Supporting Gender and Sexual Diversity at Work

‍Introduction

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LGBTQIA2S+ inclusion is more than a value; it is a matter of safety, dignity, and shared responsibility. In today’s climate of growing backlash and policy rollbacks, that need for safety is not just important, it’s urgent.

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Workplaces have a responsibility to build in protections for LGBTQIA2S+ members that are meaningful, durable, and woven into everyday systems, policies, and practices. The more deeply these protections are embedded, the more resilient and intractable they become.

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This guide outlines a range of practices that your workplace may consider to build an environment where LGBTQIA2S+ team members feel valued, respected, and supported. Whether you are just beginning or deepening your efforts to promote inclusion, these approaches can help align your values with real, sustainable action. 

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‍This guide is intended for informational purposes only and does not constitute legal advice. Organizations should consult qualified legal counsel to address their specific legal obligations in their respective jurisdictions.

Where We All Belong

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A significant body of research continues to show that LGBTQIA2S+ people face discrimination, bias, exclusion, and systemic barriers in the workplace. In 2025, these realities are further compounded by the rise of anti-trans legislation, targeted disinformation, and backlash against equity efforts globally. Trans and racialized trans people, in particular, continue to experience disproportionate harm, including elevated rates of unemployment and workplace violence.

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This climate doesn’t just affect individuals; it reshapes entire workplaces. When people do not feel safe to be open about who they are, the impacts ripple: trust erodes, wellbeing declines, belonging and retention falter, and recruitment suffers. With Generation Z emerging as the most openly queer and trans-aware generation in history with one in three identifying as not exclusively heterosexual, workplaces must evolve. Building truly inclusive systems is no longer just a progressive ideal; it’s a strategic and ethical imperative.

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Building a Shared Language

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Language shapes our world and is a fundamental aspect of communication and human interaction. It evolves, just as we do. Learning more expansive and affirming language may feel unfamiliar at first, but it’s a powerful way to show care, signal belonging, and make space for identities beyond our own. Inclusive language encourages us to grow by shifting our habits, embracing nuance, and respecting lived experiences that may differ from our own. It’s not about perfection; it’s about empathy, presence, and the ongoing practice of inclusion. To support these efforts, we offer a public Inclusive Language Guide designed to help you build respectful communication, deepen shared understanding, and build more inclusive dialogue.

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For teams that are newer to LGBTQIA2S+ terminology or identities, we recommend exploring Level-UP Digital Learning, a budget-friendly program designed for individuals at the beginning of their learning journey. You can also explore Out & Equal’s foundational glossary or learn about gender-diverse cultures around the world to expand your global awareness.

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However, it’s important to remember that how people identify holds personal meaning. Respecting someone’s self-understanding should always take precedence over simplified definitions or assumptions.

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With that in mind, the following sections provide practical recommendations for integrating LGBTQIA2S+ inclusion across key areas of your workplace, including recruitment and benefits, policies, and everyday culture. These practices are designed to facilitate systemic change, rather than prescribing fixed identities. Always centre the self-understanding of your team members and use these tools to create structures that affirm, not define, who people are.

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Policy Development

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Key Systems & Forms

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There are many ways you can customize your Human Resources Information System (HRIS), Applicant Tracking System (ATS), Customer Relationship Management (CRM) Systems, and forms to collect information while honouring the gender and sexual diversity of your current and incoming workforce.

