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Introduction
Gender transition and gender affirmation can be deeply personal and vulnerable experiences for transgender, genderqueer, non-binary, genderfluid, or gender non-conforming individuals.
Across North America, many jurisdictions, including those in Canada and the United States, legally protect individuals’ gender identity and gender expression in the workplace. In Canada, these are protected grounds under the Canadian Human Rights Act (Bill C‑16) and all provincial and territorial human rights codes. Employers have a duty to maintain a workplace free from discrimination and are expected to reasonably accommodate gender identity and expression, subject to applicable legal frameworks.
This journey can bring anxieties about job security, fears of adverse workplace treatment, and uncertainty about how to communicate or begin a transition at work.
Workplaces that are prepared with clear policies, affirming programs, and informed leadership are better equipped to uphold these rights and build cultures where gender-diverse team members are protected and supported.
This resource is designed to support people leaders, HR professionals, and organizational decision-makers in responsibly and proactively guiding gender transition and affirmation processes in the workplace. It offers practical steps, respectful language, and legal context to ensure that transitioning team members are supported with care, clarity, and dignity.
Gender Transition and Gender-Affirming Processes
Every Journey is Different
Gender transition and gender affirmation are not binary; they cannot be defined by a singular moment when someone ceases to live as one gender and begins to live in their authentic gender. Organizations should customize their approach to each person’s unique needs, concerns, and circumstances.
Embrace Self-Identification
A transgender or gender-expansive person should always be treated as the gender they identify with, regardless of legal documents, medical transition, or sex assigned at birth.
Respect Boundaries
Transgender or gender-expansive individuals have the exclusive right to decide when and how they share their gender identity. There should be no requirement for team members transitioning or going through a gender-affirming process to share unless legally necessary. Transgender or gender-expansive status should be kept confidential until the individual gives consent or chooses to share more information.
Supporting Trans Team Members
Organizations should establish a transparent process that involves multiple stakeholders and ensures clear communication with staff.
Employers across North America are increasingly expected to support employees during gender transition or affirmation processes by providing reasonable accommodations. These may include updates to uniforms, names and pronouns in internal systems, access to facilities, leave arrangements, and communication protocols. Such accommodations should be tailored to the individual’s needs and provided unless they pose a significant operational burden.
For example, this process may involve collaboration among managers, members of the Employee Assistance Program (EAP), and Human Resources (HR) staff. Together, these stakeholders can develop a personalized plan to support the team member’s workplace transition or gender-affirming process and provide ongoing support.
Initially, the transitioning team member should be connected with a designated point of contact who can assist them throughout their transition or affirmation process. This designated point of contact serves as a key resource, ensuring the team members receive support if they face obstacles such as bias, harassment, discrimination, exclusion, or misunderstanding during or after their transition.
Finally, organizations should proactively build a foundational understanding of gender, gender expression, sex assigned at birth, and sexuality across their workforce. Promoting this awareness builds a more inclusive workplace culture and helps ensure all team members are treated with respect and dignity throughout their professional journey. Explore Out & Equal’s foundational glossary to learn more.
Facilitating Workplace Changes: Team Members
The designated point of contact should also assist the team member transitioning or undergoing a gender-affirming process in prioritizing their chosen name in all legally permissible spaces. This may include, but is not limited to: Email Address, Nameplate, Name Tag, Access Badge, Website Biography and Headshot, Organizational Directory, Authorship Recognitions, Company Templates, Internal Documents, Team Tools, Human Resources (HR) System, Payroll Management System, Health Insurance Documents, and Workforce Diversity Reporting.
Support Beyond the Professional Setting
A transgender or gender-expansive person who changes their name and/or gender may desire to reflect these updates in the following places outside of a strictly professional setting. Organizations should provide support to help facilitate or provide guidance relating to these updates. Examples: Passport, Driver’s License, Birth Certificate, Health Card, Photo Identity Card, Marriage License, Death Certificate, Social Insurance Card, Social Security Card, Indigenous Status Card, Selective Service Registration, Immigration Documents, Voter Registration, Military/Veteran Records, Bank Accounts, Debit and Credit Cards, Credit Reports, Home Insurance, Car Insurance, Professional Licenses, Degrees, Credentials, Publications, and Awards.
Communications
Every team member will have different preferences for how, when, or if they want official communication about their transition or gender-affirming process. They will have different comfort levels with who they want to share the information with and how much they want to share about their journey.
Some team members may prefer their direct supervisor or a People Leader to communicate relevant details to the appropriate team members. This approach can help establish a more decisive tone, demonstrate team support, and alleviate some of the burden associated with the process for the transitioning individual.
Some team members may prefer to communicate all relevant details themselves via email, a short one-on-one meeting, or a team meeting to make the process more personable and humanizing.
Some team members may use both methods. They may want to share information about their gender transition or gender-affirming process and have an appropriate representative share their expectations. These can include empathy, flexibility, sensitivity, respect, respect for pronouns, and adherence to anti-harassment policies.
All these decisions should be up to the team member, and workplaces can present them as options.
What a Team Member May Wish to Communicate
Everyone is different and may find it helpful to give varying degrees of context to their colleagues about their journey.
A team member may consent to share information such as:
- The date when the transition will officially and formally occur (this may be the same day).
- Their true gender identity, chosen name, and pronouns.
- Anticipated changes in their presentation (e.g., clothing, accessories, voice, mannerisms, makeup, haircut, or appearance).
