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Inclusive writing: Sex and gender

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Definitions

Sex and gender are often used interchangeably, but they are two different concepts.

Sex is defined based on biological characteristics, whereas gender is a social and cultural construct.

Gender identity refers to a person’s internal sense of self, whether they see themselves as male, female or another gender.

General guidance

  • Always avoid and seek to challenge offensive terminology, discrimination and stereotypes.
  • When writing about a specific person, always ask how they would like to be referred to, including their name and pronouns.
    • If you are unsure of someone’s pronouns and you are unable to ask, try to avoid using pronouns in your writing. If it is necessary to use pronouns, ‘they’/ ‘them’ is acceptable.
    • Be aware that the name a person uses may be different to their legal name or their ‘given name’ in some University systems.
  • See the Further resources section for guidance on using pronouns.
  • Where appropriate, consider using gender-neutral terms, rather than those that make any sex distinction.
  • Do not identify someone as trans/non-binary without their consent.
    • People should not feel obligated to disclose, talk about or explain their gender identity.
  • When referring to trans men or trans women, just use ‘man’/‘men’ or ‘woman’/‘women’. There is usually no need to reference that a person is trans.
    • It may be relevant to use ‘trans women’ or ‘trans men’ (with a space in between the words) when speaking about wider communities, reporting on trans issues, or when an individual has self-identified as trans and would like to discuss this aspect of their identity.
    • It is not appropriate to state a trans person’s deadname (the name they were given at birth and no longer use) unless explicit permission is given.

Specific terminology

  • Avoid unnecessarily gendered language. For example, you could use:
    • ‘graduate’ or ‘former student’ instead of ‘alumna’ (traditionally used for women) or ‘alumnus’ (for men)
    • ‘everyone’, ‘people’, ‘team’, ‘colleagues’ or ‘folks’ instead of ‘guys’ or ‘ladies’ to address a group
    • ‘humankind’ or ‘humanity’ instead of ‘mankind’
    • ‘artificial’, ‘synthetic’ or ‘unnatural’ instead of ‘manmade’
    • ‘workforce’, ‘resource’ or ‘personnel’ instead of ‘manpower’
    • ‘attending’, ‘staffing’ or ‘stationed at’ instead of ‘manning’ a stand.
  • Avoid patronising gender-specific terms. For example, if you need to specify women, use ‘women’ rather than ‘girls’, ‘ladies’ or ‘gals’.
  • Avoid gender-biased expressions that reinforce stereotypes. Some examples are ‘man up’, ‘take it like a man’, ‘boys will be boys’ and ‘stop acting like a girl’.
  • Consider avoiding gendered titles (Ms, Mr, Mrs, Miss) where they are not necessary.
    • If you need to include these, ask for the person’s preferred title.
    • Some people may use the gender-neutral title ‘Mx’ (often pronounced ‘mix’ or ‘mux’).
    • Use a person’s academic or professional title (Professor, Doctor) in a university context.
  • Avoid using ‘preferred pronouns’ or ‘chosen gender’ - just use ‘pronouns’ and ‘gender’. The word ‘preferred’ can imply that a person's gender identity is a choice.
  • Use ‘woman’/‘man’ as nouns and ‘female’/‘male’ as adjectives.
  • Be conscious of in-group and out-group naming.
    • For example, ‘queer’ can be an acceptable in-group term, but can also be viewed by some as a slur. It should not be used to describe an individual unless this is how they identify and wish to be referred to. The term ‘queer communities’ can be acceptable if relevant.

Further resources

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