The words we use shape workplace culture. From daily conversations to company-wide communications, language is key in fostering a sense of belonging—or creating barriers. And that’s where inclusive language comes in.
Inclusive language ensures that employees of all backgrounds feel seen, valued, and respected. It goes beyond simply avoiding offensive terms—it actively promotes diversity, equity, inclusion, and belonging (DEIB) by recognizing and affirming different identities, experiences, and perspectives.
In this guide, we’ll discuss what inclusive language in the workplace means, why it matters, and how to implement it effectively. You’ll also find practical strategies to help your team communicate in a way that respects cultural differences.
What is inclusive language?
Inclusive language is communication that acknowledges and respects all individuals’ identities, backgrounds, and experiences. It avoids bias, stereotypes, and negative connotations that may exclude or marginalize certain groups. This means using gender-neutral terms, avoiding ableist expressions, and being mindful of how words can reinforce harmful assumptions.
At its core, inclusive language prioritizes respect, ensuring that everyone on a diverse team—regardless of race, gender identity, sexual orientation, or disability status—feels a sense of belonging in workplace conversations. Choosing words that foster workplace inclusion and diversity is an excellent way to support employees.
Inclusive language is also called diversity, equity, and inclusion (DEI) language.
Why is inclusive language important?
Inclusive language in the workplace is essential for the following reasons:
1. Enhances employee belonging and engagement
Inclusive language, like gender-neutral terms, creates an organizational culture where every team member feels seen and heard, reducing the risk of marginalized employees feeling undervalued. This environment allows employees to be themselves, which means they’re more likely to be engaged and productive at work.
2. Supports diversity and inclusion initiatives
Using gender-inclusive language, avoiding ableist expressions, and considering the impact of particular phrases on different identities supports companies’ diversity and inclusion efforts by shaping workplace interactions and perceptions. Cultivating respectful, bias-free language in workplace conversations creates a stronger workforce and also reinforces an organization’s commitment to inclusivity.
3. Prevents unconscious bias
Unconscious bias, when someone forms opinions based on preconceived notions or stereotypes related to factors like age and appearance, subtly shapes workplace dynamics. Words can unintentionally reinforce these stereotypes and exclude certain groups based on gender identity, race, or other factors. By adopting inclusive language, organizations help employees recognize and replace offensive and non-inclusive terms.
4. Creates psychologically safe environments
A workplace that embraces inclusive language encourages employees to share openly. When organizations prioritize inclusivity, workers feel safe expressing themselves and engaging in meaningful discussions. Minor adjustments make a big difference, like referring to people with disabilities using person-first language.
5. Reflects organizational values
A company’s commitment to inclusion should be evident in every aspect of its operations, including communications. Language reflects an organization’s values when engaging with customers, staff, or employees. Companies that speak intentionally, avoiding discrimination and offensive language, demonstrate their commitment to building an equitable, welcoming workplace.
Inclusive language examples
Below are standard DEI terms to avoid and inclusive alternatives, categorized by area of impact:
Gendered language
Avoiding gendered language creates an environment that acknowledges different gender identities and experiences.
- Chairman → chairperson/chair: Using gender-neutral titles removes the assumption that leadership roles are male-dominated.
- Manpower → workforce/staff: “Workforce” or “staff” avoids reinforcing the idea that work is inherently masculine.
- Husband/wife → partner/spouse: These terms acknowledge diversity in sexual orientation diversity and family structures.
- Hi guys → hi everyone/team: Using inclusive greetings avoids gendered language that assumes a male default.
- Maternity/paternity leave → parental leave: “Parental leave” recognizes all parents, regardless of gender identity.
Ableist language
Certain words and phrases can marginalize people with disabilities. Using neutral alternatives fosters inclusion.
- Crazy/insane → unpredictable/unreasonable: Using “unpredictable” or “unreasonable” avoids language that stigmatizes mental health conditions.
- Turn a blind eye → ignore/overlook: This phrase equates disability with a lack of awareness. “Ignore” or “overlook” conveys the same meaning without reinforcing stereotypes.
- Lame → uninspiring/ineffective: “Lame” has historically been used to describe physical disabilities. Choosing “uninspiring” or “ineffective” removes negative connotations.
- Wheelchair-bound → wheelchair user/person who uses a wheelchair: Mobility devices provide freedom, not restriction. “Wheelchair user” acknowledges this and promotes more accurate, respectful language.
Racially insensitive language
Some commonly used phrases have negative connotations rooted in discrimination. Choosing neutral alternatives supports respectful communication.
