Inclusive language guide for ICAS members

To help members demonstrate their inclusive leadership, we’ve put together this comprehensive guide. It’s time we all got up to speed on how to communicate in a thoughtful way that is inclusive, relevant and attracts the best-available talent.

Our commitment to EDI 

Widening diversity is an essential facet of a modern and global profession. Equality, diversity and inclusion (EDI) at the heart of everything we do, helping us to build a diverse membership that reflects the communities we serve. So we can lead our profession, while we learn, grow and advance together.

As highly influential and respected individuals who form an international business network, our members can also lead by example, influencing their organisations and industries.

What is inclusive language? 

Inclusive language is communication that proactively uses words, phrases and expressions that are welcoming and, where possible, avoids assumptions that may create stereotypes or exclude people. 

An example of non-inclusive language might be using a gender-specific term to describe a position within your organisation, such as ‘Chairman’, when the inclusive alternative could simply be ‘Chair’. 

Using inclusive language is everyone’s responsibility and it takes practice. We have to continuously learn from each other to create a welcoming and safe place for talent who want to do their best work and thrive.  

Why inclusive language is important 

By not being inclusive you risk alienating certain groups, creating a culture that fails to encourage and prevents everyone from being able to fully contribute to the best of their abilities. 

Inclusive language on the other hand can:  

• Help us you to move with the times – language changes quickly, so being aware and open to shifting language means your whole organisation can evolve in an agile fashion. 
• Challenge both conscious and unconscious biases – language is powerful, so adjusting words and phrases can shift mindsets too. 
• Support disclosure and declaration – by creating a safe space and making people feel valued.  

Where and when should you use inclusive language? 

As often as you remember and until it becomes easy and natural. Practice when speaking to colleagues, emailing clients, writing job descriptions or whenever you’re writing on behalf of the business or brand. 

Remember that language is fluid and evolves over time – meanings and intentions of words can change rapidly. As a result, it’s important to consider this information as a guide and to use inclusive language principles rather than always relying on specific terms that have been used historically. 

Browse our inclusive language guide 

Age 

Try to avoid using age as a collective term e.g., the young, the elderly. 

Don’t define colleagues by their ages: mature employees, dynamic young team of staff. 

Use specific terms over collective age-related, when necessary, to avoid generalisations. In presenting or gathering data, be specific where needed e.g. (“People aged 70 to 80 years”)  

Try to avoid using obviously ageist language, including terms – such as elderly, OAPs, pensioners, youngsters – and instead use terms that are objective: 

• Child (4–12 years) not boys or girls
• Teenager or young person (13–19 years) 
• Young people/adults (16–24) 
• Adults (19–64) 
• Older people/adults
• People aged 65+, People aged 75+ 

Ageist language in job descriptions 

Try to avoid unnecessary age-related criteria which are potentially discriminating and mean you might miss out on experienced and high-quality candidates.  

When writing job descriptions, focus on the skills and core capabilities a candidate requires to be successful in the role, rather than number of years of experience. 

Disability 

It is estimated that 20% of the UK working-age population have disabilities. However, typically far fewer employees share their disability with their employers. Some people who would be regarded as disabled under the Equality Act 2010 would never regard themselves as disabled. 

• Invisible or hidden disabilities can be physical, mental or neurological conditions that limit a person's movement and senses. The very fact that these symptoms are invisible can lead to misunderstandings, false perceptions, and judgments. Examples of invisible disabilities are depression, post-traumatic stress disorder, diabetes, HIV and epilepsy. 

• Much of the language used to describe disabled people is negatively phrased, defines those with a disability by their disability and either suggests that disability is abnormal or perpetuates stereotypes of weakness. 

Tips and Hints 

• Use person-first language which puts the person first and the disability second e.g., "a woman who is blind" instead of "a blind woman" or "a person with schizophrenia" instead of "a schizophrenic". However, many in the autistic community and many disabled people actively prefer not to use person-first language. They prefer to use identity-first language, e.g. "autistic person", "disabled person". This emphasises how people with disabilities are disabled by barriers in society.  

• Try to avoid language that frames any adaptive equipment as a limitation rather than something assisting the person e.g., "wheelchair user" or "person who uses a wheelchair" rather than "wheelchair bound". 

• Avoid phrases that suggest victimhood and negatively frame people e.g., "afflicted by", "victim of", "suffers from", "confined to a wheelchair". 

Gender and gender identity 

Tips and Hints 

• If you don’t know the marital status of a woman, you could use 'Ms' instead of 'Miss' or 'Mrs'. A new gender-neutral title 'Mx' is now being widely used by the Government and many businesses in the UK. Use this if a person prefers or requests it. 

