##  [Inclusive writing: Quick reference sheet](/writing-tips-plus/inclusive-writing-quick-reference-sheet)

## Avertissement

Du contenu semblable en français est présenté dans l’article [Écriture inclusive : aide-mémoire](/fr/cles-de-la-redaction/ecriture-inclusive-aide-memoire).

Pour plus d’information sur l’écriture inclusive en français, veuillez consulter la page [Écriture inclusive – Lignes directrices et ressources](/fr/cles-de-la-redaction/ecriture-inclusive-lignes-directrices-ressources).

## Section: Inclusive writing

Go to the main page of this section: [Inclusive writing – Guidelines and resources](inclusive-writing-guidelines-resources).

This quick reference sheet summarizes the main principles of inclusive writing and gives examples of practical techniques you can apply. It also contains a list of resources designed to help you write inclusively.

## On this page

- [Principles of inclusive writing](#principles)
- [Gender-inclusive writing techniques](#techniques)
- [Representation of non-binary gender](#representation)
- [Resources for inclusive and respectful language](#resources)
- [Printable PDF version of the quick reference sheet](#pdf-version)
- [Additional information](#additional-information)

## Principles of inclusive writing

Our guidelines for inclusive writing are based on [five main principles](inclusive-writing-background-principles#principles).

1. Apply the technique or techniques that fit your specific situation, taking into account the type of text you’re writing and the audience you’re writing for.
2. When you’re writing to or about someone, use the person’s specified courtesy title and pronouns.
3. Choose words, expressions and examples that are in keeping with diversity so as to avoid stereotypes.
4. Use the principles of inclusive writing in conjunction with the principles of clear and effective communication.
5. Apply inclusive writing techniques throughout each text and throughout all communications within your organization.

## Gender-inclusive writing techniques

Use the techniques outlined below to write gender-inclusively.

Use gender-inclusive nouns
| Technique | Examples | Replace gendered [occupational titles](gender-inclusive-nouns#occupational-titles) | - An **ombuds** (not “ombudsman”) must deal objectively with all requests. - Cleaning **staff** (not “cleaning ladies”) begin work at 6 p.m. - Every **server** (not “waiter” or “waitress”) must wear a uniform. |
|---|---|---|---|
| Replace [expressions containing “man” or “woman”](gender-inclusive-nouns#expressions) | - They fought for the rights of the **average person** (not “the common man”). |
| Replace gendered [terms denoting relationships](gender-inclusive-nouns#terms) (in general contexts or in cases where gender is unknown) | - Members may bring **spouses** or **partners** (not “wives or girlfriends”) to the event. - The child was picked up by a **sibling** (not “brother” or “sister”). |

Replace or omit a gendered pronoun
| Technique | Examples | [Pluralize the noun](gender-inclusive-writing-pluralize-the-noun) | - **Nurses** must carefully record **their** patients’ symptoms (not “A nurse … her patients’ symptoms”). |
|---|---|---|---|
| [Use the singular “they”](gender-inclusive-writing-use-the-singular-they) | - Generic singular “they”: If an employee is injured at work, **they** have a duty to inform **their** direct supervisor (not “he or she has a duty to inform his or her supervisor”). - Specific singular “they” (used by some persons outside the gender binary): Morgan submitted **their** report. |
| [Use an article](gender-inclusive-writing-use-an-article) | - Each person attending must show **a** ticket (not “his or her ticket”) upon entry. - A student must complete all **the** required courses (not “his required courses”) by year end. |
| [Omit the pronoun](gender-inclusive-writing-omit-the-pronoun) | - No child may participate without parental permission (not “his or her parents’ permission”). |
| [Repeat the noun](gender-inclusive-writing-repeat-the-noun) | - If a first-time user wants to view content on the site, **the user** (not “he”) must create an account. |
| [Address the reader directly](gender-inclusive-writing-address-the-reader-directly) | - **You** must provide **your** complete contact information (not “The applicant must provide his or her …”). |
| [Use the imperative](gender-inclusive-writing-use-the-imperative) | - Ensure that **your** leave balances are correct (not “Each employee must ensure that his leave balances …”). |
| [Use the pronoun “who”](gender-inclusive-writing-use-the-pronoun-who) | - A property owner **who** disagrees with the assessment can file an appeal (not “If a property owner disagrees, he …”). |
| [Use the pronoun “one”](gender-inclusive-writing-use-the-pronoun-one) | - Numerical “one”: A tenant in Vancouver will probably pay higher rents than **one** in St. John’s (not “than she would in St. John’s”). - Impersonal “one”: Under the Canadian Charter, **one** has the right to act in accordance with **one’s** conscience (not “a citizen … his conscience”). |
| [Use the passive voice](gender-inclusive-writing-use-the-passive-voice) | - Dependent clause: A server has the right to keep any tips (that are) **received** from patrons (not “tips that she receives”). - Main clause: When the repair person cannot obtain a discontinued part, a generic part **will be substituted** if possible (not “he will substitute a generic part”). |
| [Use sentence fragments](gender-inclusive-writing-use-sentence-fragments) | - The successful administrative assistant will have the following qualities:       - **attention to detail** (not “she will be detail-oriented”)       - **excellent interpersonal skills** (not “she will have excellent interpersonal skills”) |
| [Rewrite the sentence](gender-inclusive-writing-rewrite-the-sentence) | - The motorist should signal before a lane change and then check to ensure the lane is clear (not “and then he should check”). - After **finding** the ideal property, a home buyer should arrange for a home inspection (not “When he finds the ideal property”). - Medical help is on site in case a participant **suffers an injury** (not “injures himself”) during the event. |

