Inclusive Language Guide

Diversity and Inclusion Directorate, Ministry of Defence

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Contents
Scope 3
Introduction 5
What is inclusive language? 5
Frequently Asked Questions 6
Key Principles 8
Inclusive language is… 8
5 Steps To inclusive language 9
Respectful challenge 10
Guidance by theme 11
Age 11
Disability 12
Race and ethnicity 15
Religion and Belief 18
Sex and Gender Identity 19
Sexual Orientation 25
Social Mobility 27
Further reading and resources 29

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 Inclusive Language Guide 2021

Scope
This guide is…
A practical toolkit
• By creating a structure and a standard for inclusive language in Defence, you can
identify suitable terminology which promotes inclusion and professionalism.
• You can keep referring back to the guidance in this document.
An opportunity to reflect
• We are not always aware of how our backgrounds and experience affect the
language we use.
• Language is powerful and can have a lasting impact on a person. This guide will help
heighten understanding on why certain words or use of language is hurtful or non-
inclusive.
A conversation starter
• While there are terms to avoid, there is often no ‘correct’ term for every situation.
Everyone is different and choice of language also comes down to personal
preference.
• The best way to ensure you are being inclusive is to ask your colleagues.
• We all make mistakes, and respectfully correcting others contributes to an inclusive
culture. Learning from our own mistakes is crucial to being inclusive.

“I think people want to use the right words, and just don't know what they are all the time.
It's not about being politically correct, it's about finding the right way to speak to each
other that gets the best outcomes for the business and the individual. Sometimes we can
only do this by asking what works for you, which can feel uncomfortable, and vulnerable,
but helps us learn what is inclusive language in that conversation.”
A Defence employee

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 Inclusive Language Guide 2021

This guide is not…

An attempt to police language
• Instead, it has been produced to enable you to speak more powerfully, precisely and
respectfully.
• This guide does not seek to restrict your personal style of communication.
The finished product
• Language is constantly evolving, so this guide is not definitive and will be subject to
review and updates annually.
• Links to further resources and information are offered at the end of this document.
‘Political correctness gone mad’
• Acting respectfully to others is a fundamental principle of the Armed Forces, Civil
Service, and of the society we serve to protect.
• If we treat everyone we encounter as we would wish to be treated, an integral part of
these interactions is the language we use.

“We need to normalise giving someone a gentle and polite nod to their language to share
with them a better way to say something, and they need to be open to receive that
advice. Some people are not, and it’s caused me to have some challenging
conversations with senior leaders who felt it was not my place to call them out on their
language. However the ensuing conversations led to a much better understanding
between us and how we can learn from each other.”
Dom Fairlie, Chair of the civilian LGBT+ Network shOUT

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 Inclusive Language Guide 2021

Introduction
What is inclusive language?
Inclusive language is about using words that
refer to everyone and avoiding words that ‘Use of language can be inappropriate
exclude or offend. and offensive, simply through a lack of
understanding of how it may be
Respect is a core value at the heart of the perceived by a minority group.’
Civil Service, the Armed Forces and the
society we serve. If we are to treat others as Wigston Review into
we ourselves would wish to be treated, an inappropriate behaviours
integral part of our interactions is the 15 July 2019
language we use. Ultimately, inclusive
language is about demonstrating respect to
others.
As language evolves, we should be open to
Think of your conversations you’ve had at learn and improve. Being ready to reflect on
work, have you always felt included and our choice of words and being sensitive to
valued? Have you always considered how unconscious biases will improve our
you make others feel from your own operational effectiveness and strengthen the
language? inclusive, professional culture in Defence.
Reports such as the Wigston Review into
inappropriate behaviours¹ and the Lived
Experience Report² highlight that
inappropriate and offensive language
continue to negatively impact across
Defence. However, the vast majority of harm
caused by inappropriate language is
unintentional, often due to the poor
understanding of its impact on others.

‘More blatant forms of discrimination

towards servicewomen and personnel
from ethnic minority groups were
found to have been largely replaced
with subtler, latent, behaviours.’
The Lived Experience Report
30 November 2020

