Writing Without Gender: Building Inclusive Language in Business Communication

I was inspired to write about this topic after an insightful conversation with a new client. They asked me, “Is this really necessary?” and “Will people even notice if we don’t adopt this?” That exchange made me realize that many are still not aware of the basic concepts of gender inclusivity and gender neutrality, and how important they truly are.

We often talk about writing clearly, professionally, and with empathy. Yet one aspect of clarity that’s often overlooked is gender inclusivity, or simply put, using language that respects and represents everyone.

Let me make this crystal clear. This isn’t a case of political correctness or following trends. It’s about communicating in a way that sees and acknowledges people as they are: diverse, evolving, and deserving of being addressed accurately and respectfully. It doesn’t get any more human-centered than that, don’t you agree?

What Gender-Inclusive Language Really Means

At its simplest, gender-inclusive language is writing that avoids bias toward one gender and doesn’t assume gender as binary. It recognizes that not everyone identifies as “he” or “she,” and not every job title or situation needs to imply one or the other.

According to the United Nations guidelines on gender-inclusive language, the goal is to “speak and write in a way that does not discriminate against a particular sex, social gender, or gender identity.” In practice, that means using neutral terms (“chairperson” instead of “chairman”), inclusive pronouns (“they” instead of “he” or “he/she”), and mindful phrasing that avoids stereotypes (“sales team” instead of “salesmen”).

But beyond vocabulary, inclusive writing is a mindset, one rooted in empathy, awareness, and respect for your readers. It goes beyond writing skills as it should reflect how we value and connect with others. Inclusive writing reminds us that words don’t just communicate information; they shape belonging, inclusion, and trust. When we write, we should ask, Who might feel unseen in this message? and How can I make sure my language includes them?

 Why It Matters

In organizations that value diversity, equity, and inclusion (DEI), the way we write can either reinforce those values or quietly undermine them.

It reflects equity, not just awareness.
If your company promotes inclusion, your language should show it. Words are the first mirror of your culture, and readers notice when that mirror is uneven. Remember, inclusive writing is returning to the old principle of respect, not following a new set of rules.

It builds belonging.
When someone sees themselves reflected in company messages, policies, and correspondence, they feel seen. The Harvard Kennedy School’s Gender Action Portal notes that gender-exclusive language can subtly exclude and even lead to social ostracism. When your writing includes everyone, you create space for more voices and ideas to emerge.

It strengthens credibility.
Language is one of the most visible expressions of corporate identity. Inclusive language signals professionalism, empathy, and forward thinking, which are qualities that attract both talent and trust. As the UN aptly puts it, “Language shapes reality.” Every time we write, we either open doors or close them.

How to Write More Gender-Inclusive Messages

Here are practical ways to make your business writing more inclusive, without losing clarity or tone.

1. Revisit your word choices.
Scan for gendered job titles or terms like “fireman,” “chairman,” or “businessman.” Replace them with neutral alternatives such as “firefighter,” “chair,” or “businessperson.” The UN’s language toolkit and Acrolinx’s guide to gender-neutral business writing both emphasize that consistent word choices build inclusion over time.

2. Use “they” as a singular pronoun.
The APA Style guidelines on bias-free language confirm that the singular “they” is now grammatically correct and widely accepted. It’s clear, concise, and respectful when you don’t know or need to specify someone’s gender.

Example: Each employee should submit their report by Friday.

3. Rewrite to avoid unnecessary pronouns.
Instead of forcing “he or she,” reframe the sentence altogether.

Example: Each team member should update their goals” → “Team members should update their goals.

4. Avoid gendered idioms.
Phrases like “you guys,” “man-hours,” or “man-made” may seem harmless but subtly reinforce male-as-default language. Try “everyone,” “work hours,” or “human-made” instead.

5. Lead with empathy, not correction.
If you’re reviewing someone else’s writing, approach inclusivity as guidance, not policing. The University of Wisconsin Writing Center suggests focusing feedback on intention to encourage learning rather than defensiveness.

Example: Let’s make this more inclusive.

6. Keep your style guide evolving.
Inclusivity is an ongoing and evolving effort. Both the UN and Acrolinx recommend treating inclusive-language resources as “living documents.” Add a short inclusivity section to your internal style guide and revisit it regularly.

7. Model inclusive writing in your own messages.
Culture shifts through consistency. When leaders and communicators write inclusively, it normalizes that behavior for everyone else.

So, the next time you write an email, a memo, or a report, pause and ask yourself:

Does my language include everyone I’m writing for?

That simple check is where inclusion begins, and where your writing starts to make a real difference.

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