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• Platform selection. Choose an HRIS, ATS, and CRM that allows gender designations beyond the binary and supports customization of gender-related fields. Platforms like Workday offer these features. If your current systems don’t, provide feedback to your vendor and consider upgrading or internal workarounds. Before customizing systems or collecting personal information, employers should verify that their platforms comply with all applicable data protection and privacy laws. In Canada, this includes the federal Personal Information Protection and Electronic Documents Act (PIPEDA) as well as the provincial private-sector privacy laws in British Columbia, Alberta, and Québec. Employers in Ontario should also consider provincial employment and human rights obligations. Consulting legal counsel or a designated privacy officer can help ensure full compliance.
• Include gender-neutral options. Incorporate inclusive titles like Mx. in HR forms, marketing databases, and event registrations. Avoid catch-all terms like “other” alongside “man” and “woman.” Instead, offer options like non-binary, prefer to self-describe, and prefer not to answer.
• Add optional pronoun fields. Enable team members and applicants to share their pronouns in systems and forms. Avoid defaulting to “he/she”; use singular they or rephrase to keep language neutral and affirming. In legal contexts where ambiguity may arise, consult counsel and consider using terms like “the applicant” or “the team member” to avoid exclusion.
• Support chosen names. Allow individuals to list and display their preferred name on application materials, HRIS profiles, email signatures, name badges, and other relevant platforms. Use this name wherever legally permissible and explain when legal names are required.
• Be transparent about legal compliance. If binary gender data is required for regulatory purposes, clearly communicate why, and offer additional fields for individuals to self-identify and share their chosen name and pronouns.
• Proactively seek clarity on compliance. Connect with government agencies that require gender-related reporting to clarify how to represent non-binary individuals in a manner that respects local requirements.
• Align with global legal precedents and consult on leading practices. Many jurisdictions (e.g. Canada, Germany, Denmark, India, and New Zealand) formally recognize non-binary gender identities. While legal recognition varies globally, excluding non-binary options can not only undermine inclusion and belonging but also create compliance risks. Where the law is silent or lagging, consult with legal counsel and community partners to implement practices that reflect both legal responsibilities and human realities.

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LGBTQIA2S+ Self-Identification (Self-ID)

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LGBTQIA2S+ Self-Identification (Self-ID) refers to the collection of information from team members regarding their sexual orientation and gender identity. Learning more about LGBTQIA2S+ individuals in your workplace is a crucial starting point in understanding their needs and challenges. It signals that you care about their experiences and the metrics obtained can help organizations identify gaps, assess the effectiveness of inclusion efforts, establish clear benchmarks, and set measurable goals.

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While self-identification (Self-ID) is permitted and common in many countries globally, not all countries support the collection of this data due to legal restrictions or safety issues. When implementing Self-ID, it is essential to consider local laws, cultural context, employee safety, and data use, storage, and protection.

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• Prioritize privacy and consent. Protecting personal data is essential. Ensure all information is stored securely, remains confidential, and is never shared without explicit permission. LGBTQIA2S+ team members should have complete control over whether, when, and how they share aspects of their identity. Organizations should also establish a retention schedule for sensitive information collected through Self-ID, in line with PIPEDA’s requirement that personal data be retained only as long as necessary to fulfill its intended purpose. Once that purpose is met, data should be securely deleted or anonymized. Employers should also consider appointing a privacy officer to oversee compliance with applicable data protection laws and the proper handling of Self-ID data. Regular privacy audits—conducted at least annually—can help identify risks, assess data management practices, and ensure ongoing alignment with legal obligations and organizational policies.
• Understand legal requirements. Data privacy regulations vary across jurisdictions. Some countries prohibit the collection of data related to sexuality and gender, while others require specific conditions or safeguards. In particular, the collection of data on sexual orientation may be restricted or considered sensitive in certain jurisdictions. Employers should consult regional laws and regulatory guidance before collecting this type of data to ensure that its collection is lawful, culturally appropriate, and does not put employees at risk. In Canada, privacy laws differ across jurisdictions. In British Columbia, Alberta, and Québec, private-sector organizations are subject to provincial privacy legislation. In other provinces and territories, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) generally applies to federally regulated employers and, in many cases, to private-sector organizations. Employers should confirm which legal framework governs their operations and consult legal counsel to ensure compliance with applicable data protection requirements before launching or expanding their Self-ID program.
• Communicate confidentiality clearly and keep team members informed. Reassure team members that their information will not be shared with managers, peers, or teams. Beyond initial transparency, maintain ongoing communication about how data is used, how decisions are made, and what changes are underway. Keeping team members informed builds trust, supports informed consent, and ensures LGBTQIA2S+ team members feel included at every stage, not just at the outset.
• Use aggregated, anonymized data. For reporting and analysis, only share data in formats that prevent individuals from being identified. Never disclose personal information without informed consent that could reveal someone’s LGBTQIA2S+ identity.
• Expect gradual uptake. Participation may be limited at first. Building trust takes time, especially when asking team members to disclose sensitive information. Regularly reinforce the program’s purpose and safeguards.
• Maintain engagement over time. Continue the conversation after launch with internal blogs, videos, and awareness campaigns, particularly during Pride Month.
• Consider external support. An experienced third-party consultant can help ensure your Self-ID program is inclusive, compliant, and aligned with global best practices, particularly during setup and when operating in regions with unfamiliar legal landscapes.