¹ Wigston Review into inappropriate behaviours (2019). Available at: https://www.gov.uk/government/publications/wigston-review-into-

inappropriate-behaviours
² Defence Human Capability Science & Technology Centre (2020). Defence Inclusivity Phase 2: The Lived Experience Final Report. [online]
Ministry of Defence. Available at: http://data.parliament.uk/DepositedPapers/Files/DEP2021-0099/Lived_Experience_Technical_Report.pdf.
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Frequently Asked Questions
Who is the guide aimed at? Why do we need a guide about
language? Isn’t it common sense?
The Inclusive Language Guide is relevant to
the Whole Force: Service Personnel, Civil Inappropriate and offensive language
Servants and contractors. The Guide continues to have a significant impact on our
focusses on principles and behaviours that people across Defence, particularly those of
everyone can apply in their work and daily minority groups. The Wigston Review into
interactions. The document has been Inappropriate Behaviours highlighted the
created in close consultation with Single business need for more inclusive culture in
Services subject matter experts to ensure Defence: Inappropriate behaviour and
the information is pertinent to our personnel language causes harm to our people, to our
of all ranks, as well as the civilian workforce. teams and our wider output and ultimately
our operational effectiveness.
We acknowledge many of our Defence staff,
in particular Service Personnel, will not have The Wigston Review also identified that the
access to the Guide in this published format majority of harm caused by inappropriate
on Defence Intranet. Supporting resources language is unintentional, often due to the
are also available to be printed out and poor understanding of its impact on others.
shared: posters, desk reminders and a This need for better understanding around
pocket version of this Guide. language is also evidenced in the increasing
requests for guidance on language from
across Defence (including the need for
How was the guide created? coherent guidance on terms to describe
ethnicity and on gender-neutral language).
The Guide was written and published by the
Diversity and Inclusion Directorate (Defence The way to improve this understanding and
People, Head Office). The Guide was achieve meaningful change around use of
developed as part of a wider Inclusive language is through a coherent and joined
Language Programme set up by the D&I up approach. Producing one Inclusive
Directorate. Throughout the Programme, the Language Guide, applicable to the Whole
team engaged closely with a wide range of Force, will ensure consistency and
stakeholders across the Defence, including coherence in our language. New policies will
D&I and HR leads from the Single Services, be written in the same inclusive style,
Top Level Budgets, Enabling Organisations existing policies can be updated,
and Arms Length Bodies. Defence’s 70+ encouraging us all to communicate in a
staff networks were consulted from an early consistent way and with confidence and
stage, in addition to Trade Union without fear of saying the wrong thing.
representatives and Defence legal teams.
The D&I Directorate also ran a series of
focus groups on different protected
characteristics to discuss feedback in more
detail and gain insights from colleagues’
own examples and experiences.

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 Inclusive Language Guide 2021

Who owns this document?

The owner of this Inclusive Language Guide
is the Diversity & Inclusion Directorate. For
further information on any aspect of this
guide, or to provide feedback on the
content, please contact a member of the
team.
Why is this guidance and not policy?
The Inclusive Language Guide aims to
create a more inclusive culture in Defence
through behaviour change and improved
understanding of the impact of language.
This focus on culture and behaviour change
centres on our people and their
experiences. Language and the words we
choose to identify with are personal to each
one of us. A term someone prefers and uses
will differ to someone else. This is
exemplified by the testimonials from
Defence employees’ lived experience which
are included throughout the Guide.
A key principle of the Guide is about asking
questions and facilitating open and
respectful conversations. The lack of
mandated processes and no singular
‘correct’ way to approach inclusive language
makes it inappropriate to mandate this
Guide as policy.
Specific aspects of inclusive language will
be embedded into existing policy following
the publication of the Guide.
Will the Guide be subject to review?
Language is constantly evolving over time
and as such this version of the Inclusive
Language Guide is not the finished product.
The D&I Team will review and publish an
updated version of the Inclusive Language
Guide annually.

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 Inclusive Language Guide 2021

Key Principles
Inclusive language is…

Respectful

Respect is an integral value of the Civil Service, the Armed Forces and of
the wider society we serve to protect. We should apply this respect to the
language we use.

Accurate

Using language more precisely means you can communicate more

powerfully by eliminating unconscious biases and stereotypes.

Appropriate

Consider if highlighting differences in others is relevant or necessary in the

context. Help everyone feel included in the conversation, no matter what
their background.

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 Inclusive Language Guide 2021

5 Steps To inclusive language

 Step 1: Put the person first

Focus on the person or group of people, rather than what makes them different. For
example, consider language that does not define a person or group by their disability or
heritage. Only refer to the person’s diversity characteristic if it is relevant to the context.

 Step 2: Be open to change

Language is constantly evolving, and sometimes it will challenge our ideas. Being open
to changing our language helps others feel included in your team and organisation.

 Step 3: Ask if unsure

You will notice there is often no correct term when describing people and identities.
Everyone is different and choice of language also comes down to personal preference.
Asking questions also allows people to self-identify and feel in control about how others
talk about them.

 Step 4: Avoid assumptions

Remember you cannot make assumptions about people’s identities or their lives based
on appearances. Some may also not choose to openly disclose personal details about
themselves at work. To avoid making assumptions, use neutral language.

