In today’s diverse world, inclusive writing has become essential, not just for DEI training, but for effective communication in every sector. By making our language accessible to everyone—regardless of background, ability, or experience—we create a more welcoming environment.

In this guide, Understood is here to help you with some tops tips for making your writing inclusive, both in terms of structure and visual presentation, while keeping it easy to read and engaging for all audiences.

1. The Structure of Inclusive Writing

When writing inclusively, simplicity is key. The aim is to ensure your content is understood by as many people as possible, avoiding alienation through complex language or confusing structure. Here are some tips:

• Keep sentences short and clear
  Shorter sentences are easier to read, especially for those who may have reading difficulties or who are reading in a second language. Aim for sentences of 15-20 words, breaking up long, complex thoughts into smaller, digestible chunks.
• Avoid jargon and acronyms
  While you may be familiar with industry-specific terms, your audience might not be. Jargon can be confusing and alienating, especially for those new to the topic. If you must use technical terms, explain them. Similarly, avoid acronyms unless they’re commonly understood. If you use an acronym, spell it out first. For example,  Diversity, Equity, and Inclusion (DEI).
• Choose inclusive language
  Language should always reflect respect for all individuals. Use gender-neutral terms like “they” instead of “he/she,” and opt for “everyone” or “team” instead of “guys.” Similarly, avoid ableist language—phrases like “crazy” or “lame” can be harmful, even if unintentionally used. Check your writing for these kinds of terms, and replace them with neutral alternatives.

2. Visual Presentation Matters

How your writing is visually presented can be just as important as the language itself. People with visual impairments, dyslexia, or colour blindness might struggle with poor design choices. Follow these simple design rules to ensure inclusivity:

• High contrast for readability
  Ensuring a high contrast between text and background is critical. Black text on a white or very light background works best. If you’re using a dark background, make sure your text is a light colour like white or light grey. Avoid pure black backgrounds as they can cause eye strain—dark grey is a better option.
• Optimal colour combinations
  Colour blindness affects around 1 in 12 men and 1 in 200 women. Therefore, avoid combinations like red text on a green background, which can be difficult to distinguish. For better readability, try combinations like dark blue or black text on a light yellow background, or white text on dark blue. These combinations offer better contrast and accessibility.
• Font Choices and Text Size
  Choosing a readable font is another important factor. Sans-serif fonts like Arial, Verdana, or Helvetica are generally easier to read on screens than serif fonts like Times New Roman. Ensure the text size is large enough (typically 12pt or larger) to avoid eye strain. Also, avoid using too many different fonts, which can make the text look cluttered and confusing.

3. The Impact of Accessibility on Inclusivity

By making your content accessible, you’re opening it up to a wider audience. Many studies suggest that inclusive and accessible writing not only benefits people with disabilities but also improves readability and engagement for all readers. According to research by the Web Accessibility Initiative (WAI), users with disabilities—whether visual, cognitive, or mobility-related—will find well-structured, clearly written, and properly formatted content far easier to engage with. Moreover, the Government Digital Service (GDS) in the UK emphasises the importance of writing for reading ages around 9-12 years to ensure the widest possible understanding.

4. Putting It All Together

Ultimately, inclusive writing isn’t just about the words you use; it’s about making your content accessible to as many people as possible. Whether you’re developing DEI training materials or everyday communication, remember to focus on clarity, readability, and respect. By avoiding jargon, using gender-neutral language, and paying attention to the visual presentation, you’re helping to create a more inclusive and welcoming space for everyone.

Incorporating these practices in your organisation’s writing can contribute significantly to fostering inclusivity—not only in what you say, but in how you present it. When your writing is both inclusive and accessible, you’re sending a message that everyone belongs.

This post can serve as a reference guide for creating more inclusive content. If you’re looking for more information on DEI training or how to improve your communication practices, feel free to contact Understood for tailored solutions.