Gender-inclusive writing

As a university, we want to create an inclusive environment where everyone feels welcome and respected.

Respectful language is essential to this. Gender-inclusive writing is about using language that does not exclude any particular gender identity.

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

Choose gender-neutral language

The first step is to avoid words that specify a gender when that is not relevant. Opt instead for a neutral description of a position or role.

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

Avoid the masculine form as the default

Avoid using masculine pronouns (he/his) as a generic reference.

• Use the plural:
  • Avoid: 'When a student submits his assignment...'
  • Use: 'When students submit their assignments...'
• Address the reader directly (with 'you'):
  • Avoid: 'The staff member should contact his manager...'
  • Use: 'Contact your manager'
• Rephrase the sentence:
  • Avoid: 'The researcher must anonymise his data.'
  • Use: 'All research data must be anonymised.'

Use inclusive greetings

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]
Ladies and gentlemen	Dear attendees, Distinguished guests, Good morning/afternoon/evening

Be aware of 'hidden' gender in words

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

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

The goal: respectful 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 information and examples, see the following:

• Leiden University: Tips for Gender-Inclusive Communication