Inclusive language

guidelines

cii.co.uk
Inclusive language guidelines - September 2018
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Introduction

As we continue on our diversity and inclusion journey, the language we use to describe identities
can be used to galvanise inclusion and create a more welcoming environment.

Reflecting on the way we communicate means making Generally, descriptors that refer to personal attributes
the effort to understand the way that language such as race, gender, sexual orientation, disability
unconsciously makes assumptions about people and or age, for example, tend to over-emphasize the
reinforces dominant norms. distinguishing attribute. We recommend avoiding
This guide is intended to act as a point of reference the use of such descriptors unless they are relevant
for CII colleagues and stakeholders to help identify and valid. Where reference to a person’s personal
appropriate language and provides practical examples attributes is necessary, try doing so with the following
of preferred terms and phrases applicable to both oral guidelines in mind.
and written communications. It is not by any means The focus of these guidelines is not on protected
exhaustive or definitive, as language is a live thing that characteristics, but on situations in which non-inclusive
continuously evolves and appropriate terminology terms can inadvertently infiltrate communication.
changes as culture and society shifts. As it happens, most of these situations revolve around
protected characteristics.

Offensive language includes words and phrases that:

• Reinforce stereotypes
Please note the terms used in this guide reflect
• Reinforce derogatory labels the diverse identities and experiences of British
• Exclude certain groups of people through society and there might be alternative preferred
assumptions, e.g. assuming white population terms in overseas territories.
is the norm
• Patronise or trivialise certain groups of people
• Cause discomfort or offence

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Select to view a descriptor below

Age Disability Sex, gender and Sexual orientation Marriage and civil Race, ethnicity Religion or belief
gender identity partnership and nationality
pg 4 pg 5 pg 6 pg 9 pg 11 pg 12 pg 13

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Age
Inclusive language should be reflective and welcoming to our multigenerational
colleagues. It is good practice to avoid terms that may be perceived as a
manifestation of ageism. Ageism can be defined as the application of assumed
age-based group characteristics to an individual, regardless of that individual’s
actual personal characteristics.

Suggested language

Tips Instead of Try

Avoid general terms as these imply that people The elderly, the old, pensioners Mature individual, elderly person/people
of certain age groups or generations are a
homogenous group, failing to recognise
people’s individuality. The young Young person, young adults

Avoid using the terms ‘girls’, ‘boys’ when referring The boys/girls in the office The men/women in the office
to colleagues or employees, as these refer to Our colleagues in the office
young children.

Avoid using language that stereotypes or implies A young and vibrant team An effective and vibrant team
that a particular age group is more or less able
or has stereotypical characteristics by virtue of
chronological age. A mature workforce An experienced workforce

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Disability
The portrayal of people with disabilities has traditionally used language that emphasizes
the disability rather than the person, resulting in the depersonalisation, stereotyping
(often with people with a disability seen as victims or suffering) and the amalgamation
of whole spectrums of specific physical and intellectual impairments. In the majority of
circumstances there will be no need to refer to a person’s ability or disability. If the need
arises, it is best practice to use ‘person-centred’ rather than focusing on the disability.

Suggested language

Tips Instead of Try

Avoid blanket terms. Always put the person The disabled, the handicapped Person with a disability
before the disability. People with disabilities

Avoid using terms that imply normalcy/being Normal, healthy, able-bodied person People without a disability
healthy when referring to people without
disabilities.

Use positive language rather than descriptions Disabled toilets/lifts Accessible toilets/lifts
that emphasize limitations. Toilets/lifts for the disabled

Avoid negative terms that overextend the severity Wheelchair-bound, confined to a chair Person who uses a wheelchair
of a disability. Cancer or dementia victims People living with cancer or dementia

Avoid outdated and derogatory terms. Deaf and dumb People who are deaf
Nuts, psycho, mad People with a mental illness/condition
Retarded, slow Person with learning disability

Avoid terms which equate the person with the Schizophrenic Individual with schizophrenia
ability or disability. Autistic child A child diagnosed with autism

Avoid using euphemisms. Challenged, special Person with learning disability

Avoid being effusive about the achievements of Courageous, inspiring, heroic Successful, productive
people with disability when they are going about
their daily life and work.

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Sex, gender and gender identity

It’s very common for people to confuse sex, gender, and gender identity,
despite being very different things.