 Step 5: Learn from error

We all make mistakes! Be receptive to learning and assume any challenge is provided
with the best intentions. Avoid dismissing staff’s concerns as a joke or banter.

If I think back even five years ago in Defence, the feel and tone of language is more
inclusive now, so I do think we have come a long way. However it's something we need
to keep working on, and need to shake up the comfortable patter a bit more, so we
include everyone and have a department that not only represents society on paper, but
also sounds like it represents society - in how we interact, meet, express our feelings,
come up with new ways of working and deliver good outcomes together.
A Defence employee

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 Inclusive Language Guide 2021

Respectful challenge
• Words are powerful. Even with the “After coming out, I decided that
best intentions, we can say or do enough was enough and started to
things that shut down dialogue. challenge people on their language.
Most of the time I got a positive
• An environment where challenge is response; but constantly challenging
expected and accepted is important. people and fighting to be included can
feel stressful. Sometimes challenging
• People should be receptive to
people resulted in wider conversation
reasonable and respectful challenge
about gender identity, which was good
and assume it is provided with the
that the person wanted to understand
best intentions.
more about what they could do to
• Empowering people to speak out and help. I am pleased I challenged and
challenge fosters an open and engaged in these conversations as the
collaborative team atmosphere, alternative would have been to still
encouraging a diversity of thought feel excluded.”
and inclusion of ideas from all within Sgt Danny Holt, Royal Air Force
the team and wider communities.

For those receiving challenge: For those offering challenge:

You should: You should:
✓ Not take it personally – this isn’t about ✓ Make challenge with courtesy and
you, it’s about the issue at hand. politeness.
✓ Let people know you welcome to ✓ Be prepared to explain the logic and
feedback and reasonable challenge. reasoning behind your view.
✓ Remember the person challenging ✓ Think about interpersonal dynamics.
shouldn’t be expected to have a solution Keep it professional – it’s the issue
there and then. you are challenging, not the person.
✓ Demonstrate you are giving serious ✓ Choose your moment and medium. A
thought to the challenge – do not dismiss one-to-one discussion or a smaller
it. Respond respectfully. team meeting may be more
appropriate than calling it out in a big
✓ Support junior colleagues and peers to meeting.
raise a challenge with more senior
colleagues. ✓ Raise the concern in a timely
manner.

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 Inclusive Language Guide 2021

Guidance by theme
Age
Our language should be reflective and welcoming to all generations of our workforce. It is good
practice to avoid terms that could signal that age is a limiting factor. Only refer to age if it is
relevant and necessary to the context.

Avoid stereotypes
• Avoid language that stereotypes or implies that a particular age group is more or less
able or that could be deemed as belittling. For example, ‘male, pale and stale’.

More inclusive Less inclusive

Colleagues, personnel, young people Girls, boys and youngsters

Colleagues, team members Subordinates

Effective and vibrant team 'Young and vibrant team’

Experienced workforce 'Mature workforce’

Older people/adults The elderly, the old, middle-aged, old age

Specify age group (e.g. over-65s) pensioner, seniors

“My job-share partner and I were

referred to as 'girls' during an
otherwise all-male table discussion
about innovation in Defence at a
senior leader’s event. As a member
of the Senior Civil Service with a
wealth of experience, I'm pretty sure
I'm not a girl anymore and I found
the language belittling.”
A Civil Servant

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 Inclusive Language Guide 2021

Disability
Language should focus on the person, not any perceived disability. In most circumstances it is
not relevant to refer to a person’s ability or disability. However, it is best practice to use ‘person-
centred’ language rather than focusing on the disability. Defence subscribes to the social model
of disability, which sees the person first and the barriers they face (not their disability) are what
causes them to be disabled.

Person-centred language
• Consider language that does not define a person or group by their disabilities or
conditions.
• Avoid terms which equate the person with the ability or disability.

More inclusive Less inclusive

Person with a disability The disabled, handicapped
People with disabilities

People with visual impairments, The blind

Blind and partially-sighted people

Person with a mental health condition Mentally ill

People with mental health conditions

Person-first or identity-first?
While many use person-centred language when referring to their own disability, others
prefer identity-first language. Many people may not refer to themselves as disabled at all,
even if their condition or disability is recognised under the Equality Act.
Some specific disability communities, such as Autistic and Deaf communities, will
primarily use identity-first language. E.g. Autistic people, Deaf people.
Affirming disability allows the individual to personally identify as disabled by their own
choice. Many see disability or neurodiversity as an integral part of who they are,
celebrating the positive effects this has on them rather than a negative add-on.
If in doubt, politely ask the person in order to respect their choice of language.

