Principles of inclusive language + language examples

Modified from: Greg Daines / unsplash.com

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Why write about inclusive language when I mostly talk about small teams and small initiatives?

Because words (just like empathy!) are free. They cost only our time and attention.

I don’t see inclusive language (or communication in general) just as a matter of ethics or political correctness (what is really important in our crazy Elon Musk era), but also as a rational tool for clarity, connection, and trust.

Being empathetic isn’t just right (and nice), it’s smart.

And again, unlike most things in communications, it’s completely free.

Inclusive language doesn’t slow you down; it sharpens your message. It helps your audience feel seen, and when people feel seen, they are more likely to listen.

Let’s go through six principles that make your communication not only more inclusive, but also (very often) simply more effective.

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Some principles of inclusive language

1. Person-First Language

Prioritize the individual over a condition or label, for example:

“a person with diabetes” instead of “a diabetic.”

However, not all communities prefer person-first language.

For example, many autistic and Deaf individuals use identity-first language (e.g., “autistic person,” “deaf person”) to emphasize that their identity is an integral part of who they are, not something separate.

When unsure, ask people how they prefer to be referred to.

2. Avoid Jargon and Acronyms

Simplify your language to ensure clarity for all readers. Overly technical terms or unexplained acronyms can alienate audiences.

For example:

• Instead of “We’ll use an agile approach to enhance stakeholder engagement”, say “We’ll work in short, flexible cycles and keep our partners involved.”

• Write “nonprofit organizations” instead of “NGOs”, unless your readers definitely know the acronym.

• Replace “KPIs” with “goals” or “success measures” when writing for a general audience.

• Instead of “We conducted a SWOT analysis”, try “We looked at strengths, weaknesses, opportunities, and risks.”

Clear language isn’t about dumbing things down. It’s about inviting more people in.

3. Check for Stereotypes

Even seemingly positive stereotypes can be harmful, as they box people into roles or expectations.

For example:

• Saying “women are naturally better communicators” may sound flattering, but it reinforces gendered expectations and pressures.

• Calling someone “an inspiring person with a disability” can feel patronizing if it assumes their mere existence is inspirational.

Stereotypes (even those that seem “positive” or “just common sense”) flatten human diversity and limit how people are seen and heard.

4. Highlight Narratives, Not Traits

Represent people through their stories, not just through labels or demographic boxes. Mention traits like race, gender, or disability only when they’re essential to understanding the context — not just to “show diversity.”

For example:

• Instead of “A female engineer shared her thoughts on…”, say “Engineer Sofia Alvarez shared her thoughts on…” — unless her gender is directly relevant to the story.

• Don’t write “Despite his disability, he became a successful artist.” Say “He built a career as an artist,” unless the story is about accessibility or disability itself.

• Avoid token mentions like “The event included participants of various ethnic backgrounds” if it doesn’t add meaning or context.

People’s identities matter, but their stories should come first.

5. Embrace Differences

Inclusivity isn’t about ignoring diversity; it’s about celebrating and respecting it without making it a barrier to connection.

Avoid phrases like “regardless of gender or background” . It can sound as if difference itself is a problem. Try “across different genders and backgrounds” instead.

6. Learn from Mistakes

Perfection isn’t the goal. Growth is. If you make a mistake, acknowledge it, learn, and adjust. Transparency fosters trust.

However, to learn, you need to create ways to listen, such as feedback channels, open comments, or conversations with your audience and colleagues. Otherwise, how would you even know you made a mistake?

That moment — when you realize you got something wrong and understand why — is often the most valuable part of the process.

7. Ask Questions When Unsure

If you’re uncertain whether your language might offend, ask or use tools and resources to guide your decisions.

8. Ask Questions When Unsure

Inclusive language ensures your audience feels seen and valued. It’s not just about avoiding harm but actively creating a space where everyone belongs.

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Some additional things

Here are practical tips and principles to guide you in writing inclusive social media copy that fosters connection and avoids harm.

Avoid Problematic Words and Phrases

• Be mindful of terms with harmful origins or connotations, such as:

  • Master bedroom (associated with slavery).

  • Ghetto, at risk, gypped, lame, or third world.

• When in doubt, research or consult tools like Alex.js, which identifies insensitive language and suggests alternatives.

Address Mental Health Respectfully

• Avoid using mental health conditions as metaphors. Terms like “crazy,” “psycho,” or “mad” trivialize real experiences and perpetuate stigma.

• Use accurate, respectful language when discussing mental health.

  
  

Adapt to Cultural Contexts

• Avoid idioms or slang that may not translate well or carry unintended meanings in different cultural contexts.

• Examples: “Hold down the fort,” “call a spade a spade.”

• Opt for clear, universally understandable phrasing.

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Inclusive language examples

A reference of examples illustrating inclusive language practices. This is not a comprehensive list, but a practical resource to help you begin integrating inclusivity into your communication.

