EPOS Gender-Inclusive Language Guidelines

EPOS GENDER-INCLUSIVE LANGUAGE guidelines E P O S ERIC EPOS ERIC | Via di Vigna Murata 605, 00143 Rome, Italy | www.epos-eric.eu ERIC established by the European Commission Implementing Decision 2018/1732 Design Barbara Angioni Document information Status Public Coordinator Carmela Freda Authors Federica Tanlongo, Karl Stuebe Contributors Reviewed and Acknowledged EPOS Executive Coordination Office Graphics and editorial design Barbara Angioni Version 1.0.0 Date September 2025 How to cite Tanlongo F., Stuebe K., (2025). Gender-Inclusive Language Guidelines. https://10.5281/zenodo.17305749 E P O S ERIC EPOS GENDER-INCLUSIVE LANGUAGE guidelines 4 Table of Contents Introduction 5 1. Gender-neutral language 5 1.1 Gender-neutral expressions 7 1.2 Gender-neutral or gender-sensitive: knowing when to use which 7 2. Gender identity and sexual orientation 8 2.1 Stereotyping roles/attributes 9 2.1.1 Occupational Titles 9 2.1.2 Personal Titles 9 3. Not just Gender 10 4. Empowering language 10 5. Checking the language 11 5.1 Sensitivity Review 11 5.2 Check for Unconscious Bias 11 5.3 Test Language 11 6. Visual representation 11 6.1 Practical Tips for Inclusive Visual Communication 12 6.2 Diversity Equity and Inclusion (DEI) in event organisation 12 6.3 Tips to organise more inclusive events 13 6.4 Resources and additional tips for communicating in a gender-sensitive way 13 Bibliography 14 APPENDIX: Checklist for gender-related revisions in written texts 15 5 Introduction Language not only reflects but also shapes our thoughts. Written, spoken, and visual communication often reveals hidden cultural or personal biases that communicators may be unaware of. Raising awareness and fostering conscious language use are key steps towards achieving the EPOS’ goal of inclusive and respectful communication. Language is generally recognised as having a crucial role in shaping cultural and social attitudes, and it can either reinforce gender-related stereotypes and biases or fight them and promote gender equality. Therefore, replacing old habits with more inclusive expressions by default is essential, and these guidelines offer practical guidance and examples to help colleagues across research organizations and countries enhance their communication. While focusing on written and oral communication, this handbook aims to cultivate positive habits in all forms of communication, as inclusive language offers numerous benefits. In particular it: ● Promotes an inclusive and respectful environment. ● Encourages diverse perspectives. ● Reflects commitment to equity and social justice. ● Supports well-being and engagement. ● Enhances clear and inclusive communication. ● Facilitates the compliance with ethical standards and funding requirements. ● Attracts a diverse range of researchers and staff. ● Builds trust with community and stakeholders. This document aims to raise awareness within the EPOS community about the impact of language on inclusiveness and provides practical guidance for fostering a more inclusive, equal, and welcoming environment through a conscious use of language. EPOS operates primarily in English as its official language, and these guidelines are tailored accordingly. However, given our consortium's reach across 26+ European countries, many members will engage in communications and interactions using various national languages. It is imperative to prioritize gender-inclusive language across all the languages used within our community. Please be mindful that different languages may present unique challenges when it comes to achieving gender inclusivity and neutrality, and certain concepts may inadvertently reinforce gendered assumptions. We strongly advise consulting appropriate language resources for guidance when communicating in languages other than English 1 . 1. Gender-neutral language The use of masculine nouns and pronouns as generics in English was standard practice until the 1970s, when feminist movements challenged it, uncovering inherent biases. Since then, feminist linguists have contributed to the wider adoption of gender-inclusive language to convey inclusion. 1 A non-exhaustive bibliography is available in the appendix, including resources for other languages used in the EPOS countries. Please share any additional resources that could benefit others and are not listed there. 6 Different strategies can be adopted to go beyond gender-biased language. Gender-neutral language avoids specifying gender, aiming for general expressions to minimize assumptions about binary categories. In contrast, gender-inclusive language acknowledges and includes all gender identities, ensuring representation for non-binary and gender-diverse individuals. Both approaches share the goal of reducing bias, but they differ in their methods and focus, with gender-neutral language seeking universality and gender-inclusive language prioritizing diversity and representation. In English, as well as in other languages, the use of the generic masculine nouns or forms to refer to both genders creates a gender bias. Writers should avoid gender-specific nouns and pronouns, as well as expressions that generalise the masculine form when making generic references to both men and women and, whenever possible, use a gender-neutral alternative. Different strategies can be adopted to promote gender equality through language and use inclusive language forms: ● Omitting the masculine reference pronouns/adjectives. ● Using plural forms for nouns or reference words. ● Using they/them instead of the