Why does the topic of bias-free writing follow a page about hidden meaning? Business writers work to be clear and direct in meaning, and drawing attention to details about race, age, country of origin, disability, and gender in the workplace might cause conscious or unconscious bias.

Let’s look at some examples and ways to fix them. A simple rule for bias-free writing is to consider whether personal details need to be included to get the point across.

Avoiding Gender Bias

Writing in a non-sexist way requires the ability to recognize sexism in the first place. The next hurdle is to figure out a way to eliminate any inherent sexism without disrupting the flow of the piece. Here are a few techniques to help avoid bias.

Gendered Nouns

The first way to avoid gender bias in your writing is to use gender-neutral words when referring individuals in various positions:

Gendered Pronouns

The next thing to be aware of is your use of gendered pronouns. While some still use he as a generic pronoun, this shows a strong bias towards male individuals. Instead you can use “he or she” (“his or her,” etc) as the pronoun for a generic noun:

Using “he or she” is an okay solution, but it can get clunky in large doses: “Every employee should check with his or her supervisor that his or her report was properly filed.” Additionally, many individuals neither identify as male nor female and use they as a singular pronoun to refer to themselves. Thus, using “he or she” is often not the best solution. The best solution is often to rephrase the sentence to have a plural subject instead of a singular subject.

There are occasions, however, where you can’t simply make the sentence plural. For example, let’s look at this sentence: “Someone will call you to further discuss the issue. He or she will call between 9:00 and 10:00 tomorrow morning.” Only one person will be making the call, so we can’t make this sentence plural. In this situation, the solution may be to completely omit the pronoun: “Someone will call you to further discuss the issue. You can expect the call between 9:00 and 10:00 tomorrow morning.”

Avoiding Race and Ethnicity Bias

When speaking about a racial or ethnic group, deciding which term to use can be a tricky subject because the ascribed meaning to particular terms and labels can frequently change. When choosing between terms to refer to a group, it is best to ask a member of that group what they prefer.

As a general rule in a business setting, do not mention a person’s race or ethnicity unless it is directly relevant to the situation.

Avoiding Disability Bias

As a general rule, avoid using labeled nouns when talking about people with disabilities. Try to use emotionally neutral expressions rather than ones that assign a role, such as victim.