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 Inclusive Language Guide 2021

“I struggle every day to hear what is being said over Skype or Teams and have to admit
at times I cannot hear what is being said. The language used towards me has often been
out of ignorance or just a lack of understanding of deaf/hard of hearing members of staff.
For example:
‘You don’t sound like a deaf person.’
‘You need to listen harder to what I am saying to you.’
‘Can’t you just turn your hearing aids up?’”
Sue Robson, Civil Servant

Positive not negative

• Avoid phrases like ‘suffers from’ or ‘a victim of’
• Consider the impact of phrases that have negative associations with disability. For
example, ‘deaf to our pleas’, ‘blind drunk’, ‘crippled by debt’

More inclusive Less inclusive

Wheelchair user, person with a mobility aid Confined to a wheelchair, wheelchair-bound

Talking about neurodiversity

• Neurological differences are a • Compassion for different working
normal and vital part of humanity, styles: consider how different people
rather than deficits. will process new information in
different ways rather than labelling
• Reconsider casual reference to someone as “slow”.
mental health conditions: Terms
like ‘bipolar,’ ‘OCD’ and ‘ADD’ are • Avoid derogatory terms: For
descriptors of real mental health example, ‘crazy,’ ‘mad,’ ‘schizo,’ or
diagnoses. They are not metaphors ‘psycho’.
for everyday behaviours and can
undermine the experiences of those
living with the conditions.

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 Inclusive Language Guide 2021

Clear language
• Idioms, industry jargon and acronyms can exclude and impede effective communication.
• Does your written work require a lot of acronyms and specialist terms? Consider
including a glossary at the beginning of the document.
• Avoid euphemisms such as ‘on the spectrum’ or ‘special needs’ when referring to
disability. Instead be as specific as possible

“You don’t look disabled!”

• Invisible or hidden disabilities can be
physical, mental or neurological
“My line manager said ‘You can’t
conditions. One individual may have
be left alone in the office’ in front
multiple disabilities.
of my colleagues, in reference to
• Chronic illnesses are also considered my recently diagnosed chronic
to be a disability by legal definition in illness. It was accompanied by
the workplace under the Equality Act. several other comments about
• The hidden nature of symptoms can what I couldn’t do. Repeated
lead to misunderstandings or language like this is draining,
judgements. particularly when openly
discussing my illness without any
• Be sensitive to invisible disabilities: if prior consultation first.”
someone has adjustments at work or
requires disabled access, is it Ross, Royal Air Force Engineer
necessary for you to see proof or
receive an explanation?

“Because I don't ‘look’ autistic, any sentence that starts with ‘you can't be autistic
because...’ is clearly unacceptable. I was told: ‘You can't be autistic because my
nephew is autistic and he's a total flat-line.’ People simply don't understand that many
don’t present more obvious symptoms. Many of us hold down jobs and are in roles that
play to our strengths. It is disheartening when we are compared to out-dated
stereotypes.”
Julie, Recruiter

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 Inclusive Language Guide 2021

Race and ethnicity

Seek to use appropriate terminology, while also questioning whether referring to a person’s
race, nationality or ethnicity is relevant or necessary. Language with negative racial
connotations must be challenged because its usage can reinforce and perpetuate inaccurate
racial stereotypes. Unless it is necessary to use a collective term, be as specific as possible
when describing race or ethnicity.

Person-centred language
• Only refer to people's ethnicity if it's More inclusive Less inclusive
relevant to the context.
Specify a country/region, ‘Asians’
• Use adjectives rather than nouns
when it is necessary to refer to race. People of South Asian
heritage

Be specific
• There are several terms for different
ethnicities/nationalities and different
people will prefer and use different
If in doubt, ask!
descriptors. It is always best to ask
what a person identifies with. Identity and language are personal
to each one of us. A term someone
• Do not make assumptions about
prefers and uses will differ to
someone's origin based upon their
appearance. another. Others may not mind what
terminology is used.
• Think about what you actually mean
to communicate in the context. Is If in doubt, respectfully ask the
there a term you can use to specify person.
the region or country a person or
group are from?