- Blacklist/whitelist → blocklist/allowlist: Using “blocklist” and “allowlist” avoids associating “black” with something negative and “white” with something positive.
- Tribe (in a business setting) → group/team/community: “Tribe” has deep cultural significance for Indigenous communities. Using alternative terms prevents unintentional appropriation.
- Master list → primary list/main list: “Master” can evoke associations with slavery. Replacing it with “primary” or “main” removes that connotation.
- Gyp/gypped → cheated/scammed: This term is rooted in stereotypes about Romani people. Using “cheated” or “scammed” avoids reinforcing harmful language.
Inclusive workplace and DEI language
Committing to diversity, equity, and inclusion requires careful attention to the language used in DEI efforts.
- Minority → marginalized/underrepresented groups: This change acknowledges systemic disparities without implying that certain groups are lesser or inferior.
- Blind spot (or bias) → unconscious bias: Using “unconscious bias” avoids ableist language while still addressing implicit prejudices that can affect decision-making.
- Preferred pronouns → pronouns: Dropping “preferred” affirms that pronouns are a fundamental part of someone's identity rather than a personal choice.
- DEI hire → equitable hire/diverse talent: This phrasing emphasizes that hiring decisions are based on skills and qualifications rather than implying that someone was hired solely to meet diversity quotas.
How to be inclusive with language at work: 5 strategies
Implementing inclusive language in the workplace requires intention and continuous effort. Here are five strategies for equitable communication:
1. Avoid assumptions and stereotypes
Unexamined assumptions can unintentionally reinforce bias. For example, assuming a coworker’s gender identity based on appearance or using gendered language like “ladies and gentlemen” can exclude nonbinary employees. Instead, ask for a person’s pronouns and use gender-neutral terms like “everyone.”
2. Normalize sharing pronouns
Encourage employees to share their pronouns in email signatures, Slack profiles, and meeting introductions. This creates an environment where gender identity is acknowledged and respected. Rather than assuming someone’s pronouns, asking or offering your own first normalizes the practice.
3. Review job descriptions for bias
The hiring process should be free from non-inclusive language that deters a diverse applicant pool from applying. Terms like “rockstar” and “aggressive” may carry unintended connotations that discourage applicants who don’t see themselves reflected in those descriptors. Similarly, job postings should avoid gendered language, for example, by replacing “salesman” with “sales associate.” Job descriptions should be clear, inclusive, and bias-free.
4. Use plain language in communication
Corporate jargon and complex wording can create unnecessary barriers, particularly for employees who are non-native English speakers. Opt for plain language to ensure clarity and accessibility in workplace documents and conversations. For example, choose words that clearly convey the intended message instead of using industry-specific acronyms that can be confusing.
5. Leverage tools to identify non-inclusive terms
Technology can help organizations maintain inclusive language standards. AI-driven writing assistants, bias checkers, and DEI term glossaries can flag outdated or problematic language and offer alternatives. Regularly review workplace materials with these tools to ensure that communication is respectful and reflects company values.
Build a culture of belonging with inclusive language
Inclusive language is a key driver of belonging, psychological safety, and inclusion in the workplace. Organizations can foster diversity, reduce bias, and create a welcoming environment for all employees by intentionally shifting communication.
At Oyster, we help companies build equitable workplaces by providing tools and resources to support distributed teams. Learn more about how our strategic partnership can help you create a more diverse and globally inclusive workforce.
FAQs
How can we encourage employees to use inclusive language?
Create an inclusive language guide and give it to employees. This guide should outline preferred terms and explain why specific phrases and stereotypes should be avoided. You can also encourage open discussions about bias and assumptions in workplace conversations to help team members recognize the impact of their words.
What are some tools to help identify non-inclusive terms?
Several tools are available to help businesses detect and swap out non-inclusive language. Platforms like Textio analyze job descriptions for bias, while Slack integrations like Better Allies flag problematic terms in real time and suggest gender-neutral alternatives. AI-powered tools like Gender Decoder review content for gendered language, while internal bots can scan workplace communication for DEI terms to avoid and recommend replacing them.
What’s the difference between person-first and identity-first language?
Person-first language prioritizes the individual before their identity or condition. For example, saying “a person with a disability” acknowledges the person first rather than their condition. Identity-first language places the identity as a central part of who they are, like saying “a disabled person.” Some communities prefer one approach over the other, so the best practice is to ask individuals how they would like to be referred to and follow their preferences.
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