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Inclusive language is more than just a way of communicating. It’s a way to show respect and acknowledge the diverse experiences of employees. When organizations understand the power of inclusive language in the workplace, they build a foundation for trust, mutual respect, and a culture that values everyone’s contributions.
Using inclusive language creates an environment where employees feel safe to share ideas and collaborate without fear of being excluded. It’s a powerful tool for creating a workplace rooted in belonging and equality. According to insights from Gallup, employees who feel included at work feel more encouraged to fully participate in their organization, with 73% agreeing they feel like a valued member of their team.
Language is a powerful tool that can shape how employees feel about their workplace. It’s important to know how to engage and connect professionally and in a way that makes everyone feel accepted. To help you put these practices into action, we’ve put together a guide on inclusive language in the workplace.
What is inclusive language?
Inclusive language is language that is free from explicit or implicit bias, discrimination, prejudice, or stereotypes. It respects diversity and aims to include different communities and groups. It avoids exclusionary terms and harmful descriptions, ensuring everyone gets to be a part of the conversation.
What are examples of inclusive language?
Creating an inclusive workplace starts with the right words. Examples of inclusive language in the workplace include:
- Gender-neutral professional titles: Use terms like “chairperson” or “sales professional” instead of gender-specific titles such as “chairman” or “salesman.”
- Inclusive group greetings: Replace phrases like “Hey guys” with alternatives such as “Hi team,” “Hello everyone,” or “Hi all.”
- Respectful pronoun usage: Ask and use an individual’s preferred pronouns, like “they/them,” “she/her,” or “he/him.”
- Ableism-free language: Avoid words like “crazy” or “lame” and choose respectful alternatives like “unpredictable” or “uninspiring.”
- Neutral job descriptions: Replace terms like “manpower” with inclusive language such as “workforce” or “team members.”
- Relationship inclusivity: Use words like “partner” rather than assuming “husband” or “wife” to acknowledge diverse relationships.
- Culturally sensitive phrasing: Avoid outdated expressions like “long time no see,” which may have offensive origins, and use “It’s been a while” instead.
- Person-first language: Say “person with a disability” instead of “disabled person” to prioritize the individual.
What is the cultural significance of language in the workplace?
The cultural significance of inclusive language focuses on:
Diverse perspectives
Language plays a significant role in the way we see the world and how we interact with others. It often acts as a mirror of societal values and cultural norms, with the power to reinforce or challenge biases. The key to fostering an inclusive workplace culture is understanding how different perspectives affect the way we communicate and learning how to adjust our language to create a more welcoming environment.
For example, idioms or phrases like “grandfathered in” may unintentionally be exclusionary by referencing outdated systems that once denied access to historically marginalized groups. Replacing the term with neutral alternatives like “pre-existing” is a more thoughtful way to show employees and peers that you’re being mindful of your words. This helps create an environment that is rooted in understanding and mutual respect.
Equity, respect, and psychological safety
Inclusive language is an integral part of a strong workplace foundation — a foundation built on equity, respect, and psychological safety. Psychological safety is an especially important driver for employee engagement, trust, and growth. In fact, research from the American Psychological Association (APA) shows that 95% workers who experience high psychological safety at work report feeling a sense of purpose in their role, and 93% report feeling like they matter to their employers.
These insights couldn’t be possible without a commitment to creating an inclusive workplace driven by inclusive language.
Identities and experiences
For individuals from historically marginalized groups, inclusive language can be a meaningful way to feel valued by their peers. Examples of using language to recognize identities and experiences include:
- Professional introductions: Use “Hi, my name is [Name], and I use [pronouns]” when introducing yourself. This encourages others to share their pronouns.
- Describe accessibility features: Use “This event is wheelchair accessible” instead of “This event accommodates the handicapped.”
- Acknowledge mental health: Replace “That’s so OCD” with “Detail-oriented” or “Meticulous attention to detail” to describe someone’s organizational skills.
By recognizing identities and experiences through language, organizations can build stronger connections and ensure there’s trust among team members and leaders.
Why inclusive language is essential in the workplace
Inclusive language is about more than avoiding problematic phrases or offensive terms. It’s about understanding the power that words have and the way they influence behaviors. In a workplace setting, inclusive language is a major part of what diversity means in the workplace today. Here’s why:
Creates a culture of belonging
Inclusive language directly contributes to employee engagement and well-being. When employees feel represented and valued through language, they’re more likely to feel like they belong. In fact, inclusion is one of Achievers Workforce Institute’s (AWI’s) five pillars of belonging. Within that pillar, we found that benefits and initiatives that support all employees can increase feelings of inclusion by up to 38%. This direct connection between inclusion and belonging is integral to building a sustainable workplace culture and an environment where employees are driven to exceed their goals.
Enhances communication
Inclusive language improves workplace communication by minimizing misunderstandings and reducing the potential for microaggressions. Words carry meaning beyond their dictionary definitions, in many cases reflecting cultural norms and personal experiences. Choosing words mindfully ensures that messages are clear and respectful to everyone and helps avoid phrases that may unintentionally alienate or offend.
Boosts organizational success
Inclusive language helps organizations attract and retain top talent. In many cases, job seekers look for workplaces that prioritize diversity, equity, inclusion, and belonging (DEIB) efforts and are committed to practicing inclusivity. When organizations communicate in ways that reflect these values, they create a more welcoming environment that appeals to a wider range of candidates.
Using inclusive language at work also has benefits that go beyond hiring. With more consumers and clients looking to align themselves with companies that share their values, there are more business opportunities for those who prioritize equity and inclusion.
