Inclusive language: words that welcome everyone

Deepti Sur | June 16, 2025

Have someone’s words ever made you feel unseen or unheard? If yes, then you’ll know how hurtful words can be.

Words do not just fill space. They carry power, meaning, and values. They show if you care — or not.

In this blog, we’ll explore some key concepts of inclusive language.

• What’s inclusive language?
• Why does it matter in workplaces?
• How should we use inclusive language?

What’s inclusive language?

The Linguistic Society of America defines inclusive language as:

[language that] acknowledges diversity, conveys respect to all people, is sensitive to differences, and promotes equal opportunities.

In other words, inclusive language goes beyond linguistic niceties. It shows people they matter — regardless of their age, gender, culture, background, disability, or identity. It builds trust and connection, and creates a safe space for everyone to belong.

Why does it matter in workplaces?

Inclusive language builds a culture of respect and support. It allows people to contribute fully, speak freely, and feel valued. It actively invites people to participate. And when people feel included and respected, they’re very likely to do their best work.

How should we use inclusive language?

Using inclusive language is about progress, not perfection. Small, thoughtful changes can make a big impact.

Use gender-neutral words

This means using words that do not refer to someone’s gender.

• Instead of: The chairman will lead the meeting.
• Say: The chairperson will lead the meeting.

Be mindful of words like waitress (say ‘waiting staff’) or landlord (say ‘property owner’) to create a more inclusive environment.

Similarly, we cannot always tell someone’s gender just by looking at them or because of the work they do — so it’s best not to guess.

• Instead of: A plumber will be coming to fix the leak. He’ll need access to the kitchen.
• Say: A plumber will be coming to fix the leak. They’ll need access to the kitchen.

Pro tip: consider sharing your pronouns in your email signature or when you introduce yourself. It’ll help others feel safe to share theirs, too.

Be respectful of names and identities

People’s names and identities are not just labels — they carry deep meanings. Their names and identities reflect their stories, culture, and how they see themselves.

Show respect by:

• spelling and formatting people’s names correctly (check hyphens and capitalisations)
• acknowledging people’s iwi, if they belong to one and choose to share it
• avoiding assumptions about people based on their ethnicity.

When we honour someone’s name and identity, we honour the person behind them.

Check for bias

Bias is unfairly favouring a person or group over another. It’s not always easy to spot and can quietly slip into our language.

For instance, bias may show up in the examples you write. One way you can avoid this is by mixing up names, genders, and roles — unless those details are relevant to your examples.

• Instead of: John, the CEO, will present the annual report, and Maria, the assistant, will take notes.
• Say: Maria, the CEO, will present the annual report, and John, the assistant, will take notes.

In this way, you help challenge stereotypes about who can lead, manage, or assist.

Also, avoid referencing attributes such as age, abilities, ethnicity, or gender when those details are not necessary. For example, avoid saying ‘Asian worker’ or ‘male nurse’, unless the context specifically requires otherwise. This helps prevent stereotyping and supports inclusion.

Represent disability with care

Some people prefer ‘people first’ language (for example, people with disability). Others may prefer ‘identity first’ language (for example, disabled person). Language can be a key part of someone’s identity, so always ask what the person prefers.

You also want to be mindful of using ableist language. Ableist language portrays disability as a weakness, devaluing people’s experiences and identities.

• Instead of: This interface is so simple that even a blind person could use it.
• Say: This interface meets accessibility standards for all users.

Avoid phrases and words like ‘crippled with fear’ or ‘lame’. You can instead say ‘very scared’ or ‘unfair’. These simple swaps keep your messages clear and respectful.

Use plain language

Plain language is easy to read and understand. But more importantly, plain language removes language barriers and invites everyone in.

Use simple words, active voice, and short sentences to include and engage your readers.

• Instead of: A decision will be made by the board after all stakeholder feedback has been reviewed.
• Say: The board will decide after reviewing everyone’s feedback.

By using plain language, you include more people. So when you choose plain language, you choose equality, fairness, and respect for all.

Download the Write Plain Language Standard

Want your language to be more inclusive?

Language is constantly evolving. So it can be tricky to get it all right.

Download our easy-to-use Checklist for Inclusive Language below. Share it with your team and communicate in ways that include everyone.

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