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Tips for Structuring Self-ID Questions

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• Include a broad range of identities. Go beyond binary gender categories or common sexual identities like "heterosexual," "gay," and "lesbian."
• Separate gender and sexuality questions. Gender relates to who someone is; sexuality relates to who someone may be attracted to. These are distinct aspects of identity and should not be conflated.
• Avoid categorizing “trans man” or “trans woman” separately from “man” and “woman.” Doing so suggests that trans men and trans women are not fully recognized in their affirmed gender. Instead, include a separate question that asks whether someone identifies as transgender.
• Be mindful of phrasing. Where possible, avoid using “identifies as” (e.g., “identifies as a woman”). This language can subtly imply that some identities are more subjective or less legitimate than others.
• Enable multiple selections and self-descriptions. Allow respondents to select more than one gender or sexual identity and offer a “self-describe” option with a free-text field.
• Provide definitions where helpful. Consider including brief explanations below the survey questions to increase clarity and support understanding.

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To learn more, engage with: “Principles for Building a Solid Foundation for Self-ID Data Collection: Expertise from Gretchen Ruck, AlixPartners, LLP.”

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Restrooms and Facilities

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Restroom policies and design are often unintentionally exclusionary or politicized. Inclusive facilities and thoughtful policies help ensure everyone feels safer and supported using the restroom that aligns with their identity. When reviewing your approach, consider physical layout, signage, privacy, access for all genders and abilities, and how policies are communicated and enforced across teams and locations.

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• ‍Communicate restroom access. Explicitly affirm that all team members have the right to use restrooms and facilities that align with their gender identity. Ensure that all-gender restrooms are clearly labelled on maps and signage. When selecting event venues or partners for benefits like gym memberships, inquire about their gender-inclusive restroom infrastructure and policies.
• Convert single-stall restrooms. Transform any single-stall restroom into an all-gender facility. Where possible and within budget, prioritize creating all-gender multi-stall restrooms and changing facilities, alongside single-gender options. Focus on ensuring privacy in their design. Simple, budget-friendly measures to enhance restroom inclusivity include extending stall doors from floor to ceiling, ensuring reliable locks on each stall, and adding a lock to the multi-stall restroom entrance to allow use by one person at a time.
• Use inclusive and compliant signage. Ensure signage complies with legal accessibility standards and avoids exclusive or gendered messaging. Use signage that communicates an all-gender restroom, avoiding overly specific or exclusionary symbols. In many Western contexts, a pictogram of a toilet with the words “all-gender restroom” is an adequate representation. Alternatively, a hand-wash symbol could serve as a universal restroom indicator, sensitive to the subject matter while relating to a basic restroom action.

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Learn more about inclusive restroom design by visiting stalled.online.

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Dress Codes

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Many dress codes still reflect outdated or biased ideas of professionalism, making it harder for LGBTQIA2S+ team members to show up authentically. Attire policies should affirm individual expression and empower team members to meet professional standards in ways that feel right for them. To support this, consider the following:

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• Decouple appearance guidelines from gender. Focus on specific articles of clothing rather than assigning items to a specific gender.
• Use inclusive, gender-neutral language. In all policies and communications, use language that reflects and respects all identities.
• Apply standards consistently. Expectations should be the same for everyone, regardless of gender or any other factor. In Ontario, and under Canadian human rights law more broadly, gender-based dress codes may be considered discriminatory unless the employer can demonstrate a bona fide occupational requirement. Review attire policies to ensure they do not impose gender-specific standards without valid justification.
• Simplify the policy where possible. Keeping it simple can sometimes be the most inclusive route to take. For example, General Motors replaced a 10-page dress code with just two words: “Dress appropriately.”
• Set clear boundaries. Prohibit clothing with hate speech, profanity, or exclusionary messages.
• Stay up to date and communicate with your team. Regularly review and update the dress code to reflect evolving standards of inclusion and professionalism. Ask your teams if they feel the dress code works for them.‍
• Make dress codes inclusive across identities. Dress codes should support gender expression and avoid cultural or racial bias, like restrictions on hairstyles or normalization of clothing rooted in white, cisnormative standards. 
  

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Gender Transition

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We offer a detailed Guide to Gender Transition and Gender Affirmation in the Workplace to support inclusive and affirming practices.

