Inclusive Language Policy for Website Writers

1. Purpose

This policy ensures that all website content produced by Grow Social Capital is clear, respectful, and inclusive. Language shapes how people feel about our organisation. Poor word choices can unintentionally exclude or alienate audiences.

Inclusive language is not about being overly cautious. It is about being accurate, respectful, and accessible to as many people as possible.

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2. Core Principles

• Clarity first: Write in plain English that most people can understand
• Respect: Avoid language that stereotypes, excludes, or diminishes people
• Relevance: Only mention characteristics (e.g. gender, age, disability) when necessary
• Neutrality: Prefer neutral terms where possible
• Accessibility: Write for a wide audience, including non-native English speakers

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3. Writing About People

Use gender-neutral language

Avoid assuming gender or using gendered defaults.

Avoid	Use instead
He / she	They
Chairman	Chair / Chairperson
Manpower	Workforce / Staff
The user… he should	The user… they should

Example

• ❌ “Each user must update his password”
• ✅ “Each user must update their password”

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Avoid unnecessary labels

Only include personal characteristics when relevant.

• ❌ “A disabled user completed the form”
• ✅ “A user completed the form”
• ✅ “A user with a visual impairment may need screen reader support” (relevant)

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Use people-first or identity-respecting language

• Prefer: “person with a disability” or community-preferred terms where known
• Avoid outdated or offensive terms

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4. Avoiding Bias and Assumptions

Avoid cultural assumptions

• ❌ “Simple enough for anyone”
• ✅ “Designed to be easy to use”

Avoid age bias

• ❌ “Elderly users may struggle”
• ✅ “Some users may prefer larger text or simpler layouts”

Avoid ability bias

• ❌ “Crazy fast results”
• ✅ “Extremely fast results”

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5. Technical Language and Problematic Terms

Some commonly used technical terms have origins tied to inequality or exclusion. Use modern alternatives.

Avoid	Use instead
Master / Slave	Primary / Secondary
Blacklist / Whitelist	Blocklist / Allowlist
Master branch	Main branch
Dummy value	Placeholder value
Sanity check	Quick check / Basic validation
Kill process	Stop / Terminate process
Grandfathered	Legacy / Exempt
Native (when unclear)	Built-in / Default (depending on context)

Examples

• ❌ “Add the domain to the whitelist”

• ✅ “Add the domain to the allowlist”

• ❌ “The slave database replicates data”

• ✅ “The secondary database replicates data”

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6. Tone and Readability

Write in a way that is:

• Direct
• Friendly
• Easy to understand

Practical tips

• Use short sentences
• Avoid jargon where possible
• Explain technical terms when needed

Example

• ❌ “Authenticate using multi-factor authentication credentials”
• ✅ “Sign in using multi-factor authentication (a password plus a code from your phone)“

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7. Writing for Accessibility

Inclusive language also supports accessibility:

• Avoid idioms that may not translate well

  • ❌ “Hit the ground running”
  • ✅ “Get started quickly”

• Use descriptive links

  • ❌ “Click here”
  • ✅ “Download the accessibility guide”

• Avoid directional language that assumes vision

  • ❌ “See above”
  • ✅ “In the previous section”

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8. Images and Examples

When writing examples:

• Use diverse names and scenarios
• Avoid reinforcing stereotypes

Example

• Instead of always using “John”, vary names and contexts
• Avoid assuming roles (e.g. men as developers, women as admins)

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9. Continuous Improvement

Language evolves. Writers should:

• Stay aware of changes in best practice
• Update content where needed
• Raise questions if unsure rather than guessing

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10. Summary

• Use clear, neutral, and respectful language
• Avoid bias, assumptions, and outdated terms
• Replace problematic technical terms with modern alternatives
• Write for real people with different backgrounds and abilities

Inclusive writing is not about rules for the sake of rules. It is about making sure more people can understand, trust, and engage with what we publish.