Inclusive Language 101: Evolving Grammar to Reflect a Diverse Workplace
Language is more than grammar—it’s culture, identity, and connection. The words we choose in emails, policies, and conversations reflect not only professionalism but also respect for the people around us. As workplaces become increasingly diverse, inclusive language isn’t a “nice-to-have”—it’s essential.
Why Inclusive Language Matters
When employees, clients, or partners see themselves reflected in communication, they feel valued. Conversely, outdated or exclusionary terms can unintentionally alienate people, even when the intent is harmless. Inclusive language:
Promotes belonging
Builds stronger relationships
Strengthens brand reputation
Encourages trust across diverse teams
Grammar Meets Inclusion
You don’t have to throw the rulebook out the window to evolve your writing. Instead, it’s about expanding how we think about grammar and usage:
Pronouns: Normalize using “they/them” as singular when gender is unknown or irrelevant.
Titles: Replace “ladies and gentlemen” with “everyone” or “colleagues.”
Avoiding Assumptions: Write “parental leave” instead of “maternity/paternity leave.”
Clarity Without Bias: Use “chairperson” instead of “chairman.”
These small adjustments shift grammar from rigid tradition to a tool of inclusion.
Common Pitfalls (and Easy Fixes)
Gendered Defaults: Swap “guys” for “team” or “folks.”
Cultural References: Not everyone shares the same idioms or holidays—keep language accessible.
Disability Language: Use “person with a disability” rather than defining someone by the disability.
Practical Tips for Everyday Writing
Check Your Templates: Update canned email intros, policies, and job descriptions.
Ask (Don’t Assume): If you’re unsure of someone’s pronouns, it’s respectful to ask.
Stay Current: Language evolves. Review internal documents annually for relevance.
Lead with Empathy: If you’re writing about people, focus on the person first, not the label.
The Bigger Picture
Inclusive language isn’t about being politically correct—it’s about being humanly correct. Every word choice has the power to either build bridges or create barriers. By evolving grammar with inclusion in mind, businesses send a clear message: you belong here.