.getElementById('inclusionary-floating-right-menu').style.display='block';Source: Writing Tips Plus (English language problems and rules)
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Gender-inclusive writing: Letters and emails
On this page Introduction Inside address Salutation Additional information Introduction Gender-inclusive writing is increasingly becoming standard practice in correspondence. To draft gender-inclusive correspondence, omit any references to gender from the various sections of a letter or email when you’re writing to an individual whose gender is unknown to you (Note: Do not assume gender on the basis of an individual’s given name.) a non-binary individual whose courtesy title is unknown to you (see Guidelines for writing to or about non-binary individuals) a group of individuals of diverse genders The paragraphs below explain how to make specific sections of a letter or email gender-inclusive in the cases listed above. (Of course, when you’re writing to a specific individual and you know that person’s gender and courtesy title, you can follow the standard practices for correspondence.) Inside address The inside address is the receiver’s address. It includes the name of the person you’re writing to and the person’s address. The inside address appears on the first page of the letter. When you’re writing a letter or email to a specific person, omit the courtesy title (Mr., Mrs., Ms.) in the inside address and on the envelope. Instead, use the person’s given name or names (or initials) and last name, followed by the person’s address. Inside Address Example of a gendered inside address in a letter and an inclusive solution Gendered version Inclusive solution Ms. Justine Teresa Ames 515 Concord Court Gardenton, NS B2X 9F6 Justine Teresa Ames (or J. T. Ames) 515 Concord Court Gardenton, NS B2X 9F6 Envelope Example of a gendered name and address on an envelope and an inclusive solution Gendered version Inclusive solution MS JUSTINE TERESA AMES 515 CONCORD COURT GARDENTON NS B2X 9F6 JUSTINE TERESA AMES (or J T AMES) 515 CONCORD COURT GARDENTON NS B2X 9F6 Note: On envelopes, use the Canada Post format for addresses. (For example, addresses are written all in capitals, with no punctuation.) Salutation When you’re writing a letter or email to a specific person, omit the courtesy title from the salutation. Instead, write “Dear” + given name or names (or initials) + last name + colon. Examples of inclusive salutations for a specific person Gendered version Inclusive solution Dear Mr. Smith: We are happy to inform you that… Dear P. T. Smith: We are happy to inform you that… Dear Ms. Kumar: We have received your request… Dear Amrita Kumar: We have received your request… When writing a letter or email to an unknown receiver or when writing a form letter, use a generic salutation, followed by a colon: Examples of inclusive salutations for an unknown receiver or for a form letter Gendered version Inclusive solution Dear Sir or Madam: Dear Colleague: Dear Sir: Dear Homeowner: Dear Madam or Sir: Dear Constituent: Dear Madam: Dear Customer Service Manager: Note: The noun or nouns after “Dear” are also capitalized. In an email message, in addition to the salutations listed above, you can use the salutation “Hello,” followed by a comma. Additional information Inclusive writing – Guidelines and resources Inclusive writing: Glossary Gender-inclusive writing: Guidelines for writing to or about non-binary individualsSource: Writing Tips Plus (English language problems and rules)
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Gender-inclusive writing: Guidelines for writing to or about non-binary individuals
On this page Introduction: Writing to or about non-binary individuals The term “non-binary” General recommendations Always listen and follow the individual’s lead Pronouns and neopronouns The singular “they” Neopronouns Variations in pronoun use Courtesy titles and nouns Gender-inclusive courtesy titles Gender-inclusive nouns Additional information Introduction: Writing to or about non-binary individuals The grammar and sentence structure of the English language provide many options for writing to or about individuals whose genders do not align with the man-woman binary. By applying readily available tools of the language while respecting individuals’ diverse identities, we can create much more inclusive spaces for non-binary people through our writing. This article will discuss tools and basic principles for working toward this goal. The term “non-binary” It’s important to note that “non-binary” is not the universal or only term used by individuals who identify outside of the strict binary categories of “man” and “woman” or “male” and “female.” There are other terms that individuals use to more accurately describe their experience and identity outside of the gender binary, including the following: agender genderqueer gender nonconforming bigender genderfluid In addition, some Indigenous people identify as Two-Spirit or identify with a more specific term from their community’s history and language. These identities are rooted in traditional understandings of sexuality and gender that are not related to Western and colonial binary categories. All of the above terms can describe very different experiences and are not interchangeable with each other or with the term “non-binary.” At the same time, the experiences of people who do identify with the term “non-binary” can also be very diverse, and not everyone will feel comfortable with the same pronouns or forms of address. This article sets out general guidelines based on common practices in English. It can provide a respectful start, but there’s no substitute for following the lead of the individual concerning how they refer to themselves and how they want to be referred to. Note that when the term “non-binary” is used in this article, it is for the sake of brevity and not to imply that “non-binary” is the universal term for all individuals outside of binary gender. General recommendations In formal writing in English, we often don’t need to refer to an individual’s gender at all. Applying the basic gender-inclusive writing techniques will help you avoid making assumptions about the gender of people you’re writing to or about. In cases where gender is unknown or irrelevant, these techniques allow you to write inclusively by avoiding gendered pronouns (“he” or “she”), gendered courtesy titles (“Mr.,” “Mrs.” or “Ms.”) and gendered nouns (for example, “chairwoman”). In this way, these techniques do contribute to creating a comfortable environment for individuals who identify outside of the gender binary. However, different considerations apply when you’re writing to or about a specific individual whose gender is known to be outside of the gender binary. Some of the techniques may be similar, but in these cases, the main focus should be on what is requested by the specific individual. Always listen and follow the individual’s lead In a positive and inclusive workplace, people of all genders may clearly signal how they want to be referred to. For example, they might include their pronouns and occupational titles in their signature block provide basic information about their pronouns or occupational titles publicly on the Web (for example, on a professional networking platform) signal, in their own correspondence or in conversation, what pronouns, courtesy titles, occupational titles or nouns they are comfortable having applied to them. Paying attention to these signals is an essential starting point for respectful and inclusive writing, especially about people outside of the gender binary. Every individual is the authority on their own experience and their own identity; non-binary individuals often have an especially strong interest in sharing this information, because it helps to prevent others from making incorrect assumptions about them. If this information is not evident from what is available to you, the best course of action is often simply to ask how the individual would prefer to be referred to and addressed. In many cases, simply asking will be appreciated as a sign of respect for inclusivity. However, please be discreet and mindful of the context when asking an individual to share information about their gender identity with you. For example, it may not be tactful to ask this question of an individual when you’re in a large group setting or on an email chain with many participants. It’s almost always more appropriate to ask the individual privately how to refer to them in a given context or setting. Pronouns and neopronouns In many cases, individuals who do not identify with the binary of “man” or “woman” also do not find the pronouns “he” or “she” to be fully appropriate for them. In English, the singular “they” and its variations provide one readily available solution with a long history in the language. Some individuals, however, use one of a number of other pronouns usually known as neopronouns. And other individuals opt for a combination of pronouns or for different pronouns in different contexts. The singular “they” Some individuals who do not identify with “he” or “she” use “they” as their pronoun. Although “they” is often thought of as a plural pronoun, its use with a singular meaning has a long history in English and is common in informal use. Moreover, it has become standard practice in formal settings: every major language authority includes a section on how to use the singular “they” in reference to a non-binary individual. The table below illustrates the various forms of the singular “they.” Forms of the singular “they” Subject Object Possessive determiner Possessive pronoun Reflexive They prepared the briefing. I acknowledged them. Their briefing was helpful to management. That briefing is theirs. They wrote the briefing themselves [or themself]. As the table shows, the singular “they” has two possible reflexive forms: “themselves” (the standard form) and “themself.” Although “themself” is not yet in widespread use and is labelled non-standard in most dictionaries, it has been approved by some major style manuals or their publishers (for example, Chicago Manual of Style, Modern Languages Association, American Psychological Association) for use in reference to an individual whose pronoun is the singular “they.” Also note: When “they” is used as a subject, verbs that follow it should always be plural (for example, “are” rather than “is”). Example of how to conjugate a verb after the pronouns “she” and “they” With pronoun “she” With pronoun “they” Over the course of a workday, Riley finds that she has to deal with a lot of unexpected situations. Over the course of a workday, Riley finds that they have to deal with a lot of unexpected situations. There is no situation in English in which it would be correct to write “they is” or “they has,” and that does not change as we expand our use of the singular “they” in formal writing. At the same time, the only situation in which we would use a plural verb for a non-binary individual is after the pronoun “they.” A verb that follows the proper name of a non-binary individual, such as Riley in the above example, should always be singular: “Riley is” or “Riley has.” We would never write “Riley are” or “Riley have.” Similarly, if we are referring to Riley by the noun “the manager,” we would never write “the manager are.” In all of these cases, following what sounds intuitive and natural is the best guideline for correct usage. Neopronouns Some individuals use pronouns other than “he,” “she” or “they.” These are generally new words known as neopronouns that have been proposed for the specific purpose of providing