Inclusive communication | More than just a tool for progress

Published on August 25, 2025

Do you recall a time in your life when you were made to feel unwelcome or excluded? Whether this “rejection” was genuine or not, it likely stirred up some negative feelings.

Did you know that, for people to thrive, they need to have authentic interactions with others and feel completely accepted and included, on equal terms with everyone else, regardless of their unique qualities or differences? This is a core principle of inclusion known as a “sense of belonging.”

The feeling that we belong, which is the root of our happiness and wellbeing, is a central driving force in our personal and professional life. Language plays a key role in building connections with others and creating this sense of belonging.

Using inclusive language reduces the risk of making someone feel excluded and increases the likelihood they will feel accepted and can be themselves in a group or community.

What is inclusive communication?

Inclusive communication—in speech and in writing—is a way of expressing ourselves that promotes diversity and equality and opposes all forms of discrimination. Inclusive communication involves:

• Being conscious of the power and impact of words
• Recognizing that language can perpetuate and even reinforce stereotypes
• Being willing to change our habits so that we express ourselves in a more neutral and non-gendered way
• Rejecting the assumption that the “masculine includes the feminine”

You may have come across the term gender-neutral communication, which I’d like to point out overlaps with inclusive communication because it involves communicating in the most neutral way possible.

I often remind people that communication should be part of every organization’s DNA. Why? Because all organizations need to communicate with their employees, clients, partners, etc. on a regular basis.

I would also add that language can be a powerful tool of influence: being mindful of diversity and making it visible in our communications is a way to acknowledge and value it.

Consider, for example, the fact that women are underrepresented in certain statements. When we read phrases such as “The manager should send his request,” “The company spokesman will answer the journalists’ questions,” or “The chairman will be appointed shortly”, many people will automatically picture men, rather than women, without even thinking of non-binary people. Science shows that our brains automatically connect these terms to men and, as a result, exclude part of the population.

Why make the shift?

Companies that provide an inclusive workplace where everyone can be themselves are more likely to attract and retain a diverse workforce capable of contributing to their fullest potential.

When companies create an inclusive environment and adopt inclusive practices, clients, partners and the community are more likely to have a positive view of companies’ equity, diversity and inclusion (EDI) values.

While inclusive language alone is not a cure-all or the only solution—for instance, group insurance plan sponsors might pair it with inclusive coverage options or other initiatives—organizations committed to EDI values would do well to consider the many benefits of incorporating inclusive language into their communications.

Remember that all workplaces exist in this reality. Companies that strive to provide an open and welcoming environment for people of all types are less at risk of losing valuable employees, partners and clients without really knowing why.

Taking action

How can you incorporate inclusive language without being overly worried or alienating your audience?

There are many detailed guides in the literature that describe the various techniques, but here are some of the main ones that are the most effective:

• Do not use male as the default gender to lighten texts.
• Pluralize the subject of the sentences to avoid having to use gendered singular pronouns: Employees will bring their lunch rather than The employee will bring his or her lunch.
• Use the second person (you) instead of the third person singular (he/she/they): Fill out your form rather than The client must fill out his or her form.
• Replace a gendered possessive pronoun with a definite article: The director should send in the request rather than The director should send his or her request.
• Use the singular “they/their” when a third person singular pronoun must be used: The client uploads their documents rather than The client uploads his or her documents.
• Use gender-neutral titles: chair rather than chairman.

Myths

I feel it’s important to debunk a few myths about inclusive communication.

1. Inclusive texts are longer, denser and harder to read

A common misconception. By skillfully employing and using a variety of inclusive language techniques, texts will not be any longer or more complex. In fact, they are often shorter, easier to read and easier to understand.

2. Inclusive communication is difficult

As with any new skill or habit, it can take some time and effort at first—it’s natural not to be able to change your ways overnight!

I urge people not to lose heart; you may be amazed at how quickly you develop new habits and how effortlessly inclusive language techniques become second nature.

Take me as an example! As a professional writer with more than 30 years of experience when I pivoted to inclusive writing, I was convinced my texts would be a complete mess and give me a serious headache. But that wasn’t the case… After just a few days, inclusive communication felt completely natural.

3. The text must be perfect

Actually, no. The key is to not be overwhelmed by the fear of making mistakes or not using the techniques properly. It’s natural to make mistakes, and most people are understanding.

And if you are worried about not writing properly or being judged, all I have to say is practice makes perfect! There’s a first time for everything, your target audience will appreciate your efforts, and they might not even notice a few little hiccups.

4. Everybody knows that generic masculine words (i.e., “chairman”, “spokesman”) can refer to anyone, including men, women and non-binary individuals.

Not true. Research has shown that the masculinization of language affects our perception of ourselves and the world1 (details in this video). It reinforces and perpetuates the gender hierarchy, which runs counter to the principle of equality.

The takeaway?

In short, inclusive communication seeks to be representative of the population by acknowledging people’s diverse realities. To be accessible to the widest range of people, it is non-sexist, non-discriminatory, non-racist, non-heteronormative, etc.

It may seem like an ambitious undertaking requiring a gradual transition and conscious effort, but given the many benefits for organizations, the investment is worthwhile.