“Racism doesn’t have to be full-on in your face. It’s how you make the other person feel.
And that other person knows something is amiss […] It’s a tone, it’s the kinds of things
you’re given, you’re made to feel lesser than someone else.”
A Civil Servant
The Lived Experience Report 20201

¹ Defence Human Capability Science & Technology Centre (2020). Defence Inclusivity Phase 2: The Lived Experience Final Report. [online]
Ministry of Defence. Available at: http://data.parliament.uk/DepositedPapers/Files/DEP2021-0099/Lived_Experience_Technical_Report.pdf.
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 Inclusive Language Guide 2021

Collective terms
• Grouping people by ethnic • The use of ‘BAME’ can suggest that
background is not always useful and ethnic minority groups exist as a
can sometimes lead to homogenous group, as it lacks
misunderstanding. appreciation of the uniqueness of
individual ethnicities, identities and
• There may be some contexts where a experiences.
collective term is necessary or useful,
such as certain data and reporting • The term should be considered an
requirements in Defence. Explaining umbrella term only, and not used to
why the collective term is being denote a race or identity. Instead be
used, and defining who is included as specific as possible.
in the collective term is essential.
• In these circumstances, ‘minority
ethnic/minority ethnic groups’ is More inclusive Less inclusive
preferred to ‘BAME’. Specify a country or BAME
• BAME is an acronym which stands region or ‘Non-White’
for Black, Asian and Minority Ethnic. ‘Minority ethnic Commonwealth
groups’ (used in opposition
to White British)

Infographic: race, ethnicity and

inclusive language

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 Inclusive Language Guide 2021

Conversations about ethnicity

“Some people make the remark…
• Race and ethnicity may feel
‘you only got promotion because
uncomfortable to talk about or like the
you’re an ethnic’. I didn’t like that […]
elephant in the room.
you go ‘Well I got it because of my
• Asking questions and listening is how ability and merit and on passing these
we all learn more. exam boards.’”

• A conversation about race should be A Defence employee

approached with respect and The Lived Experience Report 2020
curiosity.
• No-one knows everything there is to
know about race and ethnicity, and
no one likes to be put on the spot.
Individuals can only speak from their
own experience. In the same way as
one person doesn’t speak for an
entire age group or gender.
No
• Before you ask, consider if your
question has relevance. What do you
want to know? And why? These will
help frame your question in an open
and respectful way, as opposed to:
“Where are you from? … Where are
you really from?”

Ordering and style

• Capitalise all ethnic groups
• Ethnic groups are ordered
alphabetically in charts and tables,
with ‘Other’ as a final category.

“I was asked ‘are you sure you’re [XXXX] trade? Are you sure you’re not a chef, are you
sure you’re not RLC, are you sure you’re not a clerk’?
‘No, I’ve got the same cap badge as you, I’ve done the same training, I’ve passed the
same assessments, I am [trade]’. ‘Well you’re the first black lass I’ve ever seen in
[trade].’”
A person in the British Army
The Lived Experience Report 2020

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 Inclusive Language Guide 2021

Religion and Belief

Not everyone defines their identity in terms of religion, but all humans have beliefs and values
and they can make up a large part of who they are. For many people, religion and belief inform
their values and how they choose to live every day.
Non-religious beliefs include but are not limited to: atheism, ethical veganism, humanism and
secularism. It is important to demonstrate respect for the beliefs of others.

Avoid assumptions
• A person’s religious belief cannot be
assumed by their name or “As someone with a strong non-
appearance. religious belief, I am unhappy being
• The extent to which people follow or referred to as ‘without faith’ or ‘no
express their faith or belief is faith’, as it implies I'm lacking
personal to them. Not all members of something. Describing people's faith
the same religion observe in the or belief is a much more inclusive
same way. For example, we cannot statement.”
make assumptions on a person’s
A person in the Royal Navy
dietary requirements due to their faith
or belief.

Belief-neutral language
Choose neutral language that is not unnecessarily weighted towards one faith or belief over
others, unless specific to the context.

More inclusive Less inclusive

Fore name/first name Christian name

Authoritative work, ‘go-to’, point of reference, Referring to an important or useful resource

handbook as ‘the Bible’ on a particular topic

Morning meeting, team huddle ‘Morning prayers’ when referring to team

meetings

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 Inclusive Language Guide 2021

Sex and Gender Identity

The language around sex, gender and gender identity is evolving, and sometimes it will
challenge our ideas. Avoiding gender-biased expressions is a way to promote positive images
of both women and men, as well as demonstrating respect for all gender identities.
Language should reflect the diversity of everyone working in Defence and wider society. As
such, gender does not need to be visible if not relevant to the communication and gender-
neutral language can be used instead.

Key definitions

Gender Identity
Woman Non-binary Man
An individual’s internal sense of their own gender, whether male, female
or a non-binary identity. This may or may not correspond to the sex
assigned at birth.

Gender Expression
Feminine Androgynous Masculine
How you demonstrate your gender through the way you act, dress,
behave and interact. Gender is culturally determined and described in
terms of masculinity and femininity.

Biological Sex
Female Intersex Male
Assumed at birth on the basis of primary sex characteristics (genitalia),
sex is used to categorise people into male and female. Around 1.7% of
the global population are intersex.

For more information on terminology, please refer to the resources at the end of the guide.