non-gendered options. There are any number of possible neopronouns, but an example that has several decades of history is “ze” (pronounced “zee” and sometimes spelled “zie”) and its possessive form “hir” (pronounced “heer”). The forms of the neopronoun “ze” and “hir” Subject Object Possessive determiner Possessive pronoun Reflexive Ze prepared the briefing. I acknowledged hir. Hir briefing was helpful to management. That briefing is hirs. Ze wrote the briefing hirself. Although neopronouns are less commonly used than the singular “they,” it’s essential to respect and affirm individuals in their gender identities and to use their correct pronouns. In contexts where the individual you’re writing about has requested or indicated the use of a neopronoun, follow their guidance, and ask questions if you’re unsure of how to apply the neopronoun in your writing. Variations in pronoun use For many people who identify outside of the gender binary, gender identity is complex. It isn’t always fixed and constant. As a result, pronoun usage can also be complex and shifting. For some individuals, there may be more than one possible pronoun that they find acceptable in reference to them. For example, an individual’s signature block might indicate “she/they” as their pronouns. This generally signals that either set of pronouns (“she/her” or “they/them”) is appropriate to use when writing about that person. In some contexts, however, they might have a stronger preference for one or the other. If you’re unsure which is best to employ, you might want to ask the individual directly. Some individuals, especially those who identify as genderfluid, may prefer different pronouns on different days or occasions. They will often signal these shifts clearly to those around them, and you should respect their identities when you write about them. Non-binary individuals may have pronoun preferences that are strongly context-dependent. There can be many reasons for this, including comfort in workplace contexts that are still insufficiently inclusive. Always be considerate and flexible when an individual expresses which pronouns they want used to refer to them in a given piece of writing. Lastly, some non-binary people may feel entirely comfortable with the exclusive use of “he” or “she” as their pronoun. Courtesy titles and nouns When writing about non-binary people, you’ll need to apply many of the general strategies for gender-inclusive writing and carefully consider your choice of terms and vocabulary. The sections below suggest how you can avoid gendered courtesy titles and nouns. Gender-inclusive courtesy titles When writing to a non-binary person in a formal context, you can omit the gendered courtesy titles “Mr.,” “Ms.” or “Mrs.” and instead use the individual’s full name. Some people who don’t identify with binary gender prefer an alternate courtesy title. In English, the most common gender-neutral title is “Mx.” (most often pronounced “miks”). However, it’s best to check with the individual whether they prefer “Mx.,” a different title or no title at all. Example of a gendered courtesy title and gender-neutral solutions Gendered courtesy title Gender-neutral solutions Ms. Smith has dedicated many years to developing more inclusive solutions to gendered writing. Dylan Smith has dedicated many years to developing more inclusive solutions to gendered writing. Mx. Smith has dedicated many years to developing more inclusive solutions to gendered writing. The same approaches should be applied in the salutation and other contexts in which you’re addressing a non-binary individual directly, as the following table illustrates. Examples of gendered and gender-neutral salutations Gendered salutation Gender-neutral salutation Hello, Mr. Park,Please find attached … Hello, Jiwoo Park,Please find attached … Dear Mr. Park,This message is to follow up … Dear Mx. Park,This message is to follow up … For more information about applying gender-inclusive principles in correspondence, including correspondence addressed to an individual whose gender is simply unknown, see the article Gender-inclusive writing: Letters and emails. Gender-inclusive nouns When writing about a person who does not identify with binary gender, take care to use gender-inclusive nouns and terms. For guidelines and examples indicating how to do so, please see the article Gender-inclusive writing: Gender-inclusive nouns. Examples of gendered and gender-inclusive nouns Gendered version Inclusive solution Marie will be taking her maternity leave starting next week. Marie will be taking their parental leave starting next week. I met the new consultant through my brother, Claude. I met the new consultant through my sibling, Claude. Additional information Inclusive writing – Guidelines and resources Inclusive writing: Glossary Gender-inclusive writing: Gender-inclusive nouns Gender-inclusive writing: Use the singular “they” Gender-inclusive writing: Letters and emailsSource: Writing Tips Plus (English language problems and rules)
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Inclusive writing: Quick reference sheet