It’s very common for people to confuse sex, In language terms, the most inclusive strategy is to
gender, and gender identity, despite being very avoid references to a person’s gender except where
different things: it is pertinent to the discussion. This often involves
seeking gender neutrality when using terms,
• Sex, or biological sex, is a label assigned by expressions and pronouns. Fortunately, English
a doctor at birth based on attributes such provides many options for ensuring that language
as anatomy, chromosomes, and hormones. usage is both unambiguous and inclusive.
An individual can be male, female, or intersex.
• Gender is a set of expectations from society,
about behaviours, characteristics, and thoughts.
Gender is usually considered binary (male or
female), but can also be viewed as a spectrum,
instead of being anchored on biology, it’s more
about how one is expected to act, because of
one’s sex.
• Gender identity refers to an individual’s internal
sense of gender, i.e. being a man, a woman,
neither of these, both. This can be man,
woman, transgender, cisgender, non-binary,
genderqueer/gender fluid or agendered.

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Sex, gender and gender identity

The following list provides a glossary of common terms associated with sex, gender
and gender identity. The definitions are based on those provided by Equality
Challenge Unit guidance and Stonewall.

• Agender, genderless, gender-free, non-gendered, or • Gender variance or gender non-conformity – behaviour • Queer – umbrella term for sexual orientation and
ungendered – terms describing someone who or gender expression by an individual that does not gender identity groups who are not heterosexual or
identifies as having no gender or being without match masculine and feminine gender norms. cisgender. Originally meaning ‘strange’ it has been
a gender identity. As such, it is not a term that historically a derogative term to describe people
• Intersex – denoting people who are born with any
non-LGBTQ+ people should use. with same-sex desires or relationships but has been
of several variations in sex characteristics that do not
reclaimed by the younger members of the LGBTQ+
• Ally – heterosexual and cisgender person who supports fit the typical definitions for male or female bodies.
community.
equal rights, gender equality, LGBTQ+ social movements,
• LGBTQ+ – a common shorter version of a variety of
and challenges homophobia, biphobia and transphobia. • Questioning – term used to describe someone
longer acronyms that describe sexuality and gender
who is unsure of or exploring their sexual orientation
• Cisgender – denoting or relating to a person whose identity-based communities. The letters stand for
and/or gender identity.
gender identity corresponds with their biological sex. Lesbian, Gay, Bisexual, Transgender, Queer and the
+ indicates other categories such as Questioning, • Trans – term used by some transsexual and
• Cross-dresser – this refers to a person who dresses in
Asexual, Intersex, Pansexual, thus indicating the transgender individuals who are open about their
clothing typically worn by the opposite sex.
variety of sexuality and gender-based identities that status and/or believe that transition does not mean
A cross-dresser probably won’t wish to alter their
have been or are being defined. Please refer to the they become men or women. It can also be used
body. Similarly, they probably don’t experience gender
sexual orientation glossary on page 9 for definitions as a generic term to refer to the trans community.
dysphoria or desire to live permanently
not included in this section.
in the opposite gender to that of their birth. • Transitioning/Transition – term referring to the
• Non-binary, gender-queer – umbrella terms used process and/or the period of time during which
• Gender dysphoria – a medically recognised condition
to describe gender identities that are not exclusively gender reassignment occurs (whether with or without
of feeling one’s emotional and psychological identity
masculine or feminine. medical intervention).
as male or female to be opposite to one’s biological sex.
• Preferred Gender Pronouns (PGPs) – pronouns that
• Gender fluid – denoting or relating to a person who
a person chooses to use for themselves. The most
does not identify themselves as having a fixed gender.
commonly used pronouns are she, her, hers and
• Gender reassignment, sex reassignment surgery or he, him, his, however there are many gender-neutral
SRS, gender-affirming surgery or sex realignment options for those people who identify as non-binary.
surgery – the surgical procedure (or procedures) by Please refer to the Suggested language table.
which a transgender person’s physical appearance
and function of their existing sexual characteristics are
altered to resemble that socially associated with their
identified gender.

REMEMBER: Sexual orientation is different from gender and gender identity. In simple words, sexual orientation is about who one is attracted to. Gender identity is about
who one is. LGBTQ+ is relevant to both.

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Sex, gender and gender identity
Suggested language

Tips Instead of Try

Use gender neutral terms. Man, Mankind Humans, Humankind
Workmanship Quality of work/skills
Man the desk/phones Attend the phones
Man-made Artificial, manufactured, synthetic

Use gender neutral pronouns Anyone who wants his work evaluated Anyone who wants their work evaluated
and expressions. Welcome ladies and gentlemen Welcome to friends and colleagues
Welcome to everyone

Use person-centred language. The transgender Trans people

Respect the preferences of those people She, her, hers and he, him, his They, them, theirs (e.g. Xena ate their food
who want to be referred to by gender neutral because they were hungry.) It is correct to use
pronouns. in the singular.

