Writing with Everyone in Mind

Mindful language

By using language thoughtfully and intentionally, we can create a more welcoming environment for everyone in our community. Use words and phrases that are respectful and affirming of various identities, backgrounds, and experiences. Foster an environment where all individuals feel valued and respected by avoiding terms that are discriminatory, biased, or exclusionary.

  • Use the term disabled or person with a disability instead of handicapped to describe people with impaired or limited physical, mental, or cognitive abilities.
  • Avoid assumptions about how people view their own disability. Instead of saying suffers from, simply state has or is.
  • When speaking of an unspecified person, use they instead of he/she for a gender neutral language.

Make written content easy to understand

Clear, plain language that is free from jargon, metaphors, and idioms creates a better experience for all users. Keeping the language you use straightforward ensures that you are not excluding people by using words that are too specific. Choose words and phrases that accurately reflect the subject matter to ensure that the message is clear to anyone reading it.

Helpful list of words and phrases from PlainLanguage.gov →

Respect & acknowledgement 

Use language that respects individual identities and experiences, and acknowledges different backgrounds and perspectives. Refrain from using language that perpetuates stereotypes. Be mindful of language that may trigger negative associations or experiences.

When writing about people it is best to use gender-neutral language, unless a specific gender is accurate to everyone included. Use gender-neutral terms like people, individuals, adults, teenagers, children, etc. If you need to use pronouns and are unsure of how a person self-identifies, it is best to use they/them pronouns. Always use a person’s self-identified labels when referring to them in conversation. 

Get to know your audience and your topic

Using the right words matters. Some disability communities use “identity-first” language to refer to themselves. This includes many people who are Deaf, Deaf-Blind, and Autistic, among others. Many identity-first communities capitalize the disability, so that is important to note as well. Not everyone with a particular disability identifies this way, so take your cues from how people and communities refer to themselves. 

Person-centered language

Person-centered language is another approach to communication that prioritizes the individual as a person first, rather than defining them by a disability, condition, or characteristic. This approach presents the person as a whole that goes beyond their health status, and is a good place to start when you’re uncertain about how a person you’re communicating with or about may identify. Person-centered language affirms autonomy and choice, recognizing the rights of individuals to define themselves and make decisions about their lives.

  • Use person with autism instead of Autistic if you don’t know which someone prefers.
  • Use someone struggling with addition, someone in recovery from a substance use disorder, or even someone experiencing addiction instead of addict.

While overall statistics indicate a preference for person-centered language, it is important to remember that the disability community is comprised of individuals with many different lived experiences with many different forms of disability. Identity-first language is preferred over person-centered language in different age groups and some communities sharing similar disability.

Describing ease of use

Be mindful when using words like just, only, easy, or quick when developing instructional content. These words can imply that the task or process is easy or quick, which may not be true for every person. Implying that something is easy for everyone ignores an individual's spectrum of abilities.

Always be open to learning and feedback

The meaning or intention of words are always evolving. Engage with others to understand their preferences and experiences, and be open to feedback about the language you use. Stay informed by reading resources from different communities. Listen to people who belong to groups that you are creating content about. But don't assume that people from different communities want to educate you or give feedback.

Other resources