This quick reference sheet summarizes the main principles of inclusive writing and gives examples of practical techniques you can apply. It also contains a list of resources designed to help you write inclusively. On this page Principles of inclusive writing Gender-inclusive writing techniques Representation of non-binary gender Resources for inclusive and respectful language Printable PDF version of the quick reference sheet Additional information Principles of inclusive writing Our guidelines for inclusive writing are based on five main principles. Apply the technique or techniques that fit your specific situation, taking into account the type of text you’re writing and the audience you’re writing for. When you’re writing to or about someone, use the person’s specified courtesy title and pronouns. Choose words, expressions and examples that are in keeping with diversity so as to avoid stereotypes. Use the principles of inclusive writing in conjunction with the principles of clear and effective communication. Apply inclusive writing techniques throughout each text and throughout all communications within your organization. Gender-inclusive writing techniques Use the techniques outlined below to write gender-inclusively. Use gender-inclusive nouns Technique Examples Replace gendered occupational titles An ombuds (not “ombudsman”) must deal objectively with all requests. Cleaning staff (not “cleaning ladies”) begin work at 6 p.m. Every server (not “waiter” or “waitress”) must wear a uniform. Replace expressions containing “man” or “woman” They fought for the rights of the average person (not “the common man”). Replace gendered terms denoting relationships (in general contexts or in cases where gender is unknown) Members may bring spouses or partners (not “wives or girlfriends”) to the event. The child was picked up by a sibling (not “brother” or “sister”). Replace or omit a gendered pronoun Technique Examples Pluralize the noun Nurses must carefully record their patients’ symptoms (not “A nurse … her patients’ symptoms”). Use the singular “they” Generic singular “they”: If an employee is injured at work, they have a duty to inform their direct supervisor (not “he or she has a duty to inform his or her supervisor”).Specific singular “they” (used by some persons outside the gender binary): Morgan submitted their report. Use an article Each person attending must show a ticket (not “his or her ticket”) upon entry.A student must complete all the required courses (not “his required courses”) by year end. Omit the pronoun No child may participate without parental permission (not “his or her parents’ permission”). Repeat the noun If a first-time user wants to view content on the site, the user (not “he”) must create an account. Address the reader directly You must provide your complete contact information (not “The applicant must provide his or her …”). Use the imperative Ensure that your leave balances are correct (not “Each employee must ensure that his leave balances …”). Use the pronoun “who” A property owner who disagrees with the assessment can file an appeal (not “If a property owner disagrees, he …”). Use the pronoun “one” Numerical “one”: A tenant in Vancouver will probably pay higher rents than one in St. John’s (not “than she would in St. John’s”).Impersonal “one”: Under the Canadian Charter, one has the right to act in accordance with one’s conscience (not “a citizen … his conscience”). Use the passive voice Dependent clause: A server has the right to keep any tips (that are) received from patrons (not “tips that she receives”).Main clause: When the repair person cannot obtain a discontinued part, a generic part will be substituted if possible (not “he will substitute a generic part”). Use sentence fragments The successful administrative assistant will have the following qualities: - attention to detail (not “she will be detail-oriented”) - excellent interpersonal skills (not “she will have excellent interpersonal skills”) Rewrite the sentence The motorist should signal before a lane change and then check to ensure the lane is clear (not “and then he should check”).After finding the ideal property, a home buyer should arrange for a home inspection (not “When he finds the ideal property”).Medical help is on site in case a participant suffers an injury (not “injures himself”) during the event. Make correspondence gender-inclusive Parts of the letter or email Examples Inside address (if receiver’s gender or courtesy title is unknown) Robin MaxwellR. T. Maxwell Salutation (if receiver’s gender or courtesy title is unknown) Dear Robin Maxwell: Dear R. T. Maxwell: Dear Parts Manager: (example of a job title for a receiver whose name is unknown) Dear Homeowner: (example of a gender-inclusive noun for a form letter) Hello, (in an email) Tailor your message Context Examples Tailoring to recipients who are non-binary Use the person’s specified courtesy title if you know it; for example: Dear Mx. Baldwin: Representation of non-binary gender Members of gender-diverse communities have put forward various techniques for writing English texts that correspond to their realities. Since individual usage varies, it is important to respect each person’s wishes with regard to pronouns and courtesy titles. Writing to or about non-binary individuals Issue Recommendations Pronouns and neopronouns When writing about a non-binary individual, use the person’s specified pronoun: singular “they” a neopronoun (for example, “ze/hir”) “he” or “she” Gender-inclusive courtesy titles When writing to or about a non-binary individual, use the person’s specified courtesy title if you know it (for example, “Mx.”) if in doubt, omit the courtesy title, and use the person’s first name or initials with the last name: - Cameron Clarkson - C. R. Clarkson Gender-inclusive nouns When writing about a non-binary person, use terms that are gender-inclusive: “parental leave” (not “maternity leave”) “police officer” (not “policeman” or “policewoman”) “sibling” (not “brother” or “sister”) “spouse” (not “husband” or “wife”) Translating text about non-binary individuals Issue Recommendations and examples Translating the French pronoun “iel” When translating the pronoun “iel,” try to find out what pronoun the person uses in English if you can’t find out the person’s pronoun, use the singular “they” and its forms: French: Iel a lancé sa ligne de vêtements en 2000. English: They launched their clothing line in 2000. Note: A person who uses the gender-inclusive pronoun “iel” in French may use any of a variety of pronouns in