Non-Inclusive Term	Inclusive Alternative	Explanation
Chairman	Chairperson or Chair	Avoids gender-specific language.
Manpower	Workforce or Personnel	Uses gender-neutral terminology.
Mankind	Humanity or People	Encompasses all genders.
Policeman	Police Officer	Gender-neutral job title.
Fireman	Firefighter	Gender-neutral job title.
Stewardess	Flight Attendant	Gender-neutral job title.
Disabled person	Person with a disability	Person-first language that emphasizes the individual before the condition.
The elderly	Older adults	More respectful and person-centered.
Guys (when addressing a mixed-gender group)	Everyone, Folks, or Team	Gender-neutral collective address.
Man-made	Artificial or Human-made	Removes gender implication.
Housewife	Homemaker	Gender-neutral term.
Forefathers	Ancestors or Forebears	Gender-neutral reference to previous generations.
Husband/Wife	Spouse or Partner	Inclusive of all relationship types.
Minority group	Marginalized group or Underrepresented group	Avoids implying inferiority.
Christian name	First name or Given name	Inclusive of all religious backgrounds.
Blacklist/Whitelist	Blocklist/Allowlist	Avoids racial connotations.
Master/Slave (in technology contexts)	Primary/Secondary or Leader/Follower	Removes oppressive historical references.
Crazy/Insane	Person with a mental health condition	Person-first language that is respectful and non-stigmatizing.
Sexual preference	Sexual orientation	Recognizes that orientation is not a choice.
Transsexual	Transgender person	Current and respectful terminology.
Hermaphrodite	Intersex person	Accurate and respectful term.
Third World countries	Developing countries or Low-income countries	More accurate and respectful descriptors.
At-risk youth	Youth in underserved communities	Focuses on external factors rather than labeling the individual.
Ghetto	Under-resourced neighborhood	Avoids derogatory implications.
Tribe (when referring to followers or supporters)	Community or Group	Avoids cultural appropriation.
Spirit animal	Inspiration or Role model	Respects Indigenous cultures by avoiding appropriation.
Powwow	Meeting or Gathering	Avoids cultural appropriation.
Grandfathered in	Legacy status or Exempted	Avoids ageist language.
Man hours	Work hours or Person hours	Gender-neutral term.
Manpower	Workforce or Staff	Gender-neutral term.
Man the desk	Staff the desk or Attend the desk	Gender-neutral term.
Man up	Be brave or Show courage	Avoids gendered expectations.
Lame (to describe something undesirable)	Unimpressive or Unsatisfactory	Avoids ableist language.
Tone-deaf	Insensitive or Unaware	Avoids ableist language.
Dumb (to describe someone as unintelligent)	Uninformed or Unaware	Avoids ableist language.
Blind spot	Unnoticed area or Overlooked detail	Avoids ableist language.
Walk-in (to describe accessibility)	Drop-in or Unscheduled	Avoids ableist language.
Basket case	Person in distress	Avoids stigmatizing mental health.
Schizophrenic (to describe something erratic)	Unpredictable or Inconsistent	Avoids misusing medical terms.
OCD (to describe meticulousness)	Detail-oriented or Particular	Avoids misusing medical terms.
Addict	Person with a substance use disorder	Person-first language that is respectful and non-stigmatizing.
Committed suicide	Died by suicide	Reduces stigma around mental health.
Victim of [condition]	Person living with [condition]	Person-first language that is respectful and non-stigmatizing.
Suffers from [condition]	Person living with [condition]	Avoids implying that the individual is defined by or victimized by their condition.
Confined to a wheelchair	Wheelchair user	Focuses on the assistive device as a tool for mobility rather than a limitation.
Sexual preference	Sexual orientation	Acknowledges that orientation is not a choice or preference.
Opposite sex	Different gender	More inclusive of non-binary and gender-diverse identities.
Third World countries	Developing countries or Global South	More accurate and respectful descriptors.
Master/slave (in tech)	Primary/secondary or Leader/follower	Removes oppressive connotations and historical references.
Indian (for Indigenous people)	Indigenous person or Native American	Specific and respectful to the community being referenced.
At-risk youth	Youth in underserved communities	Focuses on external challenges rather than labeling the individual negatively.
Crazy, mad, insane	Unreasonable, irrational	Avoids stigmatizing mental health conditions.
Gypped	Cheated	Avoids a term rooted in negative stereotypes about the Romani community.
Ghetto	Under-resourced neighborhood	Removes derogatory implications and provides a more respectful alternative.
Spirit animal	Inspiration or Role model	Avoids cultural appropriation, especially from Indigenous communities.
Powwow	Meeting or Gathering	Respects the cultural significance of the term to Native American traditions.
Tribe (for supporters)	Community or Group	Avoids cultural appropriation while emphasizing inclusivity.
Grandfathered in	Legacy status	Avoids ageist undertones and provides a neutral alternative.
Tone-deaf	Insensitive or Unaware	Avoids ableist connotations while conveying the intended meaning.
Blind spot	Unnoticed area or Overlooked detail	Focuses on the metaphor without excluding or stereotyping visually impaired individuals.
Walk-in	Drop-in or Unscheduled	More inclusive for those with mobility challenges.
Basket case	Person in distress	Avoids derogatory language that stigmatizes mental health.

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Inclusive communication isn’t a goal in itself — it’s an ongoing process of attention, adjustment, and learning.