Gender matters in business writing because using correct pronouns shows respect. Also, neutral language fosters a welcoming environment. Lastly, it prevents mistakes when one takes someone else’s gender for granted—and is wrong!
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Ask when in doubt: If you’re unsure of someone’s gender, the best approach is to ask a colleague or mutual contact who might know.
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Use gender-neutral language: “They,” “Them,” and “Their” are commonly used in singular nowadays, as in these examples: “When a manager is dismissed, their passwords should be disabled” or “If a student fails the exam ask them to retry the test next year.”
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Rephrase sentences: Sometimes, you can avoid pronouns altogether. Instead of “Each client should submit his or her feedback,” try “Clients should submit feedback.”
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Pay attention to titles: “Mr” is used for men and “Ms” for women. “Doctor,” “Professor,” “President” and other titles are generally gender-neutral.
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State your own gender: When you sign, add your preferred pronoun between brackets as in “Kim Jones (she, her)”.
Being mindful of gender in your writing shows professionalism. By using these tips, you will be able to communicate respectfully in any business setting.