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Gender transition or affirmation can be an incredibly vulnerable time for transgender, non-binary, genderfluid, or gender nonconforming individuals. While this journey toward authenticity is deeply personal and often joyful, it can be complicated by fears around job security, discrimination, safety, or how and when to come out at work. Employers have a responsibility to integrate affirming processes that support each person's transition on their terms. This includes considering confidentiality, documentation changes, communication planning, training for managers and teams, and access to inclusive benefits and facilities.

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• Recognize that transition and identity are fluid. For many, transition is not binary and some individuals may express their gender differently over time or in different settings. Always respect and affirm each person’s gender identity, regardless of legal documents, medical status, or sex assigned at birth.
• Treat all transitioning team members with dignity and respect. Use their chosen names and pronouns consistently, regardless of personal beliefs or political opinions.
• Respect individuals’ privacy regarding gender-related information. Team members should never be required to disclose their gender identity or transition status unless legally necessary. Respect preferences for how, when, or if gender-affirming information is shared. 
• Develop collaborative, individualized transition plans. Work with transitioning team members to develop a Transition Plan, which will serve as a framework for guidance. Flexibility and collaboration are key, as each person’s experience and goals will be different. 
• Integrate gender affirmation into training for all staff and leadership. This ensures a shared understanding of leading practices to promote an inclusive workplace culture.
• Establish a straightforward process for updating official records. Allow records that don’t require legal names to be easily updated with chosen names, such as email, messaging apps, badges, directories, payroll, insurance, etc. 
• Offer time off to recover. Company policies on time off should apply to transitioning employees as they would any other team member who underwent a necessary medical procedure. 
• Convey top-down support. If announcing a team member’s transition, visible support from senior leadership helps set the tone and reinforces expectations for respectful behaviour.
• Make your gender transition and affirmation policy easily accessible and transparent. Ensure team members can quickly find support resources. The policy should clearly state the contacts and outline the steps to plan a transition, and include definitions of relevant gender-related terms to facilitate a broader understanding.
• Provide financial support where possible. Changing legal name and gender markers and accessing gender-affirming medical care can be costly. Organizations can support team members by reviewing benefit coverage, offering financial assistance or reimbursement if feasible, and advocating for inclusive healthcare access.

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Learn more: Transitioning Employers: Survey of Policies & Practices (Gender and The Economy)

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International Assignments

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While adopting a global mindset is crucial in today’s markets and many team members may eagerly embrace career opportunities abroad, it is essential to recognize that for LGBTQIA2S+ individuals, these decisions are often more complex and fraught with concern. The levels of support, acceptance, and even legal protections for LGBTQIA2S+ people vary significantly across different regions and countries.

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• Acknowledge regional differences in LGBTQIA2S+ outness. The ability to be open about one’s identity varies significantly across geographical regions. In many places, cultural norms, legal restrictions, or safety concerns may limit how LGBTQIA2S+ professionals navigate visibility. Respect these differences and avoid assuming outness is equally possible or safe everywhere.
• Understand the risks of criminalization and stigma. Queer relationships are still criminalized or heavily stigmatized in certain countries, exposing LGBTQIA2S+ individuals to increased risks of violence, harassment, and discrimination.
• Recognize the travel and immigration challenges faced by trans and non-binary team members. Mismatched legal documents and varying gender recognition laws can complicate cross-border travel and immigration processes.
• Support team members who choose not to relocate. Communicate that declining an international assignment due to safety or personal reasons will not affect career advancement or performance evaluations.
• Ensure continuity of LGBTQIA2S+ inclusive healthcare. Fill any gaps in coverage that may arise when relocating, especially regarding gender-affirming care or other critical needs. Make sure healthcare benefits are portable and inclusive.
• Offer immigration support for LGBTQIA2S+ employees and families. Assist with navigating immigration policies, particularly in countries that do not recognize same-gender partners or diverse family structures. Where necessary, provide additional travel funds to help mitigate the impact of family separation.
• Compensate for the tax breaks heterosexual couples get. Address tax-related inequities by compensating LGBTQIA2S+ couples who may not qualify for the same tax breaks as heterosexual couples during international assignments.
• Recognize the personal cost of concealing identity. Understand that hiding one’s identity can lead to psychological distress and lower productivity. Prioritize LGBTQIA2S+ team members’ well-being.

