Inclusive writing: where to start

Inclusive writing aims to represent all people in language without making reading harder. The good news: the most effective techniques are also the simplest.

Start with neutral formulations

Before adding gendered doublings, the first question is: can this be rephrased with a gender-neutral or generic term? "Team members" rather than "male and female employees." "Staff" rather than "workers and working women." "Leadership" rather than "male and female leaders." These reformulations work in most professional contexts, they read without friction, and they naturally include non-binary people.

Choose one consistent doubling convention

When a neutral term does not exist and gender visibility matters, full doubling remains the most accessible form: "candidates and applicants." Other conventions (slashes, dots, brackets) are recognised in some contexts but can create problems in oral reading and with screen readers. If your organisation uses them, test readability with the people concerned, including those who use assistive technology.

The most important rule: choose ONE convention and apply it consistently throughout the document or policy. Inconsistency is the first sign that the practice has not been fully adopted.

Adapt to the medium and audience

An internal email, an HR policy, and a public tender notice do not have the same constraints. Short, informal communications allow more flexibility. Official documents benefit from a style note at the start explaining the choices made. In all cases, readability remains the primary criterion: if the inclusive formulation makes a sentence difficult to follow, it is better to rewrite the whole sentence.

Building the practice across your organisation

Inclusive writing works best as a team skill, not the responsibility of one person. A clear style guide, a short training session for communicators, and a review of existing templates are often enough to anchor the practice sustainably.

Suzie Mondésir supports organisations through this process. Visit the inclusive writing page for details or explore the available training programmes.