Editing for Inclusivity

In your writing, you want to ensure that your language conveys respect and creates a safe environment for your audience. Inclusive language means words, phrases or tones that do not contain discriminatory, stereotyped, or prejudiced ideas of groups of people. By being inclusive in the way you write, you will not exclude any members of your audience.

According to Seneca Polytechnic’s (2023) Inclusive Writing Guide, there are six basic principles you can apply to help you communicate with care.

1. Respect individual preferences and avoid generalizations. Individuals and groups are diverse, and each may have its own preferred language. Don’t assume that the same language or term can be applied to all individuals in the same group. If you’re unsure of what terminology to use when writing about a person or group, it’s always best to ask them whenever possible.
2. Be respectful. Choose words with care. Review and reflect on the words you’re using and ensure that they’re respectful and don’t reinforce stereotypes. In addition, consider that the overall content (including the images that you use and the tone of your writing) is inclusive and respectful.
3. Be conscious of false hierarchies. When conducting comparisons, consider which groups are compared. For example, describing one group as “normal” can exclude other groups and make readers think that they are “abnormal” (American Psychological Association, 2024). Similarly, be thoughtful when determining the order in which groups will be presented. Automatically mentioning socially dominant groups at the beginning can make it seem that the groups that follow are less important or inferior.
4. Share only what is relevant. Ask yourself if you need to refer to a person’s or group’s identity (e.g., gender, race) in your writing. For example, it may be sufficient to say “a group of doctors” instead of “a group of female doctors”.
5. Be consistently inclusive. Inclusive writing is not a one-time thing. Inclusive writing style, techniques, and language should be used in all forms of communication. Your school or workplace may also have their own inclusive writing guidelines. If this is the case, follow your organization’s guidelines to ensure that your writing is consistent with your organization’s preferred language and style.
6. Create content for everyone. Inclusive writing techniques work together with principles of effective communication. In addition to using inclusive language, create content for your audience that is clear, accessible, and accurate.

As discussed in the chapter “Using Generative AI Responsibly,” Generative AI models and LLMs have been trained on massive amounts of text and data; as a result, their output will reflect the information contained in that training material, including discrimination, stereotypes, and prejudices. For this reason, when reviewing output created by LLMs, you should carefully check to ensure that the content you transfer to your messages and documents is free of these biases.

Disability-inclusive language

When writing about people with disabilities, the APA’s Inclusive Language Guide recommends the following approaches:

1. Person-first
2. Identity-first

Person-first language focuses on the person and puts less emphasis on the disability or diagnosis. For example:

• A person who uses a wheelchair
• A person who uses a walking cane

Identity-first language places emphasis on the disability. Some individuals and groups may prefer identity-first language since they view their disability as an important part of their identity. For example:

• Wheelchair user
• A blind person

Always ask the person or group you are writing to identify their preference. This will ensure that you do not offend or alienate your audience.

Gender-inclusive language

It has been commonly accepted for many years that the use of ‘man’ as a generic term excludes women and non-binary individuals. Words like ‘mankind’ and ‘chairman’ make people think ‘male’ rather than ‘female’ and render other genders invisible (QUT, 2010). The use of ‘man’ or ‘men’ and ‘woman’ or ‘women’ is an expression of binary language and doesn’t allow for people who don’t identify as male or female. Use inclusive words (see Table 1) that are non-binary and gender-neutral (QUT, 2010). Always avoid phrases that may be gender-specific, stereotypical, or potentially exclusive. Instead, use non-binary pronouns so that misgendering doesn’t occur.

Table 1. A table comparing language practices to avoid and inclusive language. From Andersen, 2022. Note. From “Enhancing inclusion, diversity, equity and accessibility (IDEA) in Open Educational Resources (OER)” by Nikki Andersen, 2022.

Pronouns

Pronouns are linguistic tools that replace a person’s name in conversation. While some languages have pronouns that denote gender, others do not.

In the English language, “he/his” and “she/her” are frequently used gender-specific pronouns for third-person singular references. Using ‘they’ as a gender-neutral or general pronoun can make your writing more inclusive. In fact, the pronoun ‘they’ has been utilized as a gender-neutral term for centuries, and most contemporary style guides accept “they” for third-person singular references.

Because pronouns can reflect a person’s gender identity, it’s crucial to use the correct ones for respectful and inclusive communication. To prevent incorrect gender identification, it’s always recommended that you ask your audience.

Gender and Sexuality Diverse Terms

It is also essential to understand the meanings behind the words people use regarding gender and sexual diversity. This includes sexual orientation, gender identity and expression, and sex characteristics.

Titles of address

At the university, you will notice that some people are given the titles “Professor” or “Doctor.” The “Professor” title is linked to a job position at the university level. A professor-level job typically involves research and teaching, and not all of your instructors may be in that position. Nevertheless, you can likely safely address any instructors as “Professor,” as it is not gendered and won’t cause offence.

The title “Doctor” or “Dr” is given to people who have completed doctorates (Ph.D.s) or who have a medical degree that is associated with this title. Women sometimes find that their doctor titles are omitted more frequently than men’s doctor titles, so avoid this mistake.