• Terms like 'policeman' imply that the occupation is exclusively male. Use terms such as 'police officer', 'firefighter' and 'salesperson' ‘post person’ instead of ‘postman’, ‘actor’ instead of ‘actress’, ‘waiting staff’ instead of ‘waiter’, ‘head teacher’ instead of ‘head mistress’. 

• Try not to make assumptions about the gender of someone's partner or erase LGBTQ+ couples with your language, e.g., ‘feel free to bring your husbands and wives.’ Instead, use ‘feel free to bring your spouses or partners.’ 

• Avoid describing someone as trans unless that is how the person identifies and is comfortable with sharing this information. 

• There are three common gender pronouns: 1) she/her/hers 2) he/him/his 3) they/them/theirs. Use ‘they' (rather than his or her) when unsure of someone's pronouns. It is okay to ask people what gender pronouns they identify with. Some people highlight their support for gender identity by promoting their pronouns on their email signatures or on their LinkedIn profile. This does not mean that their gender is hard to determine, rather that they are making their colleagues and stakeholders aware that they are comfortable and an ally for transgender or non-binary people. 

Race and ethnicity 

 'Race' is often used to group people on the basis of shared physical traits, particularly skin colour and hair texture, and a shared ancestry or historical experience as a result. 

Tips and hints 

• Don't make assumptions about someone's national origin based on their appearance. 

• People can have multiple racial and ethnic identities that may not be obvious based on appearance. Do not assume that a person's skin complexion or appearance defines their nationality or cultural background. Being curious and asking will normally not offend. 

• Black Lives Matter (BLM) is a statement which has become an important way for people to show their support for black people who have experienced discrimination simply because of the colour of their skin. 

• The statement comes from the demand for all lives to matter equally, for society to value the lives black people as much as it values the lives of white people. Saying in response to this that ‘all lives matter’ misses the point that governments, law enforcement agencies and society in general has, in many countries, undervalued the lives of Black people. Also, saying ‘all lives matter’ can sound defensive, like there is another part of an equation. 

• People who share protected characteristics may choose to refer to themselves by terms outlined in and outside of this guide by way of 'reclaiming' the slur. The use of language in this way has entirely different implications and effects than it would when a person from outside the group uses it, especially if used in an intentionally derogatory way. 

Religion 

 Respect and understanding should be exercised when discussing or referring to someone’s religious affiliations or lack thereof. This includes, being mindful not to make assumptions about a person’s belief system based on their ethnicity, appearance, or name. 

While religions have their origins in certain parts of the world, it would be incorrect to assume people whose ethnicity originates from those countries observe the same or any religion. A person's religious belief cannot be assumed by their name. 

Pregnancy, parents and caring 

 The traditional ideas about the roles of women and men have shifted over time but the assumptions and stereotypes that underpin these ideas are often deeply rooted. It's common to assume a woman will have children, look after them and take a break from paid work or work part-time to accommodate the family. 

Although shared parental leave is now available, it remains a rarely used resource, and it is common to assume that a man will only want to take the minimum time off work for paternity leave. Be thoughtful around such assumptions and stereotypes which can have the effect of seriously disadvantaging people. 

Hints and tips 

• Avoid making remarks such as 'baby brain' if someone is forgetful during pregnancy or call someone who leaves early a part-timer. 

• Try not to remind people of the time they have spent off while on parental leave. 

• It is good practice to list any characteristics alphabetically where possible to avoid unimplied hierarchy. It’s a small change but can make a big difference in how people interpret the information. 

• Being away from work for a long period is life changing and can be challenging for many new caregivers. Find ways to keep them engaged and included. Remember to ask them for ideas on how to keep in touch before going on leave. 

• Be cautious on assuming only women are affected by the challenges that come with having a family. Also consider the effect it has on men and be mindful of language and behaviour that may stop them from requesting time off to care for their family. 

More useful examples 

• Phrases that are very specific to UK English, such as ‘it's raining cats and dogs’ may need to be explained to international colleagues or stakeholders. Similarly, vernacular words or phrases have the potential to be lost on broader audiences. 

• Use factual language rather than value-laden words and phrases. For example, ’older workers are more likely to be sick’ can be reframed to the more inclusive, ’as we get older, illness and disability are more common and as a result illness can be more frequent as people age’. 

• Try not to erase certain groups with your language or to lump together all people within a certain group, e.g. the Muslims, all single mothers, all BAME communities. 

What if I get it wrong? 

We all make mistakes. The best thing to do is to learn and try to avoid making the same mistake again. If you think you have said the wrong thing to someone, apologise, correct what you have said, if needed clarify the correct term, and move on. Don’t keep bringing it up or you will both end up feeling awkward.  

It is important to stay attuned to how language changes and adapt accordingly to maintain inclusivity.