English, including neopronouns. Thus, it’s important not to assume that “iel” is always best translated by the singular “they.” Translating other gender-inclusive text When translating a text about a non-binary individual whose gender is unclear, use the singular “they” use the other gender-inclusive techniques listed above Resources for inclusive and respectful language The resources below will help you find the right words to write inclusively and respectfully. List of resources on respectful and inclusive language Title Description Inclusionary: A collection of gender-inclusive solutions A collection of gender-inclusive alternatives to gendered words and expressions. Guide on Equity, Diversity and Inclusion Terminology A bilingual guide designed to promote an understanding of concepts related to equity, diversity, accessibility and inclusion. Accessibility Glossary A glossary containing 342 concepts in the fields of accessibility, sociology of work and technical aids for persons with disabilities. Gender and Sexual Diversity Glossary A glossary containing 193 concepts related to gender and sexual diversity. Printable PDF version of the quick reference sheet Inclusive writing guidelines and resources: Quick reference sheet (PDF, 412 KB) Additional information Inclusive writing – Guidelines and resources Inclusive writing: GlossarySource: Writing Tips Plus (English language problems and rules)
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Inclusive writing: Background and principles
On this page Background Definition of inclusive writing Principles of inclusive writing Principle 1: Use what works best Principle 2: Respect people’s wishes Principle 3: Make choices that are respectful of diversity Principle 4: Write clearly and effectively Principle 5: Be consistent Additional information Background There is broad consensus today on the importance of writing more inclusively to promote equity and the equal participation of all members of society. In fact, when people feel respected, understood and represented in communications, they are more inclined to contribute to the community. How can you make your writing inclusive? Whether you’re drafting an email, a report, an advertisement or any other type of document, you can produce an inclusive text, using the key principles listed below, in combination with various inclusive writing techniques (see the section on gender-inclusive writing techniques in the Guidelines for Inclusive Writing). Definition of inclusive writing Inclusive writing is writing that uses a set of principles and techniques designed to accomplish two goals: to promote inclusion and respect for diversity to eliminate all forms of discrimination based on sex, gender, sexual orientation, race, ethnicity, disability or any other identity factor The terms “gender-inclusive writing” and “gender-neutral writing” are narrower in scope and are used to designate writing that is focused more specifically on equal representation of all genders. Principles of inclusive writing The approach to inclusive writing proposed in our guidelines is based on five key principles that reflect ongoing developments in Canadian society and current English usage. These general principles should serve as a guide to help you in applying the gender-inclusive writing techniques listed on the page Inclusive writing – Guidelines and resources. Principle 1: Use what works best Apply the technique or techniques that fit your specific situation, taking into account the type of text you’re writing and the audience you’re writing for. The English language has several techniques you can use to make your writing gender-inclusive. For example, you can use the singular “they” or the passive voice, or address your reader directly. No one technique will meet all your communication needs. You need to consider both the nature of the text and the audience when choosing techniques and combining them to craft a clear piece of writing. For instance, addressing the reader directly can draw the reader in and give your text a more personal touch. On the other hand, using the passive voice can make your text sound more formal. And if you’re writing to non-binary individuals, other techniques might be useful (see our article Gender-inclusive writing: Guidelines for writing to or about non-binary individuals). Principle 2: Respect people’s wishes When you’re writing to or about someone, use the person’s specified courtesy title and pronouns. Individuals’ wishes vary when it comes to courtesy titles and pronouns (for example, Mr., Ms., Mx., he, she, singular “they”). These wishes must be respected when we’re writing to someone (as in an email) or writing about them (as in a biography). For more information, see our article Gender-inclusive writing: Guidelines for writing to or about non-binary individuals. Principle 3: Make choices that are respectful of diversity Choose words, expressions and examples that are in keeping with diversity so as to avoid stereotypes. Inclusive writing avoids terminology that conveys bias or stereotypes, puts different genders on an equal footing and accurately reflects the diversity of the population. It is therefore important to choose your words with care. See the section on inclusive and respectful language on the page Inclusive writing – Guidelines and resources for more information and for examples of inclusive solutions. Principle 4: Write clearly and effectively Use the principles of inclusive writing in conjunction with the principles of clear and effective communication. The primary objective of communication is to convey a message that is understood by its recipient. A dense or needlessly complex piece of writing can quickly become difficult to understand. You should therefore choose inclusive writing techniques wisely and ensure that clarity is maintained. When