Strategy Writing for Real People: How to Tell Inclusive Stories that Land Elizabeth Holloway Strategy 7 mins read June 30, 2025 Blog Strategy Writing for Real People: How to Tell Inclusive Stories that Land Writing for Real People: Guide to Inclusive Language - Table of Contents What erasure looks like in writing The real world impact of erasure in storytelling Common erasure traps and how to fix them So how do you build inclusive language into your communication strategies? What’s the takeaway? Share This Article Facebook Twitter LinkedIn Email Let’s talk inclusive language and why it’s something you should be building into your communication strategy, both internally and externally. Words have incredible power to shape how we view and interact with the world around us. They can be used to bring people together, but more often than should ever be the case, they can be used to exclude or erase people from the conversation. That’s why we wanted to talk about the ways that using overly broad and vague language, even with the aim of being more inclusive, can end up reinforcing harm. Erasure happens when we gloss over differences. Rather than naming and speaking directly to different communities, we lump everyone into one-size-fits-all terms and acronyms. And that’s how we end up speaking over people instead of fostering real engagement. So, let’s dig into what erasure looks like in practice, why it matters, and the tangible ways to avoid it. There are very real benefits to choosing more precise, respectful, and inclusive language that go deeper than political correctness. Because our goal is not just to describe the world as it is, but to help shape it into one where more people are reflected and respected in every word we write. What erasure looks like in writing More often than not, erasure happens in spite of our best intentions. We try to be professional and inclusive of as many people and groups as possible, but instead we end up addressing a faceless ideal that no one relates to. It’s saying “marginalized communities” without naming who or how. It’s using the acronym “BIPOC” without context or explanation and collapsing very different histories and needs into one category. It’s referring to “the Indigenous Community” or “the Black Community” as singular, homogenized groups, ignoring the rich and diverse identities of these communities. While it may be tempting to lean towards broad descriptors to avoid misstepping, the result is a flattening of complexity and omission of vital nuance that leaves people feeling left out. That has a real impact. When we gloss over identity, we risk undermining the very equity and inclusion we claim to support. Why specificity can feel risky It is worth naming that vagueness often comes from fear. Many writers worry about getting it wrong, offending someone, or using the wrong term. So they fall back on generic, catch-all language in an effort to play it safe. But the safer choice on paper is often the more harmful one in practice. What people tend to remember is not that you got every word perfect, but that you tried to speak to them with clarity and respect. If you’re not sure how a group wants to be named, ask. If you’re writing for many identities at once, be as specific as you can, and leave room for complexity. The real world impact of erasure in storytelling We like to think that language can be neutral, but that is rarely the case. It’s much better to think of it this way: the language we choose to use can either build trust or break it. It can open doors or reinforce the structural inequities that shut so many people out. Language that sounds institutional, vague or overly polished often signals that an organization is more concerned with optics than with understanding. That kind of distance can quietly repel the very people you want to reach. There is also a missed opportunity in the broader sense. When people do not see themselves reflected in your language, they are less likely to engage. They may not apply, click, share, or advocate. They may never return to your site or open your email again. Not because they do not care about the work, but because the work did not feel like it included them. Common erasure traps and how to fix them It is all too easy to fall into language habits that exclude. These habits are often baked into institutional writing, academic training or outdated brand guides. But with a bit of awareness and a willingness to shift, they can be unlearned. Here are some of the most common ways erasure shows up in writing, along with simple, actionable alternatives. None of these changes are difficult. What they require is a willingness to slow down and ask, “Who am I really talking about?” and “Would they feel seen by this sentence?” Inclusive writing starts with respect. The kind that shows up in the details. 1. Vague group labels Trap: “Marginalized communities”Fix: Say who you mean. For example, “Black and Indigenous youth” or “trans and non-binary creators.” 2. Flattened cultural references Trap: “The Indigenous community” or “the Black community”Fix: Use the plural and be specific. Try “First Nations, Métis and Inuit communities” or “Black communities across Canada.” 3. Acronyms without context Trap: “BIPOC” or “2SLGBTQ+” as a stand-inFix: Spell it out or clarify context. Use “Black, Indigenous and other racialized people” or “two-spirit, lesbian, gay, bisexual, trans, queer and other gender-diverse people” when space allows. 4. Institutional jargon Trap: “Non-qualified donees,” “vulnerable groups,” “safe spaces”Fix: Use language rooted in people, not processes. Say “grassroots organizations,” “people facing housing insecurity,” or “accountable spaces.” 5. Oversimplified pronouns Trap: Assuming he/she or binary defaultsFix: Use they/them when the individual’s pronouns are unknown. Include opportunities for people to self-identify when collecting information. So how do you build inclusive language into your communication strategies? When your team is creating content across multiple channels, things can get messy. Internal updates, social posts, reports, emails, onboarding flows with each one coming from a different writer. Over time, it becomes easy for inclusive language to slip. A vague term gets reused. A phrase that once felt fine starts to feel off. A campaign lands flat because it doesn’t sound like it was written for the people it was meant to reach. That is where a style sheet comes in. A style sheet is a simple, living document that helps your team stay clear, consistent and respectful. It captures how your brand talks about people, communities and identities. It gives writers and reviewers a single place to check what language is preferred and why. It might include things like: Capitalizing Black and Indigenous Avoiding acronyms like BIPOC unless context is provided Using gender-neutral language by default Naming specific communities instead of using catch-all terms For organizations with many contributors, this kind of reference is essential. It keeps your voice aligned. It saves time. And it prevents the burden of inclusion from falling only on people with lived experience. Most importantly, a good style sheet keeps growing. It evolves based on what your team learns, what your audience tells you, and how language continues to shift. It becomes a quiet but powerful way to show that your commitment to equity is not a moment. It is a practice. What’s the takeaway? Inclusive language is not about getting every word perfect. It is about being intentional. It is about choosing language that welcomes rather than excludes. That reflects rather than flattens. And that shows your audience they matter enough for you to get it right. There is no final checklist. No single solution. But every effort you make helps shift the conversation. Start small. Revisit your style sheet. Update that newsletter template. Ask your team what language feels outdated or off. Then adjust. Learn. Improve. Because the words you choose are not just filler. They are the door you open (or close) for someone else. 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