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Free guide · BELONG: Norms
Inclusive language at work
A practical guide for HR, D&I and people leaders on talking about disability with respect. What to say, what to drop, and how to show up in the room.
One page to print or share with your managers.
Download the one-pager (PDF) (opens in a new tab)About a 4 minute read. Free, no sign-up.
Why words matter
Most people who say the wrong thing about disability mean well. They just picked up words that were common when they were growing up, and nobody told them those words have moved on.
As a person with disability, I hear these words all the time, in meetings, at receptions, in the middle of a kind conversation. One word on its own rarely hurts. What it does is tell me how the other person sees me: as a colleague, or as a problem to be managed.
I'm not here to police anyone. This is a short list you can share with your managers, so people with disabilities feel they belong in your team or on your campus.
Rahul, founder, Thrive & Include
If you remember only three things
1
Say "person with disability"
This is the language of the Rights of Persons with Disabilities Act, 2016, and it puts the person first. Some people prefer "disabled person", which is also respectful.
2
Ask, don't assume
People describe themselves in different ways. If you're not sure, ask the person how they'd like to be referred to, and then use it.
3
Describe, don't define
Mention a disability only when it's relevant. "Priya, our finance lead" is how you introduce Priya. Her hearing aid isn't her job title.
A note on "Divyang"
You'll see it in government schemes and official notices, so people assume it's the right word. We recommend not using it. Calling someone "divine" because of a disability sets them apart just as much as "handicapped" does. What people with disabilities ask for is equal rights and equal treatment, not a special status.
Say this, not that
The first column is what you'll still hear in many offices and colleges. The second is what to say instead.
| Instead of | Say | Why |
|---|---|---|
| Handicapped, the disabled | Person with disability, persons with disabilities | Puts the person first, and matches the law |
| Differently abled, specially abled | Person with disability | Sounds kind but avoids the actual word. Disability isn't a bad word |
| Divyang, viklang, apahij | Person with disability, or simply their name | Viklang and apahij carry pity. Divyang swaps pity for a "divine" label. Neither treats the person as an equal |
| Normal person, able-bodied | Person without disability | "Normal" makes everyone else abnormal |
| Suffering from, victim of, afflicted with | Has, lives with | Most people aren't suffering. They're getting on with life |
| Wheelchair-bound, confined to a wheelchair | Wheelchair user | A wheelchair gives freedom. It doesn't confine anyone |
| The blind, the deaf | Blind people, Deaf people, persons with visual or hearing impairment | People, not a category |
| Deaf and dumb, mute | Deaf person, person with hearing and speech impairment | "Dumb" is an insult. Many Deaf people communicate fully through sign language |
| Mentally retarded, slow, mental | Person with intellectual disability | Old medical labels have turned into insults |
| Mad, crazy, psycho | Person with a mental health condition, person with psychosocial disability | Everyday slurs land on people with mental health conditions |
| Special needs | Access needs, or name the actual need (a screen reader, a ramp) | The needs are ordinary, not special |
| Langda, andha, behra, pagal | Never, not even as a joke. Use the person's name | These are used as insults in everyday speech |
| "So inspiring", "so brave" for ordinary things | Talk about the work | Getting to office isn't heroic. Doing great work is worth praising |
Everyday phrases that slip in
"Turn a blind eye." "Fell on deaf ears." "That's so lame." "I'm so OCD about my desk." Nobody's asking you to speak in fear. Just notice how often disability shows up as shorthand for something careless or broken. A few swaps are easy.
If a colleague with disability uses these phrases themselves, that's their call. This is about the habits you bring to work, not about correcting others.
- Turn a blind eye
- Ignore
- Fell on deaf ears
- Was ignored
- That's lame
- That's weak, that's boring
- I'm so OCD
- I like things tidy
- Crazy deadline
- Tight deadline
Beyond words: how to show up in the room
Language is half of it. The other half is how you behave.
Talk to the person
Not the interpreter, parent or companion next to them. Look at them and speak to them.
Ask before you help
"Would you like a hand?" is respectful. Grabbing a wheelchair, an arm or a bag isn't. If they say no, that's the answer.
Respect personal space
A wheelchair, cane or hearing aid is part of someone's personal space. Don't lean on it, move it or touch it.
Come to eye level
For a longer chat with a wheelchair user, sit down. Kneeling or bending over can feel patronising.
Say who you are
Introduce yourself when you walk up to a blind colleague, and say when you're leaving. In meetings, say your name before you speak.
Let people finish
If someone speaks slowly or uses a communication device, wait. Don't finish their sentences for them.
Skip the diagnosis question
"What happened to you?" isn't small talk. If someone wants to share, they will.
Guide dogs are working
Don't pet, feed or call them, however friendly they look.
Make access the default
Captions on, slides shared early, accessible venue booked. People shouldn't have to ask every single time.
For managers and faculty: four real situations
A new team member tells you they have a disability
Thank them for telling you, and ask one question: "Is there anything that would make work easier for you?" Don't ask for medical details, and don't share what they told you without their permission.
Someone makes a joke about disability
You don't need a lecture. A calm "Let's not use that word here" in the moment, and a quiet conversation later, sets the standard for everyone watching.
You're writing an email, notice or job advert
Use "persons with disabilities", add a line telling people how to ask for adjustments, and check the document works with a screen reader. Avoid pictures of text with no description.
You're praising a colleague with disability
Praise the work, the same way you would for anyone. "Great analysis on the vendor report" lands far better than "You're such an inspiration."
If you get it wrong
You will, at some point. Everyone does, including people who work on inclusion every day. Say sorry once, use the right word next time, and move on. A long apology makes the moment about you.
Perfect vocabulary was never the point. What matters is a workplace or campus where people with disabilities don't have to spend energy correcting others before they can get on with their work.
Part of the BELONG framework
Where does your organisation stand on disability inclusion?
Language sits under N for Norms: the culture, attitudes and awareness that decide whether inclusion holds up on an ordinary day. The free self-assessment shows you where you stand across all six BELONG areas.