properly applied, inclusive writing techniques enable you to produce accurate, concise and impactful texts. Principle 5: Be consistent Apply inclusive writing techniques throughout each text and throughout all communications within your organization. First of all, be consistently inclusive. You shouldn’t be content with using inclusive writing techniques merely in a few passages or solely in the title of your document. A concern for inclusivity should resonate throughout your writing. Be consistent as well in applying inclusive writing techniques. Organizations can help by establishing inclusive writing guidelines to ensure their texts reflect consistent choices. For instance, your organization’s guidelines could indicate in which contexts you should address the reader directly or in which contexts you should use the passive voice. Additional information Inclusive writing – Guidelines and resources Gender-inclusive writing: Guidelines for writing to or about non-binary individuals Inclusive writing: GlossarySource: Writing Tips Plus (English language problems and rules)
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Gender-inclusive writing: Use the singular “they”
On this page Introduction Guidelines for using “they” as a singular pronoun Difference between generic “they” and specific “they” Historical context Note about “he or she” Additional information Introduction In traditional English grammar, there’s no third-person singular pronoun that is gender-neutral. This creates challenges for writing in a gender-inclusive way, particularly when you aren’t sure of the gender of the person being referred to. A long-established solution is the use of “they” and its forms (“them,” “their,” “theirs,” “themselves”) as singular pronouns. Although “they” is most often used as a plural pronoun, there is near-consensus among language authorities today that it can and should be used as a singular pronoun in formal writing. In many cases, substituting a singular “they” for the gendered pronouns “he,” “she” and “he or she” is the easiest and most effective technique for making a sentence gender-inclusive. Examples of gendered sentences and their inclusive solutions Gendered sentence Inclusive solution If any participant still has concerns, he or she should speak to the facilitator after the group meeting. If any participant still has concerns, they should speak to the facilitator after the group meeting. Every subscriber will have had the monthly newsletter delivered to her. Every subscriber will have had the monthly newsletter delivered to them. Everyone should bring his or her access card. Everyone should bring their access card. Each presenter should bring 30 copies of his paper to the conference. Each presenter should bring 30 copies of their paper to the conference. We are asking everyone to double-check that the certificate he or she has received is actually his or hers. We are asking everyone to double-check that the certificate they have received is actually theirs. An introvert usually needs a lot of time to himself or herself. An introvert usually needs a lot of time to themselves [or themself]. Guidelines for using “they” as a singular pronoun Even when “they” is used in the singular, verbs that follow it should always be plural (for example, “are” rather than “is”; “have” rather than “has”). Example of a gendered sentence and an inclusive solution Gendered sentence Inclusive solution Over the course of a work day, a manager will find that she has to deal with a lot of unexpected situations. Over the course of a work day, a manager will find that they have to deal with a lot of unexpected situations. There is no situation in English when it would be correct to write “they is” or “they has,” and that does not change as we expand our use of the singular “they” in formal writing. It should also be noted that the singular “they” has two possible reflexive forms: “themselves” (the standard form) and “themself”. Although “themself” is not yet in widespread use and is labelled non-standard in most dictionaries, it has been approved for use by some major style manuals. Sometimes, especially when you have more than one noun in a sentence, the singular “they” can make the sentence ambiguous. Consider this example: Example of a gendered sentence and an inclusive solution Gendered sentence Inclusive but unclear solution If a person cannot carry out essential duties, he must be reassigned. If a person cannot carry out essential duties, they must be reassigned. What must be reassigned? The duties or the person? And sometimes, the problem of ambiguity exists in the sentence from the beginning. While the singular “they” can make the unclear sentence inclusive, you still have to deal with the separate problem of ambiguity. Consider this example: Example of a gendered sentence and an inclusive solution Gendered and unclear sentence Inclusive and unclear solution If a dispute arises between the client and the service provider, he or she must notify the board in writing. If a dispute arises between the client and the service provider, they must notify the board in writing. The two sentences above with the singular “they” are gender-inclusive, but they still have problems with clarity. In such sentences, the meaning might be clear from the context, so “they” might still be a useable solution. But for any writing where greater accuracy is needed, a different gender-inclusive technique should be considered: Examples of gendered sentences and inclusive solutions Gendered sentence Inclusive but unclear solution Inclusive and clear solution If a person cannot carry out essential duties, he must be reassigned. If a person cannot carry out essential duties, they must be reassigned. A person who cannot carry out essential duties must be reassigned. When a dispute arises between the client and