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Inclusive communication

There is no single way to write inclusively. Inclusive writing covers word choice, written presentation of information and more. This guidance offers a starting point to ensure that the language used in general written communication is clear, accessible and considerate of those reading it. If you need more specific advice, please contact the EDU at [email protected].

General approaches

Plain English 

Use common words, short sentences and familiar constructions. Avoid jargon and unexplained acronyms. Be mindful of idioms that may not be familiar to international readers or that may use stereotypes.
DO    The Doctoral Training Centre can help you learn how to do that. 
DON’T    The Doctoral Training Centre can help you learn the ropes.
DO    Our HR team can help you get used to your new environment.
DON’T    Our HR team can help you find your feet. 
DO    Let’s be mindful of gaps in our knowledge.
DON’T    Let’s be mindful of blindspots. 

Names and honorifics 

Use the form of name and title that the person uses.
DO    Dr Tanisha Patel
DON’T    Miss Patel (unless this is their preference) 
DO    Professor James Naylor 
DON’T    Mr James Naylor (unless this is their preference)

Accessibility 

Write so content can be read and understood by as many people as possible.
DO    provide text alternatives for images and charts
DON’T    rely on colour alone to convey meaning

EDI terminology

There are many interpretations of ‘equality’, ‘diversity’ and ‘inclusion’. The University’s EDI Strategic Plan defines how these terms are defined at Oxford. It is recommended that those writing about EDI maintain a consistent use of the acronym and the specific words.
DO    Equality, Diversity and Inclusion
DON’T    Equity*, equitability, diverseness, inclusivity, inclusiveness 
DO    EDI 
DON’T    DEI, D&I

*although ‘equity’ is also commonly used, the EDU and EDI Strategic Plan use the term ‘equality’ to align with the Equality Act 2010.

Identity and personal characteristics

Identity can refer to, and be shaped by, many factors. Word choice regarding identity and personal characteristics can be subjective and can evolve over time. This section provides some general style guidance on common phrases used in University communications. Please connect with the EDU if you need more specific advice.

It is not always necessary to reference identity or personal characteristics in written communication. Being specific about identity can be helpful where it is relevant to the subject of the written piece and adds clarity. Superfluous references to personal characteristics can sometimes perpetuate stereotypes.