Using Unbiased, Inclusive Language in Academic Writing

September 11, 2023 | Blog, Learning Center

Academic publishing offers a platform for new ideas to shape society and deepen our understanding of the world. However, the language used to communicate those ideas significantly influences how readers perceive the people and communities being described. For this reason, academic writers and editors must prioritise inclusive language—language that is accurate, precise, and free from bias. Using inclusive language means deliberately choosing words that respect and represent diverse perspectives, identities, and experiences.

Why Use Inclusive Language?

The Chicago Manual of Style (CMOS) states that “biased language … distracts many readers and makes the work less credible” (5.251, 5.253). Writers want their work to be widely read and well-received, and offending readers undermines that goal. In academic writing, it is therefore essential to avoid language that displays bias or may cause offence.

Inclusive language also signals that a writer understands current standards and discourse. If an author uses outdated or offensive terminology, readers may question their awareness of broader academic or social issues.

Guidance on Bias-Free Language

Because word meanings and cultural standards evolve, it can be difficult to stay current. Trusted style guides—including those from the American Medical Association (AMA), American Psychological Association (APA), and CMOS—offer detailed recommendations to help writers use inclusive, bias-free language. This article summarises the key points from those guidelines.

Gender, Gender Identity, and Sexual Orientation

Before discussing gender bias, it is important to distinguish between sex and gender. Sexual orientation refers to romantic, emotional, or sexual attraction, while gender identity relates to how individuals perceive themselves, which may or may not align with conventional categories. Sex and gender should not be used interchangeably.

Respecting gender identity means using language that honours how individuals see themselves. Biased language marginalises those with nontraditional identities or orientations.

Common Guidelines

• Avoid masculine pronouns for general references (e.g., use “students must return their homework” instead of “a student must return his homework”).
• Use gender-neutral or plural constructions.
• Use he/him or she/her only if those pronouns match the person being described.
• Avoid combination forms such as s/he, he/she, or (s)he.
• Singular “they” is acceptable when referring to people who use it or when gender is unknown, though acceptance varies by style guide.
• Avoid gendered job titles and suffixes (e.g., use “actor” instead of “actress”).
• Use “female” as an adjective in parallel constructions (e.g., “25 male and 48 female students”).
• Never use “lady” as an adjective (e.g., “lady scientist”).
• Refer to individuals using their self-identified name and pronouns, even in reference to past events.
• Use “gay” and “lesbian” instead of “homosexual,” and acknowledge nonbinary identities with inclusive terms like “all genders.”

Note on Singular “They”

Although singular “they” has centuries of usage, its role in formal writing remains debated. AMA and APA accept it in cases of unknown or nonbinary gender, while CMOS permits it under certain conditions. Rewriting to avoid pronouns is often the best alternative.

Racial and Ethnic Identity

To promote equity and accuracy, writers should avoid generalisations and outdated terms. The AMA, APA, and CMOS all offer guidance.

Key Recommendations

• Be specific (e.g., “Vietnamese” instead of “Asian”).
• Capitalise names of ethnic and national groups.
• Follow your style guide regarding capitalising “Black” and “White.”
• Use “people of colour” rather than “non-White.”
• Avoid “BIPOC” unless explicitly preferred by the group being described.

Indigenous Peoples

Terminology for Indigenous peoples varies across regions and communities. Writers should aim to reflect each group’s preferred terms and identities.

Best Practices

• Capitalise “Indigenous” when referring to original inhabitants in Australian and Canadian English.
• Refer to people by their self-identified names (e.g., “Inuit,” “First Nations”).
• Use “peoples” or “nations” instead of “tribe.”
• Seek guidance from relevant community organisations when unsure.

Indigenous peoples have a wide range of different identities, cultures and experiences, and the language we use should reflect that.

Disability

Two widely accepted approaches to discussing disability are person-first and identity-first language.

• Person-first: Emphasises the individual (e.g., “person with paraplegia”).
• Identity-first: Emphasises the identity (e.g., “Deaf person”) and is often used by self-advocates.

Use either approach respectfully, and follow the preference of the community or individual where known.

Terms to Avoid 

• Restrictive terms (e.g., “wheelchair-bound”).
• Labels suggesting passivity (e.g., “AIDS victim”).
• Slurs or condescending euphemisms (e.g., “invalid,” “special needs”).

Use specific and neutral terms (e.g., “person with schizophrenia”).

Age

Avoid stigmatising terms when writing about age.

Suggestions

• Use specific data ranges when reporting research.
• Use “older adults” instead of “the elderly.”
• Avoid terms like “senile” or “geriatric” when referring to people (“geriatric ward” is acceptable).
• Avoid euphemisms and generalisations.

Socioeconomic Status

Writers should use clear, respectful language when referring to economic or social class.

Best Practices

• Avoid terms like “poor people.”
• Use “individuals with low income” or “under-resourced individuals.”
• Avoid loaded phrases such as “welfare-reliant” or “poverty-stricken.”
• Avoid assumptions about values or capability based on socioeconomic status.

Staying Up to Date

Because language evolves, it’s essential for writers and editors to stay informed. Terms once considered acceptable may become inappropriate over time. Continuously engaging with up-to-date style guides and community guidance is key to producing inclusive work.

Inclusive writing is more than just following rules—it’s about actively reflecting values of respect, fairness, and representation. A thoughtful approach to language helps ensure that all readers feel seen and respected.

Working With Professional Editors

If you’re concerned about unintentional bias in your writing, consider working with a professional editor. Our editors are experienced with the inclusive language standards of major style guides and can help ensure your work is respectful and well-received. Get an instant quote today.