Gender-Inclusive Writing

As a university, we strive for an inclusive environment where everyone feels welcome and respected.

Precise and respectful language is an essential part of this. Gender-inclusive writing is about using language that does not exclude anyone based on their gender.

This is not a matter of 'political correctness,' but of care and accuracy. This guide offers practical tips to make your communication more inclusive.

Choose Gender-Neutral Terms

A simple first step is to avoid words that specify a gender when it is not relevant. Instead, opt for a neutral description of a function or role.

Instead of	Use
The man/woman at the desk	The staff member at the desk
Stewardess / steward	Cabin crew
Actress / actor	Actor (can be used for all genders)
Ombudsman	Ombudsperson

Avoid Using the Masculine as the Default

Traditionally, English has often used masculine pronouns (he/his) as a generic reference. This can be easily avoided.

• Use the plural form:
  • Avoid: "When a student submits his exam, he must..."
  • Use: "When students submit their exams, they must..."
• Address the reader directly (with 'you'):
  • Avoid: "An employee must wear his badge."
  • Use: "You should wear your badge during work hours."
• Rephrase the sentence:
  • Avoid: "Each researcher must anonymise his data."
  • Use: "All research data must be anonymised."

Use Inclusive Salutations

When addressing a group or a person whose name you don't know, choose a general salutation that includes everyone.

Instead of	Use
Dear Sir/Madam	Dear [Name], Dear [Job Title], Dear Reader
Ladies and gentlemen	Dear attendees, Esteemed guests, Dear all

Be Aware of 'Hidden' Gender in Words

Sometimes, gender is 'hidden' in compound words or fixed expressions. There are often excellent neutral alternatives available.

Instead of	Use
Men's/women's toilet	Toilets / Restrooms
Brotherhood / sisterhood	Community, solidarity
Mother tongue	First language / native language
Chairman	Chair / Chairperson

The Goal: Respectful and Accurate Communication

Gender-inclusive writing is a process. It requires awareness, but it doesn't have to be perfect all at once. Start small, adapt where you can, and remember that progress is more important than perfection. In this way, we can contribute to communication that does justice to the diversity within our university community.

Sources and Further Reading

For more background and examples, you can consult the following resources:

• Leiden University: Guidance on Gender and Sexuality Diversity