the service provider, he or she must notify the board in writing. When a dispute arises between the client and the service provider, they must notify the board in writing. When a dispute arises between the client and the service provider, the client must notify the board in writing. Difference between generic “they” and specific “they” In the examples in this article, we’ve been using the pronoun “they” to be inclusive in situations where gender is unclear or unknown. This is sometimes called the generic use of “they,” and it’s valuable for gender-inclusive and clear writing in general. But the singular “they” is also used as the chosen pronoun by many individuals who don’t identify with the pronouns “he” or “she,” especially by individuals who are non-binary. This is sometimes called the specific use of the singular “they.” Although the two usages follow the same grammatical rules, they’re distinct and employed for different reasons and in different contexts. For more discussion of the specific use of the singular “they,” please see the article Gender-inclusive writing: Guidelines for writing to or about non-binary individuals. Historical context The singular “they” has a long history in written English. It has been used by many of the most recognized writers in the English language: Chaucer, Shakespeare, Swift, Byron, Austen, Wilde, Auden. The use of the singular “they” began to be discouraged in the late 1700s by language authorities who favoured the use of “he” as the default pronoun of choice. In recent years, the singular “they” has regained almost all of its acceptability, although this process is still ongoing. Most English-language style guides today recommend the use of the singular “they” as the most straightforward technique for gender-inclusive writing. Note about “he or she” At one time, many writers fell back on the construction “he or she” as a more inclusive alternative to the default “he.” Today, however, almost all style guides recommend against the use of “he or she,” which is often awkward to integrate into more complex sentences and which is not inclusive of individuals who do not identify with either pronoun. Additional information Inclusive writing – Guidelines and resources Inclusive writing: Glossary Gender-inclusive writing: Guidelines for writing to or about non-binary individuals Personal pronouns The singular “they” is gaining acceptanceSource: Writing Tips Plus (English language problems and rules)
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Gender-inclusive writing: Gender-inclusive nouns
On this page Introduction: Gendered nouns and inclusive solutions Occupational titles Expressions containing “man” or “woman” Terms denoting relationships Use of the singular “they” with gender-inclusive nouns Additional information Introduction: Gendered nouns and inclusive solutions Many nouns in English are unnecessarily gendered. You might recognize some of these nouns as outdated today, but others may still find their way into your everyday writing. In general, these terms are best avoided because they often contain sexist assumptions and are not inclusive of other genders. Wherever possible, it’s best to replace them with gender-inclusive nouns. Examples of sentences with gendered nouns and their inclusive alternatives Sentence with gendered noun Sentence with inclusive alternative Being a stewardess is a demanding job. Being a flight attendant is a demanding job. Humour is mankind’s greatest blessing. Humour is humanity’s greatest blessing. Guys, we’re running out of time. Everyone, we’re running out of time. An unruly boy or girl should be removed from the activity. An unruly child should be removed from the activity. Occupational titles Over time, many occupational roles and titles have taken on or carried forward an unnecessary gendered component. In most cases, you can use alternative gender-inclusive titles to convey the same meaning. Examples of gendered occupational titles and their inclusive alternatives Gendered occupational title Inclusive alternative stewardstewardess flight attendant waiterwaitress server Many of these gendered occupational titles contain the word “man” or “woman.” Titles using these terms are not inclusive of diverse gender identities. Moreover, it’s rarely necessary to focus on an individual’s gender when describing their occupation; in general, a person’s gender is irrelevant to the job they do and the way they do it. Examples of gendered occupational titles and their inclusive alternatives Gendered occupational title Inclusive alternative chairmanchairwoman chair or chairperson policemanpolicewoman police officer For this reason, too, you should avoid compound expressions such as “male nurse” or “female lawyer” unless the gender distinction is relevant and essential to the context. For example, such a distinction would be relevant and acceptable in the description of an agenda item for a conference addressing the status of women in science and bringing together a panel of top “women scientists.” Finally, it’s good practice to thoroughly review all your documents before they’re published so you can identify and replace any gender-specific occupational titles that are still in common usage. You should almost always use a gender-inclusive title. For further examples, please refer to the Inclusionary. Expressions containing “man” or “woman” In addition to occupational titles, there are many other expressions that contain the word “man” or “woman.” These expressions should also be avoided whenever possible. They often reflect older sexist thinking that takes “man” as the neutral or default (as in “mankind”) or emphasizes an individual’s gender in a context where it’s not relevant (as in “career woman”). They are also not inclusive of non-binary genders. Examples of gendered expressions containing the