Inclusive Communication Guide
Inclusive Communication Guide
in Mobilities
Written for the ID-PROTOCOL project 2020-2-ES02-KA205-015993 within the framework of the
Erasmus+ programme
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Contents:
Introduction
E) Inclusive Language
1. Table of non-inclusive words and their substitutes
2. Naming your project
ANNEX 1: Translations of the table of non-inclusive words and their inclusive substitutes
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INTRODUCTION
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A) INTRODUCTION TO INCLUSIVE COMMUNICATION
1. What is it?
Inclusion involves creating an environment where all people are given the same opportunity
to make an impact and can feel respected and valued. Communication is a key part in
welcoming diversity and ensuring inclusion. Inclusive communication takes into account the
differences in people’s identities, abilities, perspectives, and communication styles. It ranges
from which words to use and which to avoid, to what imagery to include and how
information is presented.
In order to bring people closer together and educate people to create a diverse and inclusive
society, international mobilities providers must be inclusive in all aspects of their
communication. Creating and maintaining an inclusive culture is everybody's
responsibility.
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B) GUIDING PRINCIPLES FOR USING INCLUSIVE LANGUAGE
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C) BEING INCLUSIVE IN YOUR COMMUNICATION
All people have the right to be included regardless of their gender, transgender status, and
sex characteristics. By paying attention to gender and sex in our communication, we can
increase gender equality and better include people of marginalised genders and intersex
people in mobilities. Here are some recommendations to achieve this in your mobilities:
• Do not refer to people by gender (e.g. “hey girls”, “come on boys/guys”). Instead remove
the word (just say “hey”) or replace it with a gender neutral option that will depend on the
formality of the greeting (“come on folks”, “greetings guests”, etc.). This applies to talking
about people without them hearing (e.g. say “that person in the red shirt” rather than
assuming their gender by saying “that woman over there”).
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• Be inclusive to non-binary people by using phrases like “regardless of gender”,
“all/different genders” and referring to people as “people/children/guests/etc.” instead of
“men and women”, “boys and girls”, “both/opposite genders”.
• If you need to talk about people based on their sex, say “assigned female/male/intersex at
birth” or “raised as a girl/boy”, rather than just saying “female/male”, “born female/male”,
“female/male-bodied”, or “biological female/male”.
• Be gender neutral whenever you are not speaking about a specific individual. Use “they”
instead of the universal “he”.
• Refer to specific people using gender neutral pronouns until you know what pronouns
they prefer. Specifically, say “they” instead of “he/she” and “them” instead of “him/her”.
• Learn how to use they/them pronouns and other gender neutral neo-pronouns, such as
ze/hir, xe/xem, and ey/em. There is guidance here. If your language has different gender
neutral pronouns, make sure to learn to use them.
• When introducing yourself, include your pronouns and encourage others to do the same.
Include your pronouns in your email signature and written introductions too.
• Don’t refer to pronouns as masculine or feminine. Pronouns don’t have gender and people
of any gender can use she/her, he/him, they/them, or other pronouns.
• Do not assume people’s gender or their pronouns based on how they look, act, or sound,
or based on their name.
• If addressing people in letters or emails, use a gender-neutral address such as “To whom
it may concern” or “Dear participant/colleague” instead of “Dear sir/madam”.
• If you are providing examples during your mobilities, include women and non-binary
people and other transgender people. Do not perpetuate male-dominated roles by speaking
about doctors as being men, but refer to them as women. Similarly, make roles gender
neutral (e.g. “chairperson” instead of “chairman”).
• Avoid using language that promotes damaging gender stereotypes, like saying “man up”
or referring to a woman as emotional or weak.
• If you are the author of a text that is going to be translated to a language that has
necessarily gendered words (such as Arabic, French, Russian, and Spanish), and your text is
referring to a specific person, please let translators know what the person’s gender is so
they can use appropriate language in their translations. If referring to a non-binary person in
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a language with only gendered pronouns, ask how the person prefers to be referred to, refer
to them only by name and not pronouns, or use your discretion and make a disclaimer about
it being the wrong pronoun for them.