Use terms that include all relationships. Boyfriend, wife, husband Partner, spouse

Official forms should include a comprehensive Prof, Dr, Mr, Mrs, Miss, Ms, Mx, etc Dr, Miss, Mr, Mrs, Ms, Mx, Prof, etc [blank]
list of titles, sorted alphabetically rather than
following any perceived hierarchy.

Avoid titles that imply the usual job-holder being Cleaning ladies Cleaners
of a particular gender. Policeman Police officer

Be mindful of appropriate and respectful in-group Queer (only use if you identify as queer) Queer communities
versus out-group naming, i.e. avoid using terms
that are only used by individuals that self-identify
as part of a specific community. Agender (only use if you identify as agender) N/A

Avoid using patronising terms that may cause Girls, Ladies, Dear, Son, Love The person’s name, their professional title
offence to a particular gender. or, friends and colleagues,

Avoid irrelevant gender descriptions. A female scientist A scientist

A male nurse A nurse

Recognise and respect the difference between Don´t use ‘LGBTQ+’ if you are only talking about Only use LGBTQ+ when referring to both
sexual orientation and gender identity. gender or gender identity. sexual orientation and gender identity-based
Don´t use ‘straight’ as the opposite of ‘LGBTQ+’ communities.
(transgender people can be any sexual Use ‘straight cisgendered’ or ‘ally’.
orientation, including straight).

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Sexual orientation
Sexual orientation refers a person´s physical, romantic and/or emotional attraction
to another individual. This could be towards people of the same sex, opposite
sex or both. Sexual orientations include asexual, bisexual, gay, lesbian, pansexual,
questioning and straight.

The following list provides a glossary of common • LGBTQ+ – a common shorter version of a variety
terms associated with sexual orientation: of longer acronyms that describe sexuality and
gender identity-based communities. The letters
• Ally – heterosexual and cisgender person who
stand for Lesbian, Gay, Bisexual, Transgender,
supports equal rights, gender equality, LGBTQ+
Queer and the + indicates other categories such
social movements, and challenges homophobia,
as Questioning, Asexual, Intersex, Pansexual, thus
biphobia and transphobia.
indicating the variety of sexuality and gender-
• Asexual – not sexually attracted to anyone and/ based identities that have been or are being
or not acting on attraction to anyone. Does defined. Please refer to the sex, gender and gender
not necessarily mean sexless. Asexual people identity glossary on page 7 for definitions not
sometimes do experience affectional (romantic) included in this section.
attraction.
• Pansexual – refers to a person whose romantic,
• Bisexual – a person who has an emotional, emotional and/or sexual attraction is not based
romantic and/or sexual attraction towards both on gender, biological sex or sex identify.
men and women.
• Questioning – term used to describe someone
• Gay, homosexual – a man who has an emotional, who is unsure of or exploring their sexual
romantic and/or sexual attraction towards men. orientation and/or gender identity.
Gay is preferred over homosexual.
• Straight, heterosexual – a person who has an
• Lesbian – a woman who has an emotional, emotional, romantic and/or sexual orientation
romantic and/or sexual orientation towards women. towards people of the opposite sex.
Some lesbian women prefer to be referred to as
gay women.

REMEMBER: Sexual orientation is different from gender and gender identity. In simple words, sexual orientation is about who one is attracted to. Gender identity is about
who one is. LGBTQ+ is relevant to both.

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Sexual orientation

Suggested language

Tips Instead of Try

Avoid terms that suggest a degree of voluntary Sexual preference Sexual orientation
choice when this is not necessarily the case. Lifestyle choice

Use person-centred language. Lesbians, gays, bisexuals Lesbian, gay, bisexual people

Use language that does not assume Invite your boyfriend/husband Invite your spouse/partner.
heterosexuality as the norm. Family planning clinic Sexual health clinic or sexual health and
wellbeing clinic

Recognise diverse family formation. Mother and father Parents, caregivers

Recognise and respect the difference between Don´t use ‘LGBTQ+’ if you are only talking about Only use LGBTQ+ when referring to both
sexual orientation and gender identity. sexual orientation. sexual orientation and gender identity-based
Don´t use ‘straight’ as the opposite of ‘LGBTQ+’ communities.
(transgender people can be any sexual orientation, Use ‘straight cisgendered’ or ‘ally’.
including straight).

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Marriage and civil partnership

Since 2005, in the UK same sex couples have been able to form a legally recognised
relationship, known as a civil partnership. Couples who form a civil partnership have
a new legal status – that of a ‘civil partner’, where the couple gains rights and
responsibilities similar to that of a marriage. It is good practice to use language that
reflects this new legal status.