How to practice inclusive language in the workplace
Making inclusive language part of your daily communication takes intentionality and consistent effort. It’s not just about avoiding harmful terms. It’s about choosing words that are based on respect and understanding. Consider these strategies to integrate inclusive language into your workplace:
Start with comprehensive education and training
Education and training give employees the tools to understand and practice inclusive communication with their peers and leaders. Here are some actionable steps:
- Host workshops on unconscious bias and inclusive communication.
- Share resources like glossaries of inclusive terms and guidelines for avoiding stereotypes.
- Provide ongoing access to e-learning modules that allow self-paced learning on inclusive topics.
Create an environment for feedback and dialogue
In addition to education and training tools, building an inclusive workplace means creating an environment where feedback and open dialogue are encouraged. Here are some actionable steps:
- Introduce anonymous feedback channels where employees can provide suggestions for more inclusive language practices.
- Encourage team discussions about terms or practices that could be made more inclusive, allowing everyone to share their perspectives.
- Regularly check in with employees to understand whether they feel included and respected based on language used in the workplace.
Update internal policies and communications
Your internal policies and communications should reflect the type of culture you’re committed to building. Here are some actionable steps:
- Regularly audit internal documents, including employee handbooks, training materials, and company policies, for gendered, ableist, or culturally insensitive language.
- Update job descriptions to avoid biased language that may discourage diverse candidates from applying, such as unnecessary gendered terms.
- Edit marketing materials and public-facing documents to reflect inclusive language that resonates with all customers.
Model inclusivity through leadership
When leaders prioritize inclusive language, they send a message that all voices are valued, creating an environment of trust and mutual respect. This is especially important during times of crisis, where inclusive leadership can create stability and assurance, helping employees feel heard and supported. Here are some actionable steps:
- Train leadership teams to consistently use inclusive language in meetings, emails, and public communications.
- Recognize and reward leaders who actively champion inclusive practices, setting a visible standard for others.
- Emphasize the importance of inclusive leadership, especially in times of crisis, where the language used can either reassure or alienate employees.
Leverage the right tools for long-term success
The right tools offer real-time support and tangible insights that employers and employees can use to help make inclusive language a regular part of their day. Here are some actionable steps:
- Invest in platforms that support accessibility, such as automated captioning or multilingual translation services.
- Create employee resource groups and give the communities in your organization a space to engage, connect, and build relationships based on mutual interests, cultural initiatives, or allyship.
- Utilize tools like Achievers’ AI Inclusion Coach, which offers guidance on improving language in workplace communications.
When it comes to bridging inclusivity with technology, the right tools matter. Our innovative GenAI tool is designed to help individuals with a recognition software platform create thoughtful, bias-free messages by offering real-time feedback. We help guide employees toward more inclusive interactions with their peers and managers, strengthening organizational culture and enhancing employee engagement.
Respectful approaches to identity and inclusion in the workplace
Understanding how to navigate discussions around identity is a key part of building an inclusive and healthy work environment. Here are some respectful guidelines to follow:
- Ask thoughtfully and respectfully: When you’re unsure about someone’s identity or preferred pronouns, it’s best to ask respectfully in a private setting. For example, you might say, “May I ask what your pronouns are?” Normalize the practice and share your own pronouns first. This simple step can make these conversations more comfortable.
- Consider the context: Before asking about someone’s identity, take a moment and ask yourself why you need that information. Is it essential for showing respect and understanding, or could the conversation continue without bringing it up? This thoughtful approach can help avoid questions that might unintentionally cause discomfort.
- Build trust first: Questions about identity beyond pronouns should generally come after establishing a relationship or when the information is shared voluntarily.
- Foster psychological safety: Understand that not everyone feels comfortable or safe discussing their identity in all workplace settings. Respect boundaries and never pressure someone to communicate information they’re not ready to share.
How to maintain an inclusive workplace
It’s not enough to say you’ve created an inclusive workplace. Real inclusion requires a consistent effort to connect and engage with employees and peers, ensuring they feel seen and supported. Here’s how you can maintain an inclusive workplace:
Ongoing education
Inclusive language and practices evolve over time, so it’s important to keep your team up to date about new terms and cultural norms. Offer ongoing education and training to ensure those in your organization can communicate with their peers and managers with inclusivity and respect at the forefront.
Inclusivity health checks
Regular audits of company policies, internal communications, and other documents can help name any outdated or exclusionary language. Health checks should also show how inclusive practices are incorporated into the day-to-day of the organization, finding areas for improvement and ensuring you’re meeting the latest diversity and inclusion standards.
Celebrate wins
A key aspect of maintaining an inclusive workplace is recognizing and celebrating progress. Sharing success stories across the organization, especially through integrated recognition software, can inspire others to follow suit and ensure that inclusivity becomes an integral part of the company’s values.
Promote inclusive language in your organization today
Inclusive language is more than the words we choose to use. It reflects our values and the respect we extend to those around us. Promoting inclusive language in the workplace begins with an organization-wide commitment to employee belonging, safety, and support.
Achievers helps businesses improve DEIB efforts by providing a platform where employees and employers can practice implementing inclusive language. Through Achievers Recognize, individuals can use our AI inclusion tool to learn how to craft messages that are respectful, inclusive, and align with the company’s diversity and inclusion goals. Through Achievers Listen, leaders can hear from their team about their inclusion efforts and share honest, anonymous feedback.
With Achievers, organizations can ensure that inclusive language isn’t just a policy but a constant effort that helps create a culture of belonging and equity. By integrating these tools and actively promoting inclusive language, organizations can create an environment where all employees feel valued and empowered to succeed.

