Equitable and Inclusive Language in Grant Writing

The words we choose in grant proposals describe a project, but they also signal whose knowledge counts and who is sitting at the table. When you write proposals for research and programs, language is never neutral.

Many of my clients work on community-based research, so I’m keenly aware of how language is used in any material I work on. This perspective is vital because grant reviewers—who bring their own lived experiences to the table—can quickly spot when a writer is using “buzzwords” without truly understanding the systemic nuances behind them.

This post will explore what inclusive language is, how it can be applied in proposals, common pitfalls, and a list of resources for all types of writing.

Inclusive Language and Why It Matters

Applying equitable and inclusive language involves choosing words and expressions that actively reject stereotypes or discriminatory views. By remaining conscious of how your phrasing impacts others, you avoid inadvertently excluding people—a practice that ultimately strengthens the credibility and impact of your work.

The unintended consequences of language matter. Using harmful terminology conveys or embeds stereotypes, negative expectations, and limitations. Language evolves alongside our social values, creating a feedback loop where shifting cultural norms redefine what is both socially and grammatically acceptable. By adopting inclusive terms, we participate in a broader movement toward equity.

Inclusive Language in Proposals

Funders at all levels are keen to amplify community voices. Pay attention to the values and priorities for funders and grant programs—you’ll see that there is nearly always a preference for community collaboration or impact. However, it’s not just community that matters in your writing. Consider the various identities that make up any individual (lenses and interpretations of the world around us). Reviewers will have their own intersectional perspectives. If your language is prejudiced or derogatory, you immediately risk alienating not only partners and communities, but also reviewers.

In proposals, use equitable and inclusive language by specifically defining terms in the grant context, rather than relying on general equity, diversity, and inclusion (EDI) framing. It’s critical to describe the problem and proposed solution in a way that centres the community and supports capacity-building within. Writing conventions can carelessly erase community partners’ contributions. For instance, using passive voice (e.g., “data was collected”) often obscures the labour and expertise of the community members who made that access possible. Furthermore, acknowledge the positionality of the team—for example, if you’re a settler working with a First Nations community then be transparent in order to position your perspective and the lens through which you’re viewing and approaching the work.

A key element in collaborative projects is communication. When you work with a community team, prioritize co-authorship on any material produced in relation to the project. For proposals drafted by an external partner, it’s essential to integrate a community-led review process. This can help ensure that equitable and inclusive language is used consistently and accurately.

Common Pitfalls

Even experienced writers trip up. Take time to educate yourself about which words, phrases, or perspectives may be offensive to your partners, your reviewers, and the communities directly impacted by your work.Avoid the following pitfalls in your proposals.

Framing and deficit language

• Using “vulnerable,” “marginalized,” or “at-risk” without questioning what those terms actually mean and whether the proposal discusses the systems creating that vulnerability.
• Describing individuals or communities primarily through a deficit lens (e.g., poverty rates, health disparities) rather than also highlighting strengths and community assets.
• Framing with passive voice that erases agency without identifying structural causes.
• Prioritizing symptoms over systems.

Identity and representation

• Overlooking diversity within communities and treating them as monoliths.
• Using outdated or rejected terminology, especially in disability, gender identity, and Indigenous contexts.
• Conflating identity with circumstances (e.g., a person who is experiencing homelessness, not “the homeless”).
• Choosing person-first or identity-first language for community members rather than encouraging them to identify themselves.

Positionality and voice

• Writing about communities in the third person without acknowledging relationships or power dynamics.
• Claiming community partnership without it showing up concretely in the proposal.

Performative or inconsistent use

• Front-loading equity language in the rationale section, with no further mentions in the methodology and evaluation sections.
• Using inclusive language in the narrative but not in data collection tools, interview guides, or dissemination plans.

Resources

The following is a list of handy resources as you work through future proposals (and all writing!).

• Conscious Style Guide :: a comprehensive website dedicated to language choices and best practices.
• Diversity Style Guide :: a glossary collating terminology from various writing guides.
• Trans Journalists :: a guide on phrases and terminology usage.
• Elements of Indigenous Style :: considerations and principles, including terminology and style.
• AMA Manual of Style :: terminology and usage, including inclusive language for those working in health sciences and medicine (the only free chapter online!).
• APA :: bias-free language for those working in the non-profit sector or social sciences (and another on EDI).

There are many resources that focus on specific elements of inclusivity, such as unconscious bias, equity, EDI, and microaggressions. A quick search will get you various guidelines to help you on your way.

Ultimately, equitable language isn’t just about respect—it helps shape how projects are conceptualized from the start. Getting it right takes time and a willingness to keep learning, which funders want to see reflected in the work they support. By honouring and championing inclusion in writing, you welcome diverse voices into the conversation and broaden the potential impact of your work.

Next time you’re preparing to submit a grant proposal, how will you apply equitable and inclusive language? What resources will you use?

Thanks for reading! I’d love to know what resonated with you or any specific components you’d like to learn more about. Leave a comment, use the Contact page, or email me directly. Until next time!