Gender Issues in Language

Becoming a Non-Sexist Writer

Language has great power. It can convey impressions, communicate knowledge and transmit feelings. Language, depending on how it is used, can inspire, enrage, inform, persuade, entertain, assure, or offend. If we're successful in our uses of language, the words we select and the ways in which we combine them, will have the effect we intend. That is, they will do the jobs we have in mind for them.

Often, though, language will have unintended consequences. Outcomes will not match intentions. We will offend when it was merely our intention to inform; we will demean when we had sought to persuade; we will diminish when we had hoped to reassure.

The problem with the words we use, quite obviously, is that they aren't interpreted in the same way by everyone. Language is decoded differently by different receivers, listeners and readers. The meaning of any given word or set of words, after all, is not in the words themselves but in the people who use them. Senders of messages assign one set of meanings, while receivers of messages assign another. When those meanings approximate each other, some degree of communication may take place. To the extent that my understanding of a word or phrase is different from your understanding, miscommunication may occur.

Writers and readers, speakers and listeners, and those who would hope to participate in the uniquely human process of symbolic communication must come to understand that the power of language depends on the competence, skill and sincerity of those communicating.

Sexist language and gender-exclusive language are forms of miscommunication that every professional who writes and speaks for a living must consider and confront. Perhaps a couple of definitions will help:

Sexist

Language which is sexist in nature is used most often with the intention of belittling, demeaning, or unfairly categorizing by gender or sexual characteristics. Such language, like language that is racist, can be profoundly offensive and, as such, has no place in the writing or speech of a professional. Differing interpretation can still cause problems, however, and the prudent writer or speaker will carefully consider the audience's likely reaction. Terms of endearment or admiration, for example, are often subject to misinterpretation and can easily cause offense. Describing a young man as a "hunk,” or addressing a mature woman as "sweetie” are more likely than not to rankle or embarrass the intended receiver.

Gender-Exclusive

Language that refers only to one gender when both genders might properly be addressed is considered, at the very least, inappropriate. Where women are obviously included, language that addresses men only is likely to cause offense not only among the women who are excluded, but among many of the men, as well. This rule applies both ways, of course, and must include references to men, when they are appropriate. Language that is gender-inclusive can overtly refer to men and women both, or might include words and references that are collective or neutral in definition.

The non-sexist, gender-inclusive writer and speaker should approach the composition of speeches, letters, memoranda, and reports thoughtfully and rationally. In their zeal to eliminate all references to sex or gender-identifiable terms, some writers are liable to exceed the bounds of propriety, common sense, and grammatical license.

Extremists in this arena have been known to advocate a change in the spelling of the word "woman” because it includes "man” as a root form. "Womyn,” they suggest, is preferable. Nonsense.

Equally offensive is their objection to the word "person,” since it contains the suffix "son,” an obviously male term. One need not go to extremes in order to ferret out references that are offensive or inappropriate. A certain measure of common sense and some attention to the following suggestions may prove useful.