2. LGBTIQ+
Mobilities should aim to include LGBTIQ+ people through communication. People with
gender and sexual identities that differ from the norm are especially in need of inclusive and
validating communication to promote mental health and participation. Here are some things
to think about when you are trying to communicate in an LGBTIQ+ inclusive way in
mobilities:
• Use the acronym “LGBTIQ+” or “LGBTQIA+” etc. when referring to the whole community,
but refer to individual identities when speaking about them as the experiences of different
identities are very different. Do not say “LGBTIQ” when you only talk about sexual
orientation, or only about gender identity, or only about intersex people. If you wish to have
an acronym for sexual orientation, you can use “LGB” or “LGBPQ+” etc. If you wish to
include a more diverse group of gender variance, you can say “gender diverse”, “gender
variant”, etc. or in some cases “gender non-conforming” instead of just trans or non-binary.
• Remember lesbian, gay, bisexual, pansexual, non-binary, queer, intersex, etc. are all
adjectives, so never put an “a” in front unless adding “person” afterwards (say “non-binary”
or “a non-binary person” instead of “a non-binary”).
• Do not disclose a person’s LGBTIQ+ identity to others unless you know they are okay with
it. Even if someone tells you they identify as LGBTIQ+, do not assume that is public
knowledge. Ask whether the person would like you to keep it to yourself or if they do not
mind other people knowing. However, do not gossip about them even if they do not mind
others knowing.
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3. Race, Ethnicity, and National Origin
People of all races, ethnicities, and nationalities should be included in mobilities. To better
include them, it is important to consider assumptions about different groups and remove
biases from language. Here are some things to consider to communicate inclusively towards
people of different races, ethnicities, and national origins in your mobilities:
• Remember that the group in your mobility is likely diverse in race and ethnicity, regardless
of their nationality, so respect that diversity when creating communication materials in your
mobility.
• Consider the necessity of using race within your text. Ask yourself: “Would I mention
‘white student’ or ‘white faculty member’ when discussing others?” If you think it is
important to mention people’s races, make sure to mention if someone is white too, to not
make it seem like white is the default or ‘raceless’ race.
• Say Native American instead of Indian. However, if the person/people prefer a different
term, use that instead. The term “Indian” is used only when referring to people from India,
not for Native Americans.
• Try to be specific when speaking about nationality. For example, if you are referring to
individuals from Japan, instead of saying “Asian”, use “Japanese”.
• Unless you mean all people of colour, do not generalise to say “POC” or “BIPOC” - refer to
the specific group(s) instead. It is always better to be as exact as possible. Do not say
“Asian” if you only mean South Asian people or Indian people.
• Do not hyphenate national origins even if they are used as adjectives (say “Irish
American” instead of “Irish-American”)
• Make sure your communication reaches people of different races and ethnicities by
considering where your communication materials are displayed and distributed.
4. Social Inclusion
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• Be respectful of everyone in your communication. Consider who your audience is and
question whether that audience could be more diverse than what you think. Then adjust
your language to be inclusive to that audience.
• Make sure your communication reaches people who are usually socially excluded. Think
about how your target audience is accessing your information and where. Distribute
communication materials widely, including offline.
• Consider your requirements for participant selection. Can you remove requirements for
formal education, employment, experience, etc. which people who face fewer opportunities
might not have.
• Make sure to clearly communicate the financial commitments (ideally none) in your
mobility, including any travel, accommodation, and activities. Communicate whether low or
no income people can get sponsorship to sign-up in the case that participation requires a
fee.
• Consider how you can make the mobility safe and comfortable for people who have
experienced abuse, who have issues with drugs or alcohol, who are grieving, etc.
5. Disability
People with disabilities have the right to equality in education and participation under the
UN Convention on the Rights of Persons with Disabilities, meaning disabled people have
the right to participate in international mobilities. People with disabilities and mental health
conditions can be included in mobilities by adjusting communication, including the words
used and the way language is used. This is especially important because disabled people
represent 15% of the global population, but are often excluded from participation, partially
due to discriminatory language. Here is some advice for communicating in a
disability-inclusive way in your mobility:
• Some people prefer person-first language (“person with a disability”), but most disabled
people prefer identity-first language (“disabled” - it’s not a bad word). Consider what works
best in your situation and what the people you interact with prefer. It may also depend on
the word - you may want to say “autistic people” but still say “person with a mental illness”
instead of “mentally ill person” due to ongoing societal stigma.
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• Avoid phrases that suggest victimhood when speaking about disability (“afflicted by”,
“victim of”, “suffers from”). Instead, say “person with [condition]”. E.g. “person with
depression” rather than “person suffering from depression”. Generally, when speaking about
disabilities, do not phrase it in a way that makes it seem like the person is miserable,
less-than, or incapable because of their disability.