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Be aware that Canadian human rights protections, such as those under the Canadian Human Rights Act (CHRA) or provincial human rights codes, generally do not apply outside of Canada. When relocating team members internationally, employers must not assume that local laws will offer equivalent protections. Instead, organizations should ensure that their own anti-discrimination policies and inclusion standards continue to apply abroad, regardless of the host country’s legal framework. This approach helps safeguard the rights, dignity, and safety of LGBTQIA2S+ employees, regardless of their location. Learn more about rights around the world in “Out in the World.”

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Designing Benefits

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Benefits signal what and who your workplace values. For LGBTQIA2S+ team members, this means inclusive coverage for gender-affirming care, mental health support that reflects lived experiences, and recognition of diverse family structures. Design with care, review for bias, and ensure policies meet real needs, not just legal minimums.

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• Recognize and support diverse family structures. LGBTQIA2S+ individuals may be less likely to be part of a nuclear family and more likely to form chosen families made up of close friends, partners, extended kin, neighbours, housemates, or others. Let team members define their families beyond blood relatives and marriage.
• Acknowledge the realities of family rejection and housing insecurity. Many LGBTQIA2S+ individuals, especially youth, experience family rejection or homelessness. These lived experiences can profoundly impact how team members define and engage with family, care responsibilities, and support systems.
• Extend all benefits and leave policies to domestic partners and chosen families. Ensure that domestic partners receive the same access to spousal and family-related benefits as legal spouses. Family leave (including parental, caregiver, sick, and bereavement leave) should apply equally to chosen families and non-biological caregivers, such as non-birth parents, adoptive and foster parents, and other significant care providers.
• Consider trans-inclusivity when selecting benefit packages. Employers should ensure that at least one of their healthcare plans includes gender-affirming treatments, therapies, and surgical procedures. Learn more in “Transgender-Inclusive Benefits: Questions Employers Should Ask.”
• Make gender-affirming procedures affordable. Not all health insurance plans cover gender-affirming care. For contested procedures (e.g. facial feminization surgery, mastectomy, hormones, etc.), ensure coverage is comprehensive and not limited by arbitrary exclusions, so team members aren’t left to shoulder the full financial burden of essential care.
• Cover social infertility. Extend fertility benefits to cover "social infertility" (infertility that arises from relationships and circumstances, not just physiological factors). Many LGBTQIA2S+ individuals may not meet the medical definition of infertility but still require assisted reproductive technologies to build a family. In 2019, J.P. Morgan expanded fertility benefits so that team members in the U.S. without a medical diagnosis of infertility can have up to $30,000 worth of treatments, including in vitro fertilization and reimbursement for costs related to surrogacy.
• Include queer-specific procedures. Benefits should cover procedures like reciprocal IVF, where one person’s egg is fertilized and implanted into their partner's uterus, to accommodate queer family-building needs.
• Ensure fertility benefits are non-gender specific. Fertility benefits should be inclusive, enabling transgender men to access egg freezing or intrauterine insemination (IUI) treatments, regardless of gender.‍
• Offer mental health support that reflects lived experience. Mental health benefits should include practitioners who are trained in LGBTQIA2S+ affirming care and reflect the racial, cultural, and gender diversity of your team. Support should account for identity-specific stressors, such as anti-trans violence and racial trauma, and avoid one-size-fits-all models rooted in dominant norms.
  

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Co-Creating a Culture of Inclusion

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Embracing Intersectionality: The History of Pride Flags

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LGBTQIA2S+ inclusion efforts must be grounded in intersectionality, recognizing that not all members of the community experience the world in the same way. Too often, inclusion initiatives focus disproportionately on the most visible or socially accepted segments of the community while overlooking those at the intersections of multiple forms of oppression, such as racism, transphobia, ableism, and classism. To build truly inclusive workplaces and communities, it’s essential to intentionally centre the voices and needs of those at the periphery.

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This need for intersectionality is reflected in the evolution of Pride symbols. While the original rainbow flag aimed to represent the diversity of the queer community, activists noted that it often failed to account for the specific struggles of racialized LGBTQIA2S+ individuals. In response, the “More Color, More Pride” flag added black and brown stripes to affirm the presence, resilience, and unique experiences of Black and Brown LGBTQIA2S+ people. Further building on this message, designer Daniel Quasar (they/them) introduced the Progress Pride Flag, which incorporates the transgender flag’s blue, pink, and white stripes to acknowledge the distinct experiences of transgender and non-binary people within the broader community.