singular, gendered form (“singular they”). ● Using passive or imperative forms. Avoid Possible replacement strategies Omit Replace with plural form Use the “singular they” Use impersonal/ passive forms Each professor should send at least one of his students to the seminar. Each professor should send at least one student to the seminar. Professors should send at least one of their students to the seminar. Each professor should send at least one of their students to the seminar. At least one student per professor should attend the seminar. A high-achieving researcher has an insatiable curiosity that drives him to push the boundaries of what is known. A high-achieving researcher has an insatiable curiosity and is driven to push the boundaries of what is known. High-achieving researchers have an insatiable curiosity that drives them to push the boundaries of what is known. A high-achieving researcher has an insatiable curiosity that drives them to push the boundaries of what is known. An insatiable curiosity drives a high-achieving researcher to push the boundaries of what is known. Each student must submit his application no later than the end of the month. Each student must submit the application no later than the end of the month. Students must submit their application no later than the end of the month. Each student must submit their application no later than the end of the month. Student applications should be submitted no later than the end of the month. It is important to always consider the text as whole and its nature when choosing among the different strategies. In particular, it is important to stress that gender-inclusive writing should not affect the readability of a text. For example, we should use the passive voice in moderation throughout a document to increase its clarity. 7 Also, some expressions may not be accepted everywhere, and writers should be mindful of this aspect when writing formal texts/documents. This is the case, for example, of the more recent use of the “singular they”. Sometimes, writers may want to retain both feminine and masculine forms, either as separate words or through the use of slashes (e.g. he or she, she or he, he/she, she/he, s/he). Unless explicitly mentioning both genders is functional to the discussion, these options should be discouraged in favour of a gender-neutral approach, as both are more mindful of other gender identifications. Additionally, this strategy has a negative impact on readability since retaining the two gendered pronouns or using slashes makes the text less immediate. It is advisable to restrict its usage to very specific cases, such as filling in forms or addressing letterheads, or if a gender-neutral expression cannot be found. Gender-inclusive language, or gender-neutral language, is language that avoids bias toward a particular sex or social gender and therefore is less likely to convey gender stereotypes. [UN Women guidelines] 1.1 Gender-neutral expressions In most cases, there is no real need to generalise the masculine form when making generic references to both men and women since neutral terms are available in English. To maximise language inclusivity, writers should avoid gendered language and give preference to the genderneutral version of a word. Avoid Prefer Men, mankind People, humanity, human beings, humankind Chairman Chair, chairperson, head Guys (referred to men and women) All, Everyone Man-made disaster Human-induced disaster Steward, stewardess Flight attendant Freshman student First-year student Layman, common man Layperson, average person Boyfriend/girlfriend or husbands/wife Partner, spouse 1.2 Gender-neutral or gender-sensitive: knowing when to use which There is a difference between using a gender-neutral language that is respectful of all gender orientations and does not introduce stereotypes or presumptions connected to gender and having a gender-blind approach. In some cases, gender is part of the discussion and ignoring it is the linguistic equivalent of sweeping a problem under the rug. In these cases, it is instead important to use a gender-sensitive approach. For example, if there is a conversation regarding women’s safety or men’s mental health in the workplace, these conversations should be appropriately contextualized and addressing “people” or “employees” in general is not the most effective form of communication. 8 Gender-neutral language is particularly important in legal and policy documents, formal communication, public messaging, academic writing, and technology design, where inclusivity, fairness, and objectivity are paramount. It ensures that gender distinctions are avoided when irrelevant, such as in job descriptions or general audience communications. By using terms like "spouse" instead of "husband/wife" or "chairperson" instead of "chairman," gender-neutral language promotes equality, prevents bias, and ensures that all individuals, regardless of gender, are represented and included. This approach is essential for creating universal, non-discriminatory spaces and messages. 