Inclusive Language Policy Example – Workplace Diversity and Inclusion Policies

Inclusive Language Policy Sample

In this article, we’ll look at the key elements that make up an example Inclusive Language Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Inclusive Language Policy Template

The following are the main elements that should be included in your Inclusive Language Policy:

1. Title Page

• Policy Title: Inclusive Language Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Inclusive Language Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Inclusive Language Policy aims to promote respect and equality among all employees by encouraging the use of inclusive language in communications and documents. It seeks to create a workplace environment that values diversity and inclusion, ensuring that all individuals feel acknowledged and respected. By adopting inclusive language, the policy supports the elimination of biases and stereotypes, fostering a culture of understanding and acceptance. This approach not only enhances interpersonal relationships but also contributes to a more cohesive and productive work environment

3. Scope

• A description of who the Inclusive Language Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all employees and aims to promote respect and inclusivity through the use of inclusive language in all communications and documents. It is part of the broader Workplace Diversity and Inclusion Policies, emphasizing the importance of language in creating a respectful and supportive work environment. By adhering to this policy, employees contribute to a culture that values diversity and ensures that all individuals feel acknowledged and respected. The policy is relevant to all forms of communication, including emails, reports, presentations, and any other written or spoken interactions within the workplace

4. Definitions

• Clarify any key terms or jargon used within the Inclusive Language Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Inclusive Language Policy defines key terms to promote respectful communication among employees. “Inclusive language” refers to words and phrases that avoid biases, slang, or expressions that discriminate against groups of people based on race, gender, disability, or other characteristics. “Employees” include all full-time, part-time, and temporary staff. “Communications” encompass all written, verbal, and digital interactions within the workplace. The policy aims to create an environment where everyone feels valued and respected, enhancing workplace diversity and inclusion

5. Policy Statement

• A detailed outline of the Inclusive Language Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Inclusive Language Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

The Inclusive Language Policy outlines procedures to ensure respectful communication among employees. It mandates regular training sessions on inclusive language and provides resources for understanding diverse perspectives. Employees are encouraged to use gender-neutral terms and avoid language that may be discriminatory or exclusionary. The policy requires all official documents and communications to be reviewed for inclusivity. Feedback mechanisms are established for employees to report non-compliance or suggest improvements. Managers are responsible for promoting and modeling inclusive language within their teams. Regular audits are conducted to assess adherence and effectiveness, ensuring continuous improvement in fostering an inclusive workplace environment

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Inclusive Language Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

All employees are responsible for using inclusive language in communications and documents to promote respect and diversity. Managers must ensure their teams understand and implement these practices, providing guidance and support as needed. Human Resources is tasked with offering training and resources to facilitate understanding and compliance. Leadership is accountable for setting an example and reinforcing the importance of inclusive language in fostering an inclusive workplace culture. Regular reviews and updates of the policy are necessary to align with evolving standards and practices. Feedback mechanisms should be in place to address concerns and improve implementation

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Inclusive Language Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Inclusive Language Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Inclusive Language Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.