The Complete Guide to Inclusive Employee Communication

While inclusive language is just one small piece of the DEI puzzle, it can be a powerful way to influence work culture, demonstrate company values, and help all employees feel like they belong. 

A majority of working adults value diversity, equity, and inclusion efforts and principles in the workplace. Research shows that 53% of US workers say DEI plays a key role in where they work and the figure jumps to 86% for workers in the UK. 

Ensuring that employee communication is inclusive – whether it’s a job posting, an email, an article on your employee engagement platform, or in verbal conversation – is the primary goal.

In this guide, I’ll share a refresher on inclusive language in the workplace, as well as common challenges facing HR and People Ops professionals and best practices you can start using right away. 

As an added bonus, there’s a handy downloadable toolkit for performing an inclusive language audit of your existing employee communications, to make it easier to update and align your messaging. 

What is inclusive employee communication?

Inclusive language in the workplace is language that avoids excluding people based on characteristics like gender, race, disability, or other identities. At its core, it's about putting people first and emphasizing their individual qualities. While it may be tempting to think of inclusive language as a list of rules about what you should or shouldn’t say or write, it’s really more about making sure that your words clearly convey what (and who) you’re talking about, without assumptions, implications, or generalizations.

Key characteristics of inclusive language are that it’s people-centered, gender-neutral, and prioritizes respect for individuality and diversity. In the following sections, we’ll explore some examples of common language that can be problematic and how they impact your employees.

Extra credit: The American Psychological Association maintains a robust dictionary-like guide to inclusive language, which serves as a handy practical reference tool for identifying and updating internal communications, as well as for training purposes.

Common pitfalls in internal messaging

Humans are creatures of habit, of course, and that means many of us use non-inclusive language without giving it a second thought. Common examples are using gendered terms when addressing a group of people (‘Hey guys!’ or ‘Hi ladies and gentlemen!’ vs ‘Hey team!’) or using outdated terms to refer to people (‘people with autism’ vs ‘autistic people’).

Rooting out gendered terms is perhaps the lowest-hanging fruit in the orchard of inclusive language. For example, updating ‘chairman’ to ‘chairperson’ (or simply ‘chair’) ensures no one is left out.

Cultural assumptions are another all-too-common pitfall in employee communications, such as referring to a winter vacation as ‘the Christmas Holidays’ or even just ‘the Holidays’, since many people do not celebrate holidays during this time. Cultural context also carries a lot of weight, and many common phrases derive from oppression and cultural insensitivity, such as ‘divide and conquer’ and ‘grandfathered in’.

Another challenge that’s often overlooked in discussions about inclusive language is the use (or rather, overuse) of acronyms or insider jargon. As the workplace continues to shift to skills-based hiring, people can feel excluded when they’re not ‘fluent’ in the special language of their new job, even though they have the necessary skills and transferable experience to be successful.

Stereotyping is another avenue that inclusive language seeks to reduce or, ideally, eliminate. This often comes up in the form of gender stereotypes, such as assuming that a father isn’t as engaged a parent as a mother. Likewise, promoting menopause care benefits only to women employees would exclude trans men, as well as family members who may be eligible for the same care. 

Actionable steps for inclusive communication

If you skipped ahead to this section because you’re committed to transforming your internal communications, you can pat yourself on the back. Taking swift action to update employee communications and do the work, every day, of prioritizing inclusive language is not only the right thing to do – it also sends a strong message to those around you about your values.

Here are the key steps for integrating inclusive language into your employee communications. 

1. Use gender-neutral terms

Unless you’re speaking to or about an individual person and you know their gender identity, it’s best to leave gender out of employee communications. 

• De-gender role titles, whether formal or informal: Use ‘they’ or inclusive titles like ‘team lead’ instead of ‘chairman’. Job titles like ‘foreman’ becomes ‘foreperson’ or ‘supervisor’
• Address groups with non-gendered terms, such as ‘Hi everyone’ or ‘Hi team’ rather than ‘Hey guys’ or ‘Hi ladies and gentlemen’ 

2. Be mindful of accessibility

Today’s workplace is a diverse mix of physical, mental, and emotional abilities, including people with disabilities, neurodivergence, or even simply different learning styles. 

• Use plain language and make communications screen-reader friendly
• Add captions to internal videos and/or provide transcripts
• Provide training information through a variety of communication methods, including a mixture of text, audio, and video 

3. Respect cultural diversity

Hiring culturally diverse employees is a great achievement but they won’t stick around if they feel excluded from the work culture. 

• Avoid assuming shared holidays or traditions
• Refer to ‘vacation breaks’ rather than specific events
• Focus workplace celebrations on seasons or business milestones, rather than holidays. You might host an ‘end of the year’ party rather than a ‘holiday party’

4. Invite feedback

• Use anonymous surveys to understand employee perspectives
• Instruct managers to ask about employee concerns, needs, and suggestions during their check-in meetings

Why inclusive language matters

Inclusive language is more than just thoughtful communication – it’s a foundational element of a respectful, equitable workplace. Words shape culture, and in an era where diversity is a critical driver of innovation and success, how we communicate directly impacts how employees feel, engage, and thrive at work.

Building a culture of belonging

A sense of belonging is essential for employees to feel valued and motivated. Inclusive language fosters this belonging by recognizing and respecting the diverse identities, experiences, and perspectives within a workforce. 

For example, using gender-neutral terms like ‘team members’ instead of ‘guys’ ensures that everyone feels seen and included. Research by McKinsey highlights that employees who feel included are 3.5 times more likely to be engaged at work, underscoring the direct connection between language and employee morale.

Breaking down barriers to collaboration

Exclusive language can unintentionally reinforce outdated power structures or create feelings of alienation. For example, microaggressions – subtle but harmful phrases – can erode trust and collaboration. Only 40% of employees confidently report they have never experienced or witnessed a microaggression in the workplace, suggesting the behavior is quite common. 

Microaggressions can contribute to feelings of ‘othering’ and may make employees less likely to share innovative ideas. Adopting inclusive language ensures that every voice is heard, paving the way for open dialogue and teamwork.

Enhancing retention and business reputation

Inclusive language is a strategic tool for attracting and retaining top talent. Organizations known for inclusive communication and policies are perceived as forward-thinking and equitable, making them more appealing to diverse candidates. 

Moreover, inclusive workplaces see lower turnover rates, as employees are more likely to stay with companies where they feel respected. For example, a Deloitte study found that inclusive organizations reduce employee turnover by 22% compared to their less inclusive counterparts. Organizations with diverse management teams also have 19% higher revenue.

Driving inclusion, building success

Inclusive language is more than a communication strategy – it’s a cornerstone of a workplace culture where every employee feels valued and respected. By embedding inclusive practices into everyday interactions, companies demonstrate their commitment to equity, foster collaboration, and create an environment where innovation thrives. Prioritizing inclusive language in employee communications is a simple but impactful step toward building a stronger, more cohesive, and successful organization.

Get started today with an inclusive messaging audit! Click the image below for a free downloadable guide.