Effective Dates: 07/05/2023 - Present Previous | Next

TN 15 (07-23)

NL 00610.075 Inclusive Language in Notices

A. Inclusive language guidance

This section explains how to write notices using inclusive language, specifically how to use gender-neutral relationship terms and pronouns.

When writing notices, you must also consider other types of inclusive language such as language describing disability, race or ethnicity, immigration status, socioeconomic status, housing status, age, and access to services and resources. For more information, refer to the Quality Initiative for Commissioner's Correspondence (QUICC) Writing Center. The Writing Center guidance is in two documents (1) the QUICC Handbook and (2) Incorporating Inclusive Language in Internal and External Facing Documents.

B. What is inclusive language?

Inclusive language recognizes diversity, promotes respect, and fosters participation by all. It is particularly important for individuals who have been historically affected by inequality and persistent poverty, including, but not limited to individuals in the Black; Latino; Indigenous and Native American; Asian American, Native Hawaiian and Pacific Islander; Lesbian, Gay, Bisexual, Transgender, Queer (or Questioning), Intersex, Asexual, Plus Allies (LGBTQIA+); immigrant communities; older individuals; women; individuals experiencing homelessness, as well as individuals with disabilities. Inclusive language is intended to reflect and acknowledge all populations we serve.

C. How to write notices using gender-neutral language

1. Relationship terms

Use relationship terms that are gender-neutral.

Instead of

Use

Father or Mother

Parent

Son or Daughter

Child or Children

Brother or Sister

Sibling

Husband or Wife

Spouse

Widow or Widower

Surviving Spouse

Grandfather or Grandmother

Grandparent

2. All gender nouns and pronouns

Agency notice standards in NL 00610.040 discuss addressing our readers directly. We use the pronoun “you” since we are talking to the reader and not about the reader. There are times when notices are directed to a third party ( e.g. representative payee, appointed representative) and discuss a beneficiary or a claimant in the third person. These letters have used the third person singular pronouns of “she” and “he”, but these pronouns are not inclusive of everyone we serve. Alternatively, we will use the pronouns “they”, “them”, or “their” instead of “he”, “she”, “his”, “hers”, “him”, or “her”. You can also use all gender nouns like “person”, “the person's”, “individual”, “the individual's”, “claimant”, or “the claimant's”. We can use “they” and “them” as a plural or singular pronoun referring to one person.

When using gender-neutral pronouns, regular grammar rules still apply to how they are used. For example, “She is going to the store” will become “They are going to the store” to be gender neutral. You would not say “They is going to the store”.

Per NL 00610.020, please keep in mind the readability of the notice as you write it. We do not recommend replacing every instance of a third person pronoun (he or she) with the person’s full name. Using the person’s name repeatedly makes the notice more difficult to read.

We recommend that authors use the person's full name when they first reference them in the notice or the universal text identifier (UTI). In the rest of the notice or UTI, use the gender-neutral third person pronouns of they, them, or their.

NOTE: Do not refer to the person by their first name only, as that can feel too familiar to the reader. Agency notices are formal correspondence, and therefore must maintain a proper or formal tone. Using first name only could refer to more than one person such as when a parent and child have the same first name.

D. Examples for writing notices using gender-neutral language

The following examples show how to write notices using gender-neutral relationship terms and pronouns.

1. Relationship terms

Use relationship terms that are gender- neutral.

Original Language:

Revised Language:

No benefits may be paid to a wife, husband, or child unless the wage earner or self-employed person is entitled to Social Security disability insurance benefits.

No benefits may be paid to a spouse or child unless the wage earner or self-employed person is entitled to Social Security disability insurance benefits.

Revise language to eliminate pronouns and fill-ins, where possible.

Original Language:

F1 will not be able to use the Expedited Appeals Process (EAP) that F2 requested. The rest of this notice will explain why F3 will not be able to use the EAP, and what will happen to F4 case next.

Fill-ins:

  • •

    F1 Pronoun (You/Claimant's full name)

  • •

    F2 Pronoun (you/they/Claimant's full name)

  • •

    F3 Pronoun (you/they/ Claimant's full name)

  • •

    F4 Pronoun (your/their/Claimant's full name possessive)

Revised Language:

F1 requested to use the Expedited Appeals Process. This notice explains why the Expedited Appeals Process cannot be used and what will happen next.

Fill-ins:

  • •

    F1 Pronoun (You/Claimant's full name)

2. Pronouns

Address the reader directly.

You can have a friend, representative, or someone else help you. Many representatives do not charge a fee unless you win your appeal. There are groups that can help you find a representative or give you free legal services if you qualify. Your local Social Security office has a list of groups that can help you with your appeal.

No change needed. Using “you” and “your” is gender-neutral.

Use “they” to reference a singular noun.

Original Language:

If you get someone to help you, please let us know. If you hire someone, we must approve the fee before he or she can collect it.

Revised Language:

If you get someone to help you, please let us know. If you hire someone, we must approve the fee before they can collect it.

Use “they” as a notice language fill-in choice.

Original Language:

F1 not established a good reason for not satisfying an outstanding arrest warrant. Please see the information at the end of this notice for what Social Security considers a good reason for not satisfying a warrant and what F2 to do if F3 a good reason.

Fill-Ins:

  • •

    F1 Pronoun (You have/He has/She has/Claimant's full name has)

  • •

    F2 Pronoun (you need/he needs/she needs/Claimant's name needs)

  • •

    F3 Pronoun (you have/he has/she has/Claimant's full name has)

Revised Language:

F1 not established a good reason for not satisfying an outstanding arrest warrant. Please see the information at the end of this notice for what Social Security considers a good reason for not satisfying a warrant and what F2 to do if F3 a good reason.

Fill-ins

  • •

    F1 Pronoun (You have/Claimant's full name has)

  • •

    F2 Pronoun (you need/they need)

  • •

    F3 Pronoun (you have/they have)

E. References

  • •

    Incorporating Inclusive Language in Internal and External-Facing Documents and Resources – AO 40901.016

  • •

    The Quality Initiative for Commissioner's Correspondence (QUICC) Writing Center

  • •

    Notice Grammar and Plain Language Guidelines – NL 00610.040

  • •

    Notice Readability Guidelines – NL 00610.020

  • •

    Notice Language Clearance Process – NL 00610.110

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0900610075
NL 00610.075 - Inclusive Language in Notices - 07/05/2023
Batch run: 01/30/2024
Rev:07/05/2023