Suggested language

Tips Instead of Try

Official forms should include this new legal What is your marital status? What is your relationship status?
relationship status. • single What is your marital/civil partnership status?
• married • single
• divorced • married/civil partner
• widow/widower • divorced/dissolved civil partnership
• widow/widower/surviving civil partner

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Race, ethnicity and nationality

The UK is a racially and culturally diverse place and it’s important not to assume that
a person’s appearance defines their nationality or cultural background. It’s recommended
to only use a person’s race, ethnicity or nationality to identify or describe them if it is
directly relevant to the point you are making.

Suggested language

Tips Instead of Try

Use adjectives rather than nouns when it is Asians Asian people
necessary to refer to someone’s race.

Avoid irrelevant ethnic descriptions. The Asian doctor The doctor

Don´t use ‘minority group’ as it implies inferior Minority group Minority ethnic group
social position and is often relative to geographic
location.

Avoid stereotyping, e.g., making positive or Chinese people are really good at maths N/A
negative generalisations about members of a
particular racial, ethnic or national group.

Avoiding patronising comments based on You speak such good English! N/A
stereotypes.

Avoid outdated terms. Coloured Black Asian and Minority Ethnic (BAME)

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Religion or belief
‘Religion or belief’ is the preferred term in use in equality and human rights legislation,
including in the Equality Act 2010. The definitions of religion and belief under the
Equality Act 2010 are:
• Religion - any religion or reference to religion, ‘Religion or belief’ should be taken to mean the full
including a reference to a lack of religion. diversity of religion and belief affiliations within the
• Belief - any religious or philosophical belief UK, including non-religious and philosophical beliefs
or reference to belief, including a reference such as atheism, agnosticism and humanism.
to a lack of belief.

Suggested language

Tips Instead of Try

Avoid using Christian-centric terms, not only on Christian name First name, given name
ground of respect but also for practical reasons. Surname, Last name Family name
The term ‘last name’ should not be used as it
could be confusing to Asian groups who place
their family name first.
Surname is not unacceptable. However, this
word may originate from sire-name, or the name
derived from one’s father.

Official forms should include both options for What is your religion? Do you regard yourself as belonging to any
religion and belief. • Christian particular religion?
• Muslim • Yes
• Hindu • No
• Jewish
If yes, which one?
• Sikh
• Christian
• Other
• Muslim
• Hindu
• Jewish
• Sikh
• Other
Alternatively: What is your religion or belief?

Use legally correct terminology. Faith Religion or belief

Religious discrimination Discrimination on grounds of religion or belief

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References

Ageism. Wikipedia. https://en.wikipedia.org/wiki/Ageism

English Oxford Living Dictionaries. https://en.oxforddictionaries.com/
Equality Act 2010: guidance. Gov.uk, June 2015. https://www.gov.uk/guidance/equality-act-2010-guidance
Equality Challenge Unit. https://www.ecu.ac.uk/
Equality legislation. Equality Challenge Unit. https://www.ecu.ac.uk/
Gender Trust. http://www.gendertrust.org.uk/
Guidance on equality of ‘religion or belief’. British Humanist Association. https://humanism.org.uk/wp-content/
uploads/GuidanceFinal2.pdf
Guidelines for inclusive communication. Manchester Metropolitan University. https://www.mmu.ac.uk/equality-and-
diversity/pdf/inclusive_communication_guide.pdf
Inclusive language: words to use and avoid when writing about disability. Gov.uk, August 2014. https://www.gov.uk/
government/publications/inclusive-communication/inclusive-language-words-to-use-and-avoid-when-writing-about-
disability
NICE style guide. National Institute for health and Care Excellence, June 2017. https://www.nice.org.uk/corporate/
ecd1/chapter/talking-about-people
Portraying disability. Gov.uk, August 2014. https://www.gov.uk/government/publications/inclusive-communication/
portraying-disability
Preferred gender pronouns: for faculty. Central Connecticut State University. https://www.ccsu.edu/lgbt/files/
PreferredGenderPronounsForFaculty.pdf
Protected Characteristics. University of Sheffield. https://www.sheffield.ac.uk/hr/equality/focus/equalityact/protected
Stonewall glossary of terms. https://www.stonewall.org.uk/help-advice/glossary-terms
We know what LGBT means but here’s what LGBTQQIAAP stands for. BBC, June 2015. http://www.bbc.co.uk/
newsbeat/article/33278165/we-know-what-lgbt-means-but-heres-what-lgbtqqiaap-stands-for
Why you should avoid these racial terms ThoughtCo, March 2018. https://www.thoughtco.com/avoid-these-five-racial-
terms-2834959

Inclusive language guidelines - September 2018

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