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 Inclusive Language Guide 2021

Gender-neutral language
Using gender-neutral terms reflects the diversity of everyone working in Defence and respect for
their gender identity. Job roles and functions need not be gender-defined.

Functions and job titles Some alternatives for common phrases

in Defence
More inclusive Less inclusive
Chair, chairperson Chairman More inclusive Less inclusive

Police officer Policeman Workforce, staff, Manpower

resourced
Cleaner Cleaning lady
Work hours/full-time Manhours
Spokesperson Spokesman equivalent (FTE)
Official, diplomat, Statesman Two-seater/two- Two-man (e.g.
political figure, person aircraft aircraft)
leader
Humankind, Mankind
humanity
Personal titles and addressing groups Service personnel Servicemen/
servicemen and
Consider gendered greetings and whether
women
you are speaking to everyone when
addressing a group. Staffing, resources, Manning
crew, personnel
More inclusive Less inclusive
Remotely piloted air Unmanned aerial
Sirs, Ma’ams, “Sirs, all,” system vehicle
respected
colleagues, “Military: Mess Gendered dress
Dress and Civilian: codes: e.g.
Everyone, Ladies and Formal” “Mess dress or
colleagues, gentlemen, female equivalent”
team Guys/Gents

“Female officers who have been sent emails entitled ‘gentlemen’ have said they feel like
the sender couldn't be bothered to acknowledge them, or just didn't care. The constant
use of terms such as ‘manpower’ and ‘manning’ continue to breed the culture of a male-
dominated workplace, one where there is an expectation that our police officers are men.”
Kerrie, Ministry of Defence Police

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 Inclusive Language Guide 2021

‘Woman’ or ‘female’?
• Female and woman mean different • The word female in its primary usage
things but are often used is an adjective. When clearly talking
interchangeably. about human beings, use of female
as an adjective is correct. However it
• The term ‘woman’ refers specifically should always be relevant to the
to human beings, while ‘female’ could context: E.g. female representation,
refer to the sex of any species that is female participation, female
capable of producing children. personnel.
• Referring to women as females is
perceived by many as reducing a
woman to her reproductive parts and More inclusive Less inclusive
abilities.
The women in the The females in the
• Not all women are biologically platoon. platoon.
female, and the conflation of ‘female’
to ‘woman’ erases gender-
nonconforming people and members Doctor, nurse Female doctor,
of the trans community. male nurse

Pronouns
Pronouns are how a person wants to be
referred to in the third person. Examples If you are unsure, the best thing to
include: do is ask.

• He/him/his Try asking: “May I ask how you

• She/her/hers prefer me to address you, for
• They/them/their and other gender- example what pronoun do you
neutral pronouns use?” or “Please remind me how
you would like to be addressed”.
Using an individual’s pronouns correctly is a
way to continue to practice inclusion and Most people, if asked in a sensitive
foster belonging. By respecting others’ manner, will appreciate the question
pronouns, you recognise their sense of self and will simply tell you.
and show you respect their gender identity.

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 Inclusive Language Guide 2021

They/them/their - confused by gender-neutral pronouns?

You’re probably already using them without thinking!
In many contexts it is grammatically correct to use gender-neutral pronouns in English because:
• They’re an easy alternative to gendered pronouns when speaking generally.
• It avoids stereotypes based on gender
• It avoids complicated sentences – no need to say he/she or his/her every time.

More inclusive Less inclusive

Every visitor must present their ID to obtain a Every visitor must present his or her ID to
visitors’ pass. obtain a visitors’ pass.

A sergeant wears three-point-down chevrons A sergeant wears three-point-down chevrons

on their sleeve. on his sleeve.

Who left their phone in the meeting room? Who left her phone in the meeting room?

Sharing your pronouns

For a cisgender person (a person whose “Personnel utilising pronouns in the
gender aligns with the sex they were signature block not only enables
assigned at birth), the risk of sharing your me to determine appropriate
pronouns is minimal. address for a more diverse
For a transgender or non-binary person, Defence, but it can also reduce
sharing pronouns can be riskier, sparking potential embarrassment and
lengthy conversations or outing a person to improve communication. My male
their colleagues before they are ready. Warrant Officer had a severe voice
impediment, and many thought he
Cisgender people sharing their pronouns was a woman. If this clarity was
normalises this process and can have a big around back then, I'm sure it would
impact. have had a positive impact and
You can do this by: reduced the it’s ‘Sir not Ma'am’
explanation each time.”
• Adding your pronouns to your email
signature A person in the Royal Air Force
• Adding your pronouns on your public
profiles on social media
• Sharing your pronouns when
introducing yourself in a meeting or at
the start of a presentation