Guidelines for Using Gender-Neutral Language

If you know the gender and it is appropriate to refer to an individual or a group with gender-identifiable pronouns, go ahead and do so. "Richard left his keys on the dresser.” You could say "the keys,” or "a set of keys,” but frankly, they are his, and he is a man. Saying, for example, "Richard left her keys on the dresser” tells us a great deal more than if the author had simply chosen to refer to "a set” of keys. We know now that the keys he’s left belong to a woman.
If it is inappropriate to refer to a collective or a group with a gender-identifiable pronoun, don’t do it. Instead, use a collective noun or pluralize. "Each manager must secure his files before leaving the office” may well be inappropriate because of the presence (or possibility) of female managers. Instead, a plural reference might do: "Managers must secure their files before leaving the office.”
Use the second person when directly addressing your audience. "Please secure your files before you leave the office.”
If all else fails B and you are certain you have no other choice B cast the sentence in the passive voice. "All files must be secured before managers leave the office.”
Consider the use of a declarative sentence or a direct command: "Please secure all files before departing.” The problem with this, of course, is that the overly conscientious manager will end up securing other people’s files before departing for the day. It’s only his or her own files that we’re concerned with here.
The terms "his or her” may be appropriate, but they’re clumsy. It’s not easy to read "Each manager must secure his or her files before he or she departs the office.” Use this multiple pronoun approach only as a last resort. Another approach may be to alternate the use of "he” and "she” or "him” and "her” throughout the text of a report or memorandum, particularly when the sex of the subject is not specified.
Consider rewording the sentence to eliminate gender pronouns altogether. Rather than "The average American drives his car about 10,000 miles a year,” write "The average American drives about 10,000 miles a year.” Instead of "The average automobile owner trades in his car every three years,” write "The average automobile owner buys a new car every three years.”
Keep in mind that "person” is singular and "people” is plural. There were three people in the elevator, not three persons. Often, the use of people and persons will help to eliminate an inappropriate gender reference. "Women who want to become nurses” could just as easily be "People who want to become nurses,” or "Those who would like to study nursing.” Men, it is clear, make fine nurses, and should not be excluded. Just as women have become doctors, journalists, attorneys, and engineers, writers of both sexes must not assume that any domain (other than motherhood or fatherhood) is somehow gender-exclusive.
You may use the word "one,” rather than a gender-specific pronoun, though the second person is still preferable. Rather than "If a man plans ahead, he can retire at age 65,” you might say "If one plans ahead, one can retire at age 65.” Frankly, a direct reference to the reader would be better: "Ifyou plan ahead, you may be able to retire by age 65.”
When circumstances call for the identification of people by gender in collective groupings, pay some attention to the age or maturity of the people involved. Females of prep school age and below (generally 18 or younger) may safely be referred to as "girls.” Their male counterparts may be properly described as "boys.” Those of college age and older are correctly referred to as men or women. Teenagers and adolescents, regardless of age, are likely to regard the terms "young man” or "young woman” as a compliment in direct address or conversation.
Instead of identifying people by their sexes, try to identify them in other ways: by roles, occupations, or pursuits. Saying "Customers are protesting rising food prices” is preferable to saying "Housewives are protesting rising food prices.” A visit to your neighborhood supermarket will reveal a good number of men in the store, none of them housewives. Antiquarian terms often have a gender-related twist to them, as well. "City fathers will call for bids tomorrow” should be rewritten as "City officials will call for bids tomorrow.” If the city council contains both men and women, don’t say "city councilmen,” say "the city council voted today to . . .” or "members of the city council . . .”
Refer to women by their own names. Rather than "Mrs. John D. Walsh,” you may write AMrs. Julia B. Walsh.” Avoid references to marital status, unless it’s important that your readers or listeners know that information. "Mr.” gives no clue as to marital status, but "Miss” and "Mrs.” do. The term "Ms.” is relatively new, and may be irksome to some, but even the Associated Press Stylebook and the venerable New York Times now employ that honorific title in second references. Use full names with middle initials in first references, Mr. or Ms. in second or subsequent references. The same applies to titles or ranks.
Addressing correspondence and mailing envelopes can sometimes prove tricky, but the rules are not difficult to master. The overriding consideration is to make people of both sexes feel comfortable and included. It’s also proper to address people as they wish to be addressed. If you know the recipient of the letter and have asked how he or she would like to be addressed, you're sure to be on safe ground. If the person you’re writing to is someone you don’t know, or is someone you haven’t asked about names and titles, do your best to make him or her feel comfortable just the same. If you know a couple is married, the usual "Mr. and Mrs.” is socially correct. If the couple prefers to be addressed separately, go ahead and do so: "Dr. David M. Taber and Mrs. Stefanie Taber.” Separate titles such as "Dr.” or "Professor” really require separate address lines: "Professor Melanie J. Vinson” followed by "Mr. Ronald G. Vinson.”
In general, avoid specifically female variations of nouns, unless you have some special reason for doing so. Women are now generally referred to as "aviators” if they have a pilot’s license, rather than "aviatrix.” Frankly, "pilot” is better. The same applies to "poet/poetess,”"author/authoress,”"hero/heroine,” among a host of others. Speaking of host, it is appropriate to refer to a woman who presides over a social gathering as a "host.” The female reference to "hostess” is now less common.
Job titles such as salesman, foreman, and chairman have generally been replaced in business organizations with the gender-neutral titles of salesperson, sales representative, supervisor, chairperson or chair.
Consider, when it’s appropriate to do so, the use of substitutes when gender-specific language simply won't do.

Instead of:Use:

MailmanLetter Carrier, Postal Worker

SalesmanSales Clerk, Sales Representative

Cleaning WomenJanitors, Maintenance Staff

MankindHumankind, People

ManpowerPersonnel, Workers

Mothering Nurturing

To ManTo Staff, To Operate

CameramanCamera Operator

Audio ManAudio Technician

ForemanSupervisor

Chairman Chair, Moderator, Facilitator, or Director

StewardessFlight Attendant

You needn’t go so far as calling a waiter or waitress a "waitperson.” Refer to the person who takes your dinner order as a "server.”

Avoid references to women’s physical appearance unless it’s relevant to the purpose for which you are writing, or unless you would mention a man’s appearance in the same context. If you were writing a credit history on a client, you would not wish to write "Jennifer Jones is an attractive brunette,” unless you would also be prepared to write "Rich Anderson is a handsome blonde.” If physical description is important or relevant, give it and stick to the facts. Be cautious about making assumptions.

Final Comments

According to Professor Maxine Hairston of the University of Texas, writers who hope to develop a style that is free of sexist overtones should do three things. First, they have to become conscious of those overtones; that may be the greatest hurdle, since many people seem genuinely to believe that consistently using "man” and masculine pronouns does not indicate a bias. Worse, many of them recognize such bias and seem to prefer it. Second, they have to develop the habit of continually editing their writing for lapses in the traditional male-centered style. Apprentice writers shouldn't fret too much about that on the first draft, but should give careful consideration and scrutiny to such references in the editing and revision of their writing.

Finally, each of us must come to believe that developing nondiscriminatory style matters. It matters to the reader and it matters to the world at large. A sense of care and a genuine concern for all who may come to hear or read your words will ultimately prove to be your best guide.

Gender Issues In Language: Becoming a Non-Sexist Writer was prepared by James S. O'Rourke, Concurrent Associate Professor of Management. Copyright 1999. Notre Dame College of Business Administration. All rights reserved. May not be reproduced without permission.