word “man” or “woman,” and their inclusive alternatives Gendered expression Inclusive alternative the common man the average person mankind humankindhumanitycivilization career woman Use the person’s specific occupation: doctor, engineer, professor, etc. A more detailed list of gendered expressions containing the word “man” or “woman,” along with their gender-inclusive alternatives, is available in the Inclusionary. Terms denoting relationships There are many gendered terms in English to describe relationships between individuals. Unlike gendered occupational titles, these terms don’t have to be avoided at all times. However, it’s important to use gender-inclusive terms in cases where you don’t know an individual’s gender or where you’re writing to or about a group of people of mixed genders. Of course, gender-inclusive terms are also preferred by many individuals who don’t identify with binary genders. Examples of gendered terms describing relationships, and their inclusive alternatives Gendered term Inclusive alternative husbandwife partner or spouse brothersister sibling motherfather parent For a more detailed list of examples and practical alternatives, consult the list of gendered terms denoting relationships and their inclusive alternatives in the Inclusionary. Use of the singular “they” with gender-inclusive nouns When you use a gender-inclusive noun generically, always pair it with a gender-inclusive pronoun in order to preserve inclusiveness. A good practice is to use the singular “they” to refer to generic gender-inclusive nouns. (Of course, if you’re using the gender-inclusive noun in reference to a specific person, you should pair it with that person’s specified pronoun.) Example of a sentence that uses a generic gendered noun and pronoun, and its inclusive solution Gendered sentence Inclusive solution The Chairman is responsible for the administration of the board meeting. He brings the meeting to order, manages the proceedings and oversees the votes. The Chair is responsible for the administration of the board meeting. They bring the meeting to order, manage the proceedings and oversee the votes. For more information, read the full article on using the singular “they” in gender-inclusive writing. Additional information Inclusive writing – Guidelines and resources Gender-inclusive writing: Use the singular “they” Gender-inclusive writing: InclusionarySource: Writing Tips Plus (English language problems and rules)
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Gender-inclusive writing: Pluralize the noun
On this page Introduction Guidelines for pluralizing the noun Additional information Introduction You can often avoid using gendered pronouns by pluralizing the noun that the pronoun refers to. This is because the singular pronouns “he” and “she” are gendered in English, but the plural pronoun “they” is not. Pluralizing the noun can therefore be a quick and easy way to make your sentence inclusive without rewriting it. Examples of gendered sentences and inclusive solutions Gendered sentence Inclusive solution The supervisor must give feedback to her employees monthly. Supervisors must give feedback to their employees monthly. Every visitor must report to the reception desk to receive his temporary pass. All visitors must report to the reception desk to receive their temporary pass. A public official must conduct himself with integrity in the performance of his duties. Public officials must conduct themselves with integrity in the performance of their duties. The applicant must send her application by December 31. Applicants must send their application by December 31. The advisor must inform the graduate student of her responsibilities in regard to course work. The advisor must inform graduate students of their responsibilities in regard to course work. Guidelines for pluralizing the noun Making a noun plural can work well in a formal text that sets out instructions or guidelines. In this kind of writing, you’re usually speaking in a general and collective way, and the intended meaning doesn’t really change when the noun is made plural. But in some cases, pluralizing a noun can lead to a significant change in meaning by shifting emphasis away from the individual and toward the collective. This is especially true in cases such as contracts or legal writing, where the emphasis is on defining the roles and responsibilities that fall on each individual. Here you want to avoid all ambiguity, since subtle changes of meaning or connotation might have major consequences. In these cases, another technique is probably preferable. Example of a gendered sentence, inclusive but unclear solution, and inclusive and clear solution Gendered sentence Inclusive but unclear solution Inclusive and clear solution Each researcher is expected to organize his hours of work, workdays and days of rest in order to suit his specific research project(s), subject to the approval of the employer. Researchers are expected to organize their hours of work, workdays and days of rest in order to suit their specific research project(s), subject to the approval of the employer. Each researcher is expected to organize their hours of work, workdays and days of rest in order to suit their specific research project(s), subject to the approval of the employer. In the gendered sentence above, each researcher is acting on their own to organize their work schedule. That emphasis is lost in the inclusive but unclear solution when the noun is pluralized. However, in the inclusive and clear solution, the emphasis remains on the individual. Additional information Inclusive writing – Guidelines and resources Inclusive writing: Glossary Gender-inclusive writing: Use the singular “they”Source: Writing Tips Plus (English language problems and rules)
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