• Do not use phrases or terms that make light of disabilities like “blind/deaf to [something]”,
“lame”, or “crazy”. Mental health diagnoses like bipolar, ADD, or OCD are conditions with
serious impacts so do not use them to describe everyday behaviours.
• You can use words used to describe daily living because most disabled people are
comfortable with these. For example, people who use wheelchairs ‘go for walks’, blind
people may be very pleased ‘to see you’ and you can ask deaf people if they have ‘heard the
news’.
• Do not ask about a person’s disability unless necessary or appropriate. Definitely do not
ask what is “wrong with” a disabled person. If you need to know about how their disability
may impact their participation in your mobility, ask instead about their ‘access needs’ so you
can accommodate them.
• If you speak about mental illness, do not speak about it in a judgmental way and make
sure you have the correct facts.
• You can describe someone as being neurodivergent or neurotypical (they are opposites).
You can say that someone is on the autism spectrum when speaking about an autistic
person.
• In digital and online content, add captions to videos with audio, and include image
descriptions for pictures and videos.
• At events, have a sign-language interpreter if possible, and/or provide all spoken material
in writing. Make sure to leave space at the front for those who need to be there to be able to
better hear or see. Make sure to speak loud and slow enough.
• In writing and speech, avoid jargon and keep your language simple.
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• Speak directly to disabled people, even if they have an interpreter, carer, or companion
with them. Use your normal tone of voice when speaking to disabled people, do not speak
down to them - assume they can understand you as well as anyone else. Do not attempt to
speak for, speak on top of, or finish the sentence of a disabled person, even if their
communication is different to yours.
Accessibility information
When providing information about a mobility, or a specific event, mention accessibility
information in as much detail as possible. This will ensure that disabled people and anyone
else with concerns about the event have the information they need to determine if they can
come to the event or mobility. Give people the option to tell you their access requirements
or to ask further questions, but you should be the one to provide information rather than
waiting for people to tell you what they need. When creating accessibility information, find
out what the venue and the event will be like. Here are some considerations:
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Do not just consider these and tell people the event is accessible. Instead, include detailed
information about each of the above factors and any others that are relevant. Be transparent
- this way people who are able to come along will know that they can and what to expect,
and having to ask questions about accessibility will not act as a barrier for someone
attending.
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D) ADJUST YOUR COMMUNICATION MATERIALS
Inclusive communication and its materials should be considered at all times, whether
providing information or planning an event, mobility, or any type of activity. Communication
materials should address all people in the target audience in all of their diversity. Everyone
should be welcome to apply and take part in any activity. It is always the responsibility of
project leaders and staff to adapt the program and environment to make them inclusive and
accessible.
Try to represent different kinds of people in your communication. You can do this with the
language and the images you use. This helps make your communication more inclusive,
signalling that all kinds of people are valued.
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Try to represent the following in your communication:
2. Accessible Writing
When communicating online or through print, the text is the main tool to be sure that all
recipients feel included and receive the information effectively. The graphic below helps
make your written communication to be more inclusive.
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3. Images and Visual Representation
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5. Documents
Person's title:
TIPS:
• Avoid asking for the person’s title, but if you have to, make sure to include a gender
neutral version.
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TIPS:
• Consider not asking for the gender on your forms. If you do, include more options
(examples above).
• You can also keep the answer open without a need to choose options.
• Do not put “transgender” as a gender option. It is not a gender, it is a
characteristic of someone’s gender experience. If you need to know whether the
person is transgender, include this as a separate question.
• Do not put “female” and “male” as options because they are sexes, not genders.
• There is almost never a need to ask for someone’s sex assigned at birth in
mobility projects. Do not assume someone’s pronouns based on a question about
gender.
Person’s pronouns:
TIPS:
• Ask for the person’s pronouns (instead of or in addition to asking for gender, and/or
transgender status). It is best to let the person write down the answer to this.
• It is best to let people choose more than one option. If you want to provide more
options in English, include “ze/hir”, “xe/xem”, and “ey/em” in addition to the ones
above.
Relationship status:
TIPS:
• You can also let the person write down their relationships. It is good to allow for a
person to indicate more than one relationship in a form in case someone is
non-monogamous.
• Do not require an emergency contact to be a biological relation or romantic relation
to the person.
Family situation:
TIPS:
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• Do not require two parents/carers/guardians to fill forms or to be included in a form
as not everyone has two parents/carers/guardians.
• Instead of asking for “next of kin”, ask for “emergency contact”.
• Do not require forms to have either a “mother” or a “father”, include an option for
“parent” too in case of non-binary parents.
