How to write inclusively
Your ideas matter. But how you express them matters just as much—especially in academic writing, where language shapes not only arguments but also how people are represented. Inclusive writing isn’t about being politically correct for the sake of it. It’s about being accurate, respectful, and aware of how your words impact others. At its core, inclusive language ensures your work reflects the diversity of the world you’re writing about—and avoids reinforcing harmful assumptions along the way.
Why inclusive language is worth your attention
The Chicago Manual of Style puts it bluntly: biased language can distract, alienate, or offend your readers—and undermine your credibility. And while no writer can scrub every trace of bias from a text, you can make deliberate choices that reduce it. Inclusive writing signals to your readers that you’re thoughtful, current, and credible. Excluding people—intentionally or not—does the opposite.
Who sets the standard?
Guidance comes from style authorities like the AMA, APA, and CMOS, all of which offer detailed advice on avoiding bias. While their exact recommendations may differ, the principle is consistent: your language should be as fair and accurate as your research.
Here’s how to apply that principle in key areas.
Gender, gender identity and sexual orientation
Start by understanding the difference between sex (biological attributes), gender (social identity), and sexual orientation (patterns of attraction). Respecting these distinctions in your writing is foundational to inclusive language.
Key recommendations
Don’t default to masculine pronouns. Use plurals (e.g. students…their) or rephrase to avoid pronouns altogether.
Use they as a singular pronoun when gender is unknown or irrelevant—and when someone explicitly uses they/them.
Skip awkward combos like s/he or he/she.
Avoid outdated or gendered terms like actress, hostess, or chairman. Use actor, host, or simply chair.
Refer to people using their current names and pronouns—even when discussing past events—unless they request otherwise.
Use gay, lesbian, or queer instead of homosexual, which can carry clinical or stigmatizing connotations.
Say all genders, not both genders. Include nonbinary identities in your language.
What about singular they?
It’s been in use for centuries, but some style guides still hedge. CMOS allows it when clarity or privacy calls for it. APA fully supports it. If your style guide recommends avoiding it, rework the sentence. If that’s not possible, they is acceptable—and often preferable—to preserve inclusivity.
Race and ethnicity
Terms around race and ethnicity are evolving fast, and not all style guides agree. Still, some consistent best practices have emerged.
Use
Specific, capitalized names (Inuit, Mexican, Black students, Indigenous writers)
People of color or communities of color (when a more specific identifier isn’t available)
South Asian, Korean, Puerto Rican—not just Asian or Latinx
Avoid
Non-White or minority, which center Whiteness as the default
Acronyms like BIPOC, which imply a hierarchy
Using Black but not White (if you capitalize one, be consistent—or follow your guide’s recommendation)
Check with your institution or publication for current guidance. And when in doubt, ask the group in question how they want to be identified.
Indigenous peoples
Always use the most specific and respectful terminology available.
Guidelines
Capitalize Indigenous in Canadian and Australian English; US/UK guides vary
Use terms people use for themselves: First Nations, Yolngu, Sámi
Avoid tribe or outdated colonial terms
Refer to peoples or nations, not groups
If unsure, ask local communities or consult current usage guides
Disability
Two approaches exist: person-first (person with a disability) and identity-first (disabled person). Respect the preferences of the community or individual you’re writing about.
Always avoid
Terms that imply confinement or helplessness (wheelchair-bound, AIDS victim)
Slurs or outdated medicalized language (brain-damaged, invalid)
Patronizing euphemisms (handi-capable, special needs)
Use instead
Specific, nonjudgmental phrases (person with schizophrenia, autistic adult, Deaf person)
Language preferred by advocacy groups—check their resources if unsure
Age
Avoid stereotypes and euphemisms. Instead, be direct, respectful, and specific.
Recommendations
Use terms like older adults, not the elderly or the aged
Be precise with age ranges or medians in research
Avoid outdated terms like senile or using geriatric to describe people
Context matters—use age terms appropriately and with nuance
Socioeconomic status
This one’s easy to get wrong, but terms that reduce people to their income level or circumstances are rarely neutral.
Avoid
The poor, the homeless, inner-city youth, welfare-reliant
Euphemisms that sound condescending or loaded with bias
Use
People with low income, under-resourced communities, individuals experiencing homelessness
Context-specific language that avoids generalizations
Staying current
Language shifts quickly, and words that were acceptable six months ago might now raise red flags. Writers and editors need to stay tuned in—not just to rules, but to conversations. Follow the guidance of advocacy groups, update your style guide references regularly, and be open to feedback. Better language starts with better listening.
Bottom line
Inclusive writing isn’t about ticking boxes; it’s about reflecting the full spectrum of human experience with clarity and care. Thoughtful language choices show your readers and your peers that you’re paying attention.
Need help reviewing your work for inclusivity? Our editors know the latest guidelines across major style guides and can help you write with accuracy, respect, and confidence. Get in touch—we’re here to help you get it right.