2. Gender identity and sexual orientation Special attention should be paid to the use of vocabulary referring to gender identity and sexual orientation, roles and attributes, occupations, as well as to the use of titles. The language we use should be mindful and always recognize people’s preferences in terms of gender identity. When writing or talking with or about a transgender person, use nouns and pronouns consistent with the individual’s gender identity, regardless of sex at birth. Pronouns preferred by that individual should be used and, whenever possible, people should be encouraged to make their preference known. Equally, using people’s names in lieu of pronouns when possible is encouraged. Any text or script meant for publication regarding an employee should be reviewed and approved by the employee who is the subject of the text before publishing. Avoid Prefer John is our Communications Specialist, and he is an avid skier. He and his boyfriend often like to spend the weekends in snowy places. John (he/him) is the Communications Specialist on our team. Beyond keeping our comms process on track, John is an avid skier. Snowy places are a favourite place for John and his partner during the weekend. Incorporating gender identifiers, such as "he/him, she/her and they/them," in communication is a crucial step toward fostering an inclusive environment. Here is why it matters: ● Respect and Validation: Using correct gender pronouns shows respect for an individual’s identity and acknowledges their personal experiences. ● Normalization and Visibility: Including gender identifiers normalizes the conversation around gender diversity and makes it easier for individuals, especially those with non-binary or transgender identities, to be recognized. ● Reducing Assumptions: Using explicit identifiers prevents assuming someone's gender based on their name or appearance, which can lead to misgendering and alienation, ensuring more accurate and respectful communication. ● Promoting Inclusivity: This practice highlights the organization’s commitment to inclusivity and diversity. ● Enhancing Communication: Clear communication about pronouns reduces confusion, fosters more respectful interactions, and workplace harmony and collaboration. 9 2.1 Stereotyping roles/attributes Always refer to all genders without assuming stereotypical roles or attributes related to their gender. Typical examples include assuming that: ● A person in a job that is traditionally associated with a gender is that gender. ● A person will perform a chore because they are of a specific gender. ● A person will have a specific interest because they are of a specific gender. 2.1.1 Occupational Titles With the exception of contexts where gender discrimination in occupations is highlighted and thus requires the use of gender-specific forms (see the earlier point of gender-sensitive language on this), as a general rule we should: ● Use a gender-neutral form (especially for professions that are still male-dominated, or those that are typically female-dominated). ● Avoid the unnecessary references to gender: adding ‘’female’’, ‘’women’’ or ‘’male’’ to generic neutral titles and terms should be avoided. (e.g., “female doctor”; “male caregiver”). In some languages the titles of certain professional roles are associated with gender. This carry-over from language to real life is very socially apparent with these associations and this is most represented by role incredulity which is defined as: “a form of gender bias where women are mistakenly assumed to be in a support or stereotypically female role — an administrative assistant, nurse, wife, or girlfriend, for instance — rather than a leadership or stereotypically male role, such as CEO, professor, lawyer, doctor, or engineer.” 2 With this in mind, it can be helpful where possible to use equally descriptive role titles that don’t have historically gendered implicit meanings. For example, “Assistant to the Director” instead of “Secretary” or “Front Desk Coordinator” instead of “Receptionist”. 2.1.2 Personal Titles Use courtesy titles that promote gender equality regardless of marital status. A woman’s marital status is almost always irrelevant to the matter at hand. 2 Harvard Business Review, "When People Assume You're Not in Charge Because You're a Woman," December 02, 2021, https://hbr.org/2021/12/when-people-assume-youre-not-in-charge-because-youre-a-woman. Avoid Prefer Laura and Jim have both full time jobs, so he helps her with the household chores/taking care of the kids. Laura and Jim have both full time jobs, so they share household chores and they both take care of the kids. Maternal leave policies are as follows. Parental leave policies are as follows. 16 b. Do Not: Associate certain jobs, behaviors, or roles with specific genders. i. “The doctor gave his instructions to the pretty young nurse.” ii. “A secretary must be polite and wear makeup.” iii. “Firemen are brave and strong.” 4. Does the text contain unnecessary references to sex or gender? a. Do: Omit references to sex or gender unless directly relevant. i. “The candidate has 10 years of experience in geosciences.” ii. “The applicant has an impressive academic record.” b. Do Not: Mention gender or physical appearance when it is irrelevant. i. “The female engineer presented the solution.” ii. “The handsome male lawyer arrived late.” iii. “She’s quite competent for a woman.” 5. Does the text include the same kinds of information when referring to people of different genders? a. Do: Ensure equal treatment when describing individuals of different genders. i. “John Smith, PhD in Physics, is an expert in volcanology. Mary Jones, MSc in Geochemistry, is a seismology researcher.” ii. “Mr. Taylor and Ms. Singh will both present their work at the symposium.” b. Do Not: Include professional achievements for one gender but only personal details for another. i. “Dr. Robert Lee, a renowned climatologist. Susan, a mother of three, works in meteorology.” ii. “Mr. Thomas leads the research team. Mrs. Clara is a charming woman who assists with logistics.”