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For a deeper exploration of these topics, including how privilege and systemic power dynamics operate within and across identities, our Level-UP Digital Learning module on Identities, Privilege, and Intersectionality offers valuable insights. We invite you to explore ways to better support all members of the LGBTQIA2S+ community.

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• Recognize the importance of intersectionality. Develop programming, equity initiatives, and data collection with a focus on the intersecting identities of LGBTQIA2S+ team members, ensuring comprehensive and inclusive support.
• Adopt the “Progress Pride” flag. Use the "Progress Pride" flag to signal your organization’s commitment to greater LGBTQIA2S+ inclusion, highlighting the diversity within these communities, including marginalized and overlapping identities.
• Take an intersectional approach to data analysis. When analyzing team member surveys or metrics, consider the impact of multiple, intersecting identities without compromising privacy or anonymity, ensuring marginalized identities are represented.
• Challenge stereotypes. Actively work to challenge stereotypes about LGBTQIA2S+ identities both at work and in the media. Recognize that LGBTQIA2S+ individuals can belong to faith communities traditionally viewed as exclusionary, and that people of all ages and gender expressions exist within the community.
• Be aware of neurodivergence. Understand that a significant portion of the transgender, non-binary, genderfluid, and nonconforming community may also be neurodivergent. Consider the intersection of these identities for full inclusion at work.

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Workplace Culture Survey

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Team member surveys are a crucial tool for identifying and addressing workplace disparities that affect different demographics, departments, and levels of leadership within your organization. Beyond the recruitment, retention, and promotion figures that you will obtain from Self-ID programs, these surveys can provide a more nuanced and detailed picture relating to the experiences, attitudes, and struggles of your LGBTQIA2S+ workforce.

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• Collect and apply LGBTQIA2S+ data with care and intention. Conduct regular organization-wide climate surveys that include specific questions about LGBTQIA2S+ experiences at work. These might explore levels of “outness,” inclusion, and experiences of bias or discrimination. Use a mix of question types (e.g., Likert scales, fixed-choice questions, and open-ended prompts) to gather both quantitative and qualitative insights.
• Explain the “why” and invite dialogue. Before launching a survey, communicate its purpose, how the data will be used, and what team members can expect in return. This transparency builds trust and encourages participation. Create space for open feedback, not just through the survey itself, but in follow-up conversations, to ensure LGBTQIA2S+ team members feel heard, not just measured.
• Ensure LGBTQIA2S+ data collection is inclusive, intersectional, and safe. When collecting data, be mindful of unique identities, such as an Indigenous pansexual person in a small department, and anonymize responses to protect confidentiality. Adopt an intersectional approach to analysis, recognizing that experiences within the LGBTQIA2S+ community vary widely. For instance, a Latinx trans woman may face different workplace barriers than a white cis gay man.
• Ask demographic questions where legally permissible. Where local laws allow, include voluntary questions about gender identity and sexual orientation to understand the diversity of your workforce better and identify specific support needs.
• Use data to drive meaningful change. Ensure the insights gathered from climate surveys are regularly integrated into your broader equity strategy. This supports ongoing improvement and helps tailor programming to reflect the realities and priorities of LGBTQIA2S+ team members. Regularly review survey data through an intersectional lens to identify patterns of overlapping or compounded disadvantage, such as those experienced by racialized, disabled, or neurodivergent LGBTQIA2S+ team members. Ensure that the resulting action plans explicitly address these complex, intersecting barriers. Tailor solutions to meet the unique needs of marginalized subgroups within the broader LGBTQIA2S+ community.

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Sharing Pronouns

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Pronouns are not a preference; they are a reflection of who someone is. Using the correct pronouns is a basic act of respect and inclusion. It signals that people are recognized, valued, and safer to be themselves. Misgendering can cause deep harm and, in many jurisdictions, is a violation of human rights. Respecting pronouns is not about getting it perfect; it’s about engaging with care, curiosity, and accountability.