- The restrooms and facilities they intend to use. Transgender and gender-expansive employees should be supported in using restrooms and facilities that align with their gender identity. Requiring them to use separate or gender-neutral facilities should only occur if they request it. Across North America, this approach is increasingly recognized in human rights guidance, employment standards, and legal decisions aimed at ensuring safe and equitable workplaces.
- Organizational records (e.g., internal directory, profile photos) and systems where updates to their name or gender are needed to support collaboration.
- The dates of any anticipated medical leave (e.g., for gender-affirming procedures or treatments).
- Any relevant medical or wellness supports they are navigating, such as hormone therapy, surgeries, or voice training, that may impact scheduling, communication preferences, or availability in the upcoming months. Sharing this information is always voluntary and should be used solely to support inclusion and care.
Note: Team members should never be expected or pressured to disclose specific medical details.
Keep in mind, some team members have a more fluid sense of their gender and how they want to express it over time. Team members may want to communicate that these dimensions may change over time.
They may have a different and less fixed set of expectations for their coworkers (e.g., being flexible and affirming their fluidity, the spaces they feel most comfortable in at a given time, their variable gender presentation, and how they want to be referred to in specific instances).
They may wish to communicate that they are currently engaged in an ongoing discernment process regarding their gender identity, and that this exploration may involve trying out different expressions of gender in both their personal and professional life.
Promoting Respect During Workplace Transitions
It’s essential that every team member takes action to educate themselves on behaviours that may cause unnecessary discomfort or harm to a team member undergoing a transition or gender-affirming process.
Build awareness to avoid the following harmful behaviours:
- Disclosing a team member’s transgender or gender-expansive status to others, including clients or new colleagues, without their explicit consent. This constitutes ‘outing,’ which can lead to breaches of privacy and may violate workplace policies or human rights protections
- Asking to know someone’s previous name or sharing their previous name with others. This encourages “dead-naming,” or referring to someone by a name that no longer reflects their identity.
- Note: Deliberate misgendering or deadnaming, intentionally using a person’s former name or incorrect pronouns, can cause serious psychological harm and contribute to a hostile work environment. Many jurisdictions across North America recognize that such conduct may violate anti-discrimination laws or workplace policies. Organizations should treat this behaviour as a serious matter requiring appropriate corrective action.
- Requesting to view pictures of someone before their transition. This can be triggering and invalidate all the efforts they have made not to be presented or viewed in that way anymore.
- Equating non-binary gender with younger generations. People of all ages are non-binary.
- Assuming that non-binary gender identities are a recent or North American phenomenon. This erases centuries of gender diversity across cultures worldwide.
- Asserting that the use of the singular they is “grammatically incorrect” when it is affirmed by leading style and grammar authorities and used by most English speakers in everyday life (e.g. “Who left folder on the table?”)
- Treating gender nonconforming expression and dress as “unprofessional.”
- Inquiring about any medical procedures or processes someone has gone through or plans to go through. This is private information and inappropriate to pry about.
- Asking about someone’s anatomy or referring to them using biological or reproductive terminology (e.g., ‘female body,’ ‘male organs’) rather than their self-identified gender. This is intrusive and inappropriate in a workplace setting.
- Implying that a transgender or gender-expansive person is just a feminine queer man or a masculine queer woman instead of their true gender.
- Implying that a transgender or gender-expansive person is more valid if they knew their identity as a child.
- Implying that being a transgender or gender-expansive person is strange, confused, mentally ill, or immoral.
- Assuming that transgender or gender-expansive individuals cannot be part of religious or spiritual communities. People of all gender identities may hold religious beliefs, including those who are Muslim, Christian, Jewish, and more.
- Commenting that someone ‘doesn’t look trans’ or ‘you couldn’t tell’ unintentionally suggests that a person’s gender is only valid if it conforms to others’ expectations. This can undermine their identity and reinforce harmful standards of ‘passing.
Check out Feminuity’s Inclusive Language Guide for more tips on communicating in respectful and affirming ways toward people of all genders.
Celebrating Gender Diversity
Building a truly inclusive workplace means moving beyond one-time acknowledgements to sustained, year-round support for transgender and gender-expansive people. Mark key dates, such as Trans Day of Visibility and Two-Spirit celebrations, with programming co-designed by those with lived experience.
Pair these efforts with policy updates, such as inclusive dress codes, accessible restrooms, and benefits, and ensure teams are supported with ongoing learning opportunities. Our Global Holidays, Observances, & Celebrations Calendar can help you engage meaningfully.
Applying an Intersectional Lens
Trans and gender-expansive team members often navigate multiple, overlapping systems of inequity. Race, disability, class, immigration status and more shape how inclusion is felt, and how exclusion is reinforced.
An intersectional lens demands more than representation. It requires culturally competent support, inclusive data practices, and learning that reflects lived complexity.
For deeper guidance on building systems that affirm LGBTQIA2S+ team members, across policies, culture, and everyday interactions, explore our resource: Supporting Gender and Sexual Diversity at Work.
Important Note
This resource is not meant to be a static guide, but rather a compilation and reflection of our learnings to date. Everything changes, from technologies and innovations to social norms, cultures, languages, and more. We’ll continue to update this resource with your feedback; email us at hello@feminuity.org with suggestions.
About The Author
This resource was written collaboratively by members of the Feminuity team.
Give Credit Where Credit's Due
If you wish to reference this work, please use the following citation: Feminuity. "Gender Transition and Affirmation at Work"