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 Inclusive Language Guide 2021

Trans and Non-Binary

• Trans, or Transgender, is an umbrella • Avoiding making assumptions, such
term to describe people whose as by politely asking what pronouns
gender is not the same as, or does the person uses and opting for
not sit comfortably with, the sex they gender-neutral language, are
were assigned at birth. It is not simple ways to demonstrate your
always a case of changing from one respect for their gender identity.
gender to another – it can be
considered more a sliding scale, as
depicted in the image on page 20. “When my colleagues found out I
am a trans man, a few
• A person whose gender identity responded with: 'Oh, you never
doesn’t exclusively fit comfortably would have guessed?!' 'Does
within the binary of male and female that mean your partner is Bi
may describe themselves as non- because she is with you?' These
binary or as a number of other non- comments knocked my self-
binary identities (e.g. pangender, esteem and confidence. I lost
gender fluid, gender queer, gender trust in my colleagues and I
questioning, or agender). worried who else was
• There is a common misconception questioning my gender or what
that being trans is linked to sex or surgeries I have had.”
sexuality. Gender identity is not the Noah, Civil Servant
same as sexual orientation. Trans
people can be straight, lesbian, gay,
bisexual, asexual and more – just the
same as everyone else.

“As the mum of a trans child, hearing inappropriate language or jokes about trans people
is very hurtful. I know it's mostly discomfort and a lack of understanding on their part, but
it’s not funny. There's a lot more to understand about gender dysphoria. Trans people
and their families need support and to be able to trust their colleagues with their story,
which is made so much harder if they fear ridicule.”
Nicola Tait, Royal Air Force

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Sexual Orientation
Sexual orientation is simply talking about who people are attracted to, with people attracted to
people of the opposite gender (heterosexual or straight), of the same gender (homosexual, gay
or lesbian), of two or more genders (bisexual or bi),to people regardless of gender (pansexual
or pan), to no-one (asexual). Being LGBT+ isn’t a preference or a lifestyle choice.
The range of terms and definitions to describe sexual orientation is vast and always evolving,
and certain words can mean different things to different people. Open conversations and
avoiding stereotypes and assumptions are important steps to being inclusive.

Terminology
Terminology around sexual orientation is vast and evolving. For example, a person may have
reclaimed a once-derogatory term, whereas the same term may offend others.
Please refer to the resources at the end of the
guide for glossaries and further information. “As a middle-aged man, it can be
Sexual Orientation refers a person’s very difficult to keep up to date with
physical attraction to another group of current acceptable and unacceptable
individual. This could be towards people of terms. An example of this is the
the same sex, opposite sex, both or neither. evolution of the term Queer: When I
Sexual orientations include asexual, first started in my job that was an
bisexual, gay, lesbian, pansexual, incredibly offensive term but now that
questioning and straight. has dramatically changed. We need
to keep an open dialogue to make
Queer is a term used previously as a slur for people aware of the impact of their
people in the LGBT+ community, but some language.”
more recently have reclaimed the term to
refer to LGBT+ people, particularly those Jim, Ministry of Defence Police
who don’t like to be defined by labels, and
wider LGBT+ culture.

“During conversations, a manager used to regularly use the word ‘gay’ in a pejorative way.
A process would be inefficient, there would be a delay, or someone would make a decision
she did not like, and she would say ‘that's so gay’ or ‘that's really gay.’ As a bisexual
woman in a homosexual relationship, it really stung whenever she used the phrase,
especially as I hadn't heard anyone use it in that way since I was at school! She wasn't
aware of the impact her language could have, but to have a word so linked to your identity
used as a way of describing something inconvenient takes a really negative toll. It struck
me as unnecessary, too, when it would have been just as easy to say ‘that's so frustrating’
or ‘it's really inconvenient.’”
A Civil Servant

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Acronyms
Acronyms are used as umbrella terms to refer to a wide range of sexual orientations and gender
identities.
LGBT – stands for Lesbian, Gay, Bisexual, Transgender
LGBTQIA – adds on additional letters: Queer/Questioning, Intersex and Asexual/Ally
The list of letters can and does continue. The varying definitions also show how language and
labels mean different things to different people, reflecting the diversity of our relationships and
identities.
Recommendation: In Defence we recommend using LGBT+
Adding a ‘+’ to the acronym is a succinct way to acknowledge that there are identities
and orientations in addition to the umbrella term ‘LGBT’.