• Do not require forms to have both a “mother” and a “father”, as some families have
same-sex parents or only one parent.
Disabilities:
TIPS:
• Always include a section for people to tell you about their needs, or provide a way
for them to contact you if they have requirements they need to tell you or want to
ask more about the accessibility of an event.
• Only get the details you need about someone’s disability, do not ask unnecessary
or invasive questions and be confidential.
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E) INCLUSIVE LANGUAGE
guys (to refer to a group of not only men) everyone; folks; people; all; friends
hermaphrodite intersex
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able-bodied non-disabled
deaf and dumb; deaf mute deaf; person with a hearing impairment; hard
of hearing; sign-language user (include
which one)
mental patient; insane; mad; crazy; lunatic; person with a mental health condition (use
maniac; psycho; schizo; nuts specific one when relevant)
Social inclusion
drug/alcohol addict; alcoholic; addict person with drug/alcohol addiction; person
addicted to drugs/alcohol; person recovering
from drug/alcohol addiction
the undocumented; illegal aliens; illegal undocumented people; people who are
immigrants undocumented
normal; usual; default typical; a term that describes the group you
are referring to (e.g. non-disabled, people
without disabilities, cisgender, heterosexual
people)
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minorities marginalised group; underrepresented group
*See Annex 1 for translations of this table into Spanish, Italian, and Latvian.
As the saying goes “There’s a lot in a name”. The names given to projects very often have
strong social imagery attached. For example, sports projects for people with disabilities
have been given names like “Dolphins” or “Penguins”, which gives a childlike impression and
can be patronising. Something like “Sport Unity Project” is preferable.
Many organisations have changed their names or the names of projects because of the
importance of social imagery. Social imagery should not be underestimated. It can be
belittled and minimised by reference to the term “political correctness”. However, generally
people using this term are not devalued people who are affected by social imagery and
oppression more generally. If in doubt about the connotations of your project name, ask the
people in your target groups what they think about the suggested names.
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F) CHECKLIST FOR INCLUSIVE COMMUNICATION
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Inclusive communication (like inclusion) has no finish line. It is a continuous journey and it is
only possible to take this journey with small steps.
1. Learn. Actively and continuously challenge yourself to widen your own views.
2. Recognise progress. Recognise and celebrate incremental progress you have made
as you work towards improvements with your team and communication strategy.
3. Start a conversation. Ask for feedback from employees/volunteers/participants on
how inclusive your communication actually is. Listen, believe their experiences, and
take the feedback to heart to make improvements.
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Annex 1
SPANISH
Evitar Considere usar
Discapacidad
Discapacitado/a Persona con discapacidad
Persona con capacidades especiales / Persona en situación de discapacidad
diferentes El nombre de la persona: Miguel, Laura ….
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Persona en situación de discapacidad
auditiva
Enfermedad mental
Demente Persona que tiene un diagnóstico de …
Loco Persona con problemas de salud mental
Trastornado
Enfermo mental
Esquizofrénico
Inclusión social
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¨Se buscan personas para encuestar Persona sin hogar
sintechos¨ Persona que duerme en la calle
ITALIAN
Evitare Considerare l’utilizzo
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Omosessuale Lesbica: persona di sesso femminile attratta
da persone di sesso femminile.
Razza, etnicità
Negro Black, Nero. Il termine Nero in Italia e
oggetto di discussione. (The term Nero in
Italy is under discussion. Afrodescendant is
preferred)
Italo-africano Afrodiscendente
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Tribù Clan, lignaggio, gruppo
Zingaro ROM
Integrazione sociale
drogato tossicodipendete
immigrato migrante
Clandestino, illegale, irregolare. (In Italy, the Persona non in regola con permesso di
term clandestino, although it is a legal term, soggiorno.
has taken on a derogatory meaning)
LATVIAN
Izvairies lietot Aizstāj ar
Dzimte, dzimums un seksualitāte
parastais cilvēks, vienkāršā tauta vidēji; vidusmēra persona
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meitenes, skuķi, meitenītes (adresējot sieviete/sievietes
pieaugušas sievietes)
hermafrodīts interseksuāls
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slims(-a), daunis(-e), nepieskaitāms(-a), intelektuāliem/attīstības traucējumiem vai
psihs(-a) grūtībām
Sociālā iekļaušana
dzērājs(-a), narkomāns(-e), atkarīgais(-ā), persona ar alkohola, narkotisko vielu
atkarībnieks, alkoholiķis(-e) atkarību
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