Make correspondence gender-inclusive
| Parts of the letter or email | Examples | [Inside address](gender-inclusive-writing-letters-and-emails-new#inside-address) (if receiver’s gender or courtesy title is unknown) | - Robin Maxwell - R. T. Maxwell |
|---|---|---|---|
| [Salutation](gender-inclusive-writing-letters-and-emails-new#salutation) (if receiver’s gender or courtesy title is unknown) | - Dear Robin Maxwell: - Dear R. T. Maxwell: - Dear Parts Manager: (example of a job title for a receiver whose name is unknown) - Dear Homeowner: (example of a gender-inclusive noun for a form letter) - Hello, (in an email) |

Tailor your message
| Context | Examples | [Tailoring to recipients](inclusive-writing-tailoring-your-message#tailoring) who are non-binary | Use the person’s specified courtesy title if you know it; for example: - Dear Mx. Baldwin: |
|---|---|---|---|

## Representation of non-binary gender

Members of gender-diverse communities have put forward various techniques for writing English texts that correspond to their realities. Since individual usage varies, it's important to respect each person’s wishes with regard to pronouns and courtesy titles.

Writing to or about non-binary individuals
| Issue | Recommendations | [Pronouns and neopronouns](writing-to-or-about-non-binary-individuals#pronouns-neopronouns) | When writing about a non-binary individual, use the person’s specified pronoun: - singular “they” - a neopronoun (for example, “ze/hir”) - “he” or “she” |
|---|---|---|---|
| [Gender-inclusive courtesy titles](writing-to-or-about-non-binary-individuals#courtesy) | When writing to or about a non-binary individual, - use the person’s specified courtesy title if you know it (for example, “Mx.”) - if in doubt, omit the courtesy title, and use the person’s first name or initials with the last name:       - Cameron Clarkson       - C. R. Clarkson |
| [Gender-inclusive nouns](writing-to-or-about-non-binary-individuals#nouns) | When writing about a non-binary person, use terms that are gender-inclusive: - “parental leave” (not “maternity leave”) - “police officer” (not “policeman” or “policewoman”) - “sibling” (not “brother” or “sister”) - “spouse” (not “husband” or “wife”) |

Translating text about non-binary individuals
| Issue | Recommendations and examples | [Translating the French pronoun “iel”](guidelines-for-translating-from-french#non-binary-individuals) | When translating the pronoun “iel,” - try to find out what pronoun the person uses in English - if you can’t find out the person’s pronoun, use the singular “they” and its forms:       French: **Iel** a lancé **sa** ligne de vêtements en 2000.       English: **They** launched **their** clothing line in 2000.    **Note:** A person who uses the gender-inclusive pronoun “iel” in French may use any of a variety of pronouns in English, including neopronouns. Thus, it’s important not to assume that “iel” is always best translated by the singular “they.” |
|---|---|---|---|
| [Translating other gender-inclusive text](guidelines-for-translating-from-french#gender-inclusive-text) | When translating a text about a non-binary individual whose gender is unclear, - use the singular “they” - use the other gender-inclusive techniques listed above |

## Resources for inclusive and respectful language

The resources below will help you find the right words to write inclusively and respectfully.

List of resources on respectful and inclusive language
| Title | Description | [Inclusionary: A collection of gender-inclusive solutions](inclusionary) | A collection of gender-inclusive alternatives to gendered words and expressions. |
|---|---|---|---|
| [Guide on Equity, Diversity and Inclusion Terminology](/en/publications/equite-diversite-inclusion-equity-diversity-inclusion-eng) | A bilingual guide designed to promote an understanding of concepts related to equity, diversity, accessibility and inclusion. |
| [Accessibility Glossary](https://www.btb.termiumplus.gc.ca/publications/accessibilite-accessibility-eng.html) | A glossary containing 342 concepts in the fields of accessibility, sociology of work and technical aids for persons with disabilities. |
| [Gender and Sexual Diversity Glossary](https://www.btb.termiumplus.gc.ca/publications/diversite-diversity-eng.html) | A glossary containing 193 concepts related to gender and sexual diversity. |

## Printable PDF version of the quick reference sheet

![](/sites/default/files/inclusive-writing_quick-reference-sheet.png)[Inclusive writing guidelines and resources: Quick reference sheet (PDF, 412 KB)](/sites/default/files/quick_reference_sheet_-_inclusive_writing_guidelines_and_resources_new.pdf)

## Additional information

- [Inclusive writing – Guidelines and resources](inclusive-writing-guidelines-resources)
- [Inclusive writing: Glossary](inclusive-writing-glossary)

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## Liens connexes

- [Writing Tips Plus](/fr/writing-tips-plus/index-fra) (page d’accueil)
- [Outils d’aide à la rédaction](/fr/outils-tools/index-fra)
- [Navigateur linguistique](/fr/navigateur-navigator) (permet de trouver rapidement des conseils linguistiques)
- [TERMIUM Plus®](http://www.btb.termiumplus.gc.ca/tpv2alpha/alpha-fra.html?lang=fra)