“We need to normalise that it’s OK to get it wrong sometimes, as long as it’s not done with
intent. Those within the LGBT+ community are really not offended if you genuinely
stumble, we all do from time to time, so it’s OK to correct yourself and not be
embarrassed by it.”
Dom Fairlie, Chair of the Civilian LGBT+ Network shOUT

Avoid assumptions
• Our people are diverse and so are More inclusive Less inclusive
our family structures. Instead of
guessing, choose neutral language Sexual orientation, Sexual preference,
when referring to someone’s family Romantic lifestyle choice,
set-up or partner. orientation persuasion,
sexuality
• Don’t use ‘straight’ as the opposite of
‘LGBT+’ - transgender people can be
any sexual orientation, including Gender neutral Making guesses
straight. terms or ask the about someone’s
person: family set-up:
• Transgender men and people who Partner/spouse Husband/wife
identify as non-binary can and do get Parent/guardian Mother/father
pregnant. When talking about
reproduction, reproductive rights and “Please invite your “Please invite your
health, transgender and non-binary partners”, wives.”
people deserve the same inclusive “Plus ones are
care and treatment. welcome.”

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Social Mobility
Language used to describe socio-economic diversity and social mobility are subjective and
often personal. Many people will refer to themselves as being from a certain class and others
might not. It is important to avoid assumptions and stereotypes when referring to social mobility.

Key definitions
Socio-economic diversity
A term acknowledging a wide range of social, cultural and economic experience.
Social mobility
Refers to the process enabling people or communities to fully participate in society and
improving the ability and opportunities for those who are typically excluded based on
cultural markers.
High/low socio-economic groups
Some may consider the referring to ‘high’ or ‘low’ socio-economic groups has a value
judgement: the term implies one group is inferior or worse than the other. This often does
not reflect their lived experience, values, heritage or upbringing.

More inclusive Less inclusive

People facing barriers, Low socio-economic status/group,
People with low income The poor, the rich/wealthy

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“The following comments have been made to me whilst in the Civil Service: ‘Someone
with your background will never make director here’. ‘You're too Northern to be a senior
manager here, we can't understand you.’ While in part the negative comments drove me
on, if only to prove my commentators or tormentors wrong, they were offensive.”
Phil Eskdale-Lord, Deputy Director - Head Office

Avoid assumptions
• Terms to describe socio-economic • For example, there are many ways to
diversity are also subjective and define class. While some many
mean different things to different openly refer to themselves as being
people. of a certain class, others won’t.
• Intent and context when discussing
Non-inclusive language socio-economic diversity are
Words intended to denigrate, for example important. Language used to discuss
‘chav’ socio-economic background can
strengthen negative stereotypes and
Describing a person or behaviour as downplay the real problems faced by
‘council’ or ‘common’ these groups.

Accent bias
• Accents are part of who we are. No • Is someone’s accent relevant to the
one should feel compelled to change context? If not, there is no need to
to be able to get by in the workplace. comment on it.
Greater awareness of accent bias is
a simple step towards inclusivity.
• All social groups develop accent “I don’t have an accent!”
differences over time. Because Everyone has an accent! Received
accents are often linked to specific Pronunciation English is still an
regions, cultures, ages, genders and accent. There is not a singular
social classes, they often trigger ‘correct’ or ‘neutral’ way to speak.
social stereotypes.

Clear language
• Idioms, industry jargon and acronyms • Also consider language that can
can exclude and impede effective deliberately exclude others: such as
communication. excessively complex wording or
speaking in another language. If you
• Does your written work require a lot tell a joke in Latin, will everyone in
of acronyms and specialist terms? the room be in on it?
Consider including a glossary at the
beginning of the document.

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Further reading and resources

Reports
Defence inclusivity phase 2: The Lived Experience Report (2020)
Wigston Report on Inappropriate Behaviours (2019)
Policies
Inclusive decision-making – Public Sector Equality Duty
JSP 101 – Defence writing guide
General resources
Empowerment: Best practice guides
Flip the Script: Guides to empowering conversations
Mission Critical: manual for inclusion in National Security
MOD Diversity and Inclusion Intranet Page
MOD Staff Network Directory
Reasonable Challenge Guide
The Plain English Campaign
Textio: recruit smarter with new job advert writing tool
Age
Age UK
Disability
Civilian Disability Toolkit
Mind – The Mental Health Charity
Scope – Equality for disabled people
Race and ethnicity
Let's Talk About Race: A pocket guide to getting conversations started
Sex and gender identity
A:gender – The support network for staff in government Departments
Genderbread Person: A teaching tool for breaking the concept of gender
Sexual Orientation
Stonewall – Glossary of terms
Social mobility
Navigating the Labyrinth Report 2021
The Bridge Group
D&I Portal
Visit the D&I portal, your one stop shop for updates, policy, guidance, training, networks and
resources for all Defence personnel.

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Inclusive Language Guide

Images: UK MOD © Crown copyright 2021

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