Writing Inclusive Job Descriptions: What to Say (and Avoid)

Your job description is more than just a list of responsibilities — it’s your first handshake with a possible new team member. But if your language accidentally excludes particular groups, you will be passing up this top talent. Creating inclusive job listings is not just the right thing to do — it also helps you build a stronger, more diverse team. Here’s how to ensure your job ads are inclusive, bias-free, and appeal to the very best candidates, regardless of background, identity, or ability.

Why It Matters to Make Job Descriptions Inclusive

Once again, job descriptions that include everybody reveal to the world that your company is committed to diversity and equity. They mitigate bias in the hiring process, expand your talent pool, improve the company culture, and make your workplace more diverse.

Underrepresented candidates will frequently self-select out of applying if job descriptions come across as unwelcoming or if they appear far too rigid. Small linguistic changes can have large effects.

What Can You Say? Phrases To Foster Inclusion

1. Use Gender-Neutral Language

Not: “He leads the team…”

Say: “The new hire will head the team…”

Use the words “they,” “you,” or role-specific terms like “the developer,” “the project manager,” and so on. There are now tools, like Textio and Gender Decoder, to help scan for gendered language.

2. Focus on a Commitment to Diversity

Add a statement such as:

“We strive to create a diverse and inclusive work environment where all employees feel comfortable and are able to reach their full potential."

Make it real, not boilerplate. Maybe you also include an equity statement pertaining to your company’s mission.

3. Skills Over Credentials

Instead of: “Must be a graduate from a top-tier university.”

Say: “Experience in [industry/task] is a plus.”

This casts a wider net to skilled but non-traditional candidates.

4. Include Flexibility

Include options for working remotely, flexing hours, or making accommodations.

Example: “Candidates who require flexible working are encouraged to apply and will be considered on merit.”

What Not to Say: Alienating Language

1. Gender-Coded Words

Words like “dominant,” “ninja,” “aggressive,” “competitive,” or “rockstar” sometimes sound masculine or can feel unwelcoming to women and non-binary people. Opt for neutral, inclusive language such as “collaborative,” “self-motivated,” or “adaptable.”

2. Ableist Language

Pass on “walk,” “stand long periods” or “strong communication.” Instead, use “ability to travel,” or
“good oral and written communication skills.”

These small changes eliminate physical assumptions about what a candidate can and cannot do.

3. Jargon and Corporate-Speak

Phrases such as “guru,” “fast-paced ninja” or “wear many hats” can leave applicants confused or put them off if they can’t relate to startup culture or are not native English speakers.

Keep it clean, simple, and professional.

Inclusive Job Descriptions: A Fast Checklist

1. Use Gender-Neutral Terms

Describe roles in terms of what they require rather than using gender-specific pronouns such as “he” or “she”. Instead, refer to the position, or use the untranslated “they/they.” Substitute gender-coded job titles like “salesman” for “sales representative” and “chairman” for “chairperson.”

Other options include sites like Gender Decoder, which can help you pick up on subtle gender bias in red wine-infused prose. This small but significant tweak could help make sure you’re not inadvertently deterring women, or those who identify as non-binary, from applying.

2. Never Assume Physical Ability

Statements like "ability to lift 20kg required" or "take you around the office" can eliminate any applicant who is disabled unless it is essential to the role. Consider the elements of the job that are really necessary, and reframe where you’re able to, using descriptions, such as “may occasionally need to lift equipment (accommodations available)” or “role involves visual monitoring; assistive technologies can be used.” Be careful about ableist language, like “strong” communication skills or “energetic” personality, that can exclude without adding value.

3. Spotlight Flexible Work Practices

Americans for whom work-life balance is particularly critical include caregivers and people with disabilities and mental health considerations. Say whether your company offers remote work, flexible hours, job-sharing, or compressed workweeks. For example:

“We are open and as flexible as possible to discuss the flexible working options in this role during the application and interview process.”

This communicates your willingness to be open and helps potential employees picture themselves succeeding in your office.

4. Value Skills Over Pedigree

Overemphasizing certain degrees, colleges, or years of service can build a wall against qualified applicants from non-traditional backgrounds. Rather than insisting on a bachelor’s degree “from a top university” or “5+ years in a similar role,” language like the following might be helpful:
“We’re looking for folks who are able to show expertise in [task] — whether through formal training, on the job experience, or other projects.”

This helps us appeal to a broader stream of candidates, such as people from other industries who return or shift to the labor force, and people who have trained themselves.

5. Add a Real Diversity Statement

A generic “We are an equal opportunity employer” line is no longer enough. Show that diversity, equity, and inclusion (DEI) are part of your company’s culture, not just a checkbox. Use real, human language that aligns with your company values.

For example: “We believe diverse teams make better decisions. We’re committed to building a team that represents a variety of backgrounds, perspectives, and skills — and we encourage applications from all walks of life.”

Tailor this to your organization and back it up with actual inclusive hiring practices.

6. Use Inclusive Language Tools on Your Copy

Unconscious bias can color the rosiest of job ads. Leverage technology to identify potential problems. Tools like Textio, Ongig’s Text Analyzer, or even the free Gender Decoder can flag exclusionary language, pick up jargon, and propose more inclusive alternatives. One last thing you should always verify is whether or not you are able to include your post in the image explicit part of the post, as long as we are going to include it.

Always perform a last check with inclusion in mind, and ask yourself:

• Would an outsider from a marginalized group feel welcome in reading this?
• Is the report in intelligible language and readily understandable by persons whose first language is not English?

The terminology you employ determines the workforce you create. Writing more inclusive job descriptions, in summary, is not a matter of political correctness but intentionality and openness to talent in all its many forms.

Recall, the best person for the job might not look like, sound like, or come from the background you expect — but they will come if your job ad welcomes them.