In some work and professional settings, you may use titles like “Mr.,” “Mrs.,” or “Ms.” “Mrs.” is used for women who are married, and “Ms.” is a general title used for all women. Avoid the use of “Mrs.” in professional settings as marital status is irrelevant in these contexts.

Where possible, confirm with the individual their preferred title of address.

Always omit any references to gender when you are writing to an unknown audience.

Table 2. Titles and salutations with gender-inclusive alternatives. Note. From “Inclusive writing” by Seneca Polytechnic, 2023, CC BY-NC 4.0.

Indigenous Peoples

Deciding what terminology to use to identify Indigenous people is important, especially considering the historical and present context in which terminology is used to marginalize and oppress the original inhabitants of this land.

The word Indigenous is itself a good place to start. Those who are considered Indigenous today, are descendants of people who were living on this land prior to colonization by Europeans. You will still find the term ‘Aboriginal,’ rather than Indigenous, used in some contexts, including official Canadian Government documents, but the term Indigenous is becoming the preferred overall term to use.

In what is now known as Canada, there are three distinct groups of Indigenous people — First Nations, Métis, and Inuit. According to their own traditions and teachings, the Inuit and First Nations people have been on this land since time immemorial (forever). People who identify as Métis are descendants of First Nations and European parentage.

Indigenous people identify themselves in many different ways. A term that one person embraces could offend another (review Table 3.2.4). Therefore, it is important to be respectful of how Indigenous people themselves want or choose to be identified.

Table 3. Outdated and updated terms for Indigenous Peoples. Note. From “Inclusive writing” by Seneca Polytechnic, 2023, CC BY-NC 4.0.

Racialized Communities or Groups

Before you write about or mention an individual’s identity, always confirm how they identify first. A person’s race should only be mentioned if it is relevant. For example, ‘this week will discuss civil rights activist Dr Martin Luther King Jr., who is remembered as one of the most influential and inspirational African-American leaders in history.’

Terms such as ‘visible minority’ and ‘person of colour’ may be considered outdated terms (see Table 4). Instead, consider using the following, depending on the context:

• racialized person
• racialized group
• member of a racialized community
• equity-deserving group

The Ontario Human Rights Commission uses the term “members of racialized communities.” This expression may also be used for members of marginalized religious groups.

Never use language that might marginalize, offend, or inaccurately represent people based on their race, ethnicity, or other aspects of their identity.

Table 4. Insensitive language and suggested alternatives for racialized groups and people. Note. From “Inclusive writing” by Seneca Polytechnic, 2023, CC BY-NC 4.0.

Additional Resources

Watch the video “Disabled Person OR Person With a Disability?” to learn more about identity-first versus person-first language.

Watch the video “How to Talk About Indigenous People” that clearly explains the use of the terms Indigenous, Aboriginal, First Nations, Métis, and Inuit.

To help authors write in ways that are inclusive and respectful of diversity, most style guides now include guidelines for inclusive and bias-free language.

For example:

• The Government of Canada has released Guidelines for Inclusive Writing. The guidelines provide advice on:
  • Gender-inclusive writing techniques
  • Representation of non-binary gender in written communications

• The American Psychological Association (APA) has released its second edition of the Inclusive Language Guide. The APA has also developed bias-free language guidelines covering:
  • Age
  • Disability
  • Gender
  • Racial and Ethnic Identity
  • Sexual Orientation
  • Socioeconomic status
  • Intersectionality

Other resources

• Resources for inclusive and respectful language
• Seneca’s Inclusive Language Guide
• Quick reference sheet on inclusive writing

References

American Psychological Association. (2024). General principles for reducing bias. APA Style. https://apastyle.apa.org/style-grammar-guidelines/bias-free-language/general-principles

Andersen, N. (2022). Enhancing inclusion, diversity, equity and accessibility (IDEA) in Open Educational Resources (OER). https://usq.pressbooks.pub/diversityandinclusionforoer/

Queensland University of Technology. (2010). Working with diversity: a guide to inclusive language and presentation for staff and students. QUT Equity Services

Seneca Polytechnic. (2023) Inclusive Writing Guide. https://library.senecapolytechnic.ca/inclusivewriting

Attributions

“Editing for Inclusivity” by Nancy Bray, Introduction to Academic Writing, University of Alberta, is licensed under CC BY-NC 4.0 and includes material adapted from:

• “3.2 Inclusive Communication” by Robin L. Potter and Tricia Nicola Hylton, Communication Essentials for Business is licensed under CC BY 4.0
• “Business Writing For Everyone” by Arley Cruthers is licensed under CC BY-NC 4.0
• “Enhancing inclusion, diversity, equity and accessibility (IDEA) in Open Educational Resources (OER)” by Nikki Andersen is licensed under CC BY 4.0
• “Fundamentals of Business Communication Revised” by Venecia Williams and Nia Sonja is licensed under CC BY-NC-SA 4.0
• “Inclusive writing” by Seneca Polytechnic is licensed under CC BY-NC 4.0