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• Create space for pronoun sharing, grounded in safety and choice. Encouraging the use of pronouns can support inclusion, but it should never be mandatory. For many, especially those exploring their identity or navigating unsafe environments, disclosing pronouns can carry real risk. Model inclusion by sharing your own pronouns, and create spaces where sharing is welcomed, not required. Until someone offers their pronouns, use their chosen name and refrain from making assumptions. Safety, consent, and respect must always take precedence over policy or practice.
• Incorporate pronouns visibly, without pressure. Including pronouns in email signatures, introductions, name tags, or profiles can help normalize the practice and reduce misgendering, especially for trans, non-binary, gender-fluid, and non-conforming team members. But remember that visibility should always be optional. Encourage leaders to model this practice while making it clear that no one is required to disclose. Inclusion means creating space, not forcing disclosure.
• Respond promptly and firmly to misgendering. Address misgendering promptly, whether intentional or unintentional. Develop clear policies that guide corrective action and, if necessary, disciplinary measures to maintain a respectful workplace.
• Be mindful of linguistic and cultural differences. Recognize that pronoun use varies across languages and cultures. When operating in multilingual contexts, learn about appropriate gender-neutral pronouns and practices relevant to each language, such as “hen” in Swedish or “iel” in French, to ensure inclusivity beyond Western norms. In addition to Western examples, consider Indigenous and non-Western linguistic practices. Many Indigenous languages in North America, such as Inuktitut, Cree, and Anishinaabemowin (Ojibwe), do not use binary gender in the same way as English. For instance, Anishinaabemowin and Cree structure pronouns around animate and inanimate categories rather than gender. These linguistic structures reflect inclusive worldviews and offer valuable models for respectful, culturally grounded communication.
• Clarify rights and reporting options. If concerns arise related to pronoun use, gender identity, or transition-related discrimination, ensure there are clear internal pathways to raise them, such as through Human Resources or an employee relations office. Team members should also be informed that they have the right to file complaints with external bodies, such as the Canadian Human Rights Commission (for federally regulated workplaces) or their provincial or territorial human rights tribunal, if they experience discrimination related to gender identity, gender expression, or pronoun use.

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Recruitment

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Attracting and retaining LGBTQIA2S+ talent requires more than inclusive intentions, it calls for deliberate action at every stage of the hiring process. LGBTQIA2S+ job seekers often navigate safety concerns, coded language, and workplace cultures that feel exclusionary. By rethinking how and where you recruit, and by embedding equity into job postings, outreach, and candidate experience, your organization can signal that LGBTQIA2S+ people are not only welcome, they are wanted, supported, and set up to thrive. 

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• Protect all team members. Explicitly include gender identity, gender expression, sexuality, and sex characteristics in anti-discrimination and anti-harassment policies.
• Show your commitment. Highlight LGBTQIA2S+ inclusion on your careers page and use gender-neutral language and inclusivity statements in job postings.
• Use inclusive technology. Adopt Applicant Tracking Systems that support chosen names, pronouns, and voluntary self-identification.
• Build diverse pipelines. Partner with LGBTQIA2S+ organizations (e.g. Out & Equal, Out for Undergrad, Reaching Out MBA, Pride at Work) and attend or host targeted recruitment events. 
• Compensate LGBTQIA2S+ leaders. Support their participation in recruitment and networking to represent your culture and inclusion efforts.
• Address disparities. Evaluate and improve recruitment, hiring, promotion, and leadership representation for LGBTQIA2S+ team members.
• Diversify hiring panels. Include LGBTQIA2S+ team members to reduce bias and ensure fair candidate evaluations.
• Integrate inclusion in development. Include LGBTQIA2S+ topics in professional growth programs and leadership education.
• Support supplier diversity. Choose vendors that are LGBTQIA2S+-owned or committed to inclusion.
• Implement targeted recruitment. Use internships and referral bonuses to increase opportunities for LGBTQIA2S+ candidates.
• Review policies regularly. Maintain equitable and inclusive recruitment policies and practices through ongoing updates.
  

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Call to Action

LGBTQIA2S+ inclusion is not a one-month commitment or a line in a values statement; it is a daily, deliberate practice. As anti-trans laws escalate, equity infrastructure is targeted, and safety becomes more fragile for many, your workplace can be a site of protection and dignity. Every policy, every decision, every interaction is a chance to signal who truly belongs. This work is not about perfection; it’s about presence, persistence, and the courage to build systems that hold us all. Show up with clarity. Lead with care. Make your commitment unmistakable: LGBTQIA2S+ team members are valued, supported, and here to stay.

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Important Note

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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.

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About The Author

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This resource was written collaboratively by members of the Feminuity team.

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Give Credit Where Credit's Due

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If you wish to reference this work, please use the following citation: Feminuity. "Supporting Gender and Sexual Diversity at Work"