Gender-neutral language is neither masculine nor feminine and avoids using gender specific pronouns such as "he" or "she." The purpose of gender neutrality in writing is to minimize assumptions about the gender or sex of people.

The Importance of Gender-Neutral Language

Proponents of gender-neutral language argue that gender-specific language (such as policeman or waitress) often implies male superiority or reflects an unequal state of society. According to The Handbook of English Linguistics, generic masculine pronouns (such as he) and gender-specific language serve as examples of how, historically, society has treated men as the standard for all humans. Words referring to women often devolve in meaning, and frequently take on sexual overtones. In essence, the use of masculine pronouns when referring to subjects of mixed or indeterminate gender is frowned upon in academic writing. The following sentence is a good illustration of avoiding sexist language by using the gender neutral "humanity" and "human" rather than the gender-specific "mankind": "Since then, humanity has entered a new phase of spiritual development, an evolution of high faculties, the very existence of which in human nature our ancestors scarcely suspected." Using gender-neutral pronouns avoids presumptions of male superiority. 

Guidelines for Gender-Neutral Language

In most cases of writing or speaking about a person whose gender is unknown, ambiguous, or irrelevant, gender-neutral language may be achieved through the use of gender-inclusive, gender-neutral, or epicene words (having characteristics of both sexes) in place of gender-specific ones. If no gender-inclusive terms exist, new ones may be coined. It is also important to consider parallel usage of existing gender-specific terms. 

When possible and contextually appropriate, use nouns and pronouns that are gender-neutral rather than gender-specific.

• Instead of: waitress; businessman; workman; mailman
• Use: server; businessperson; worker; mail carrier
• Instead of: mankind; man-made; man hours; man-sized job
• Use: humankind; synthetic; working hours; large job

When referring to people in general, use plural pronouns "s/he" or "he or she" instead of gender-linked pronouns.

• Instead of: She looks for premium products and appreciates a stylish design.
• Use: They look for premium products and appreciate a stylish design.
• Instead of: Before a new business-owner files tax returns, he should seek advice from a certified public accountant.
• Use: Before a new business-owner files tax returns, she or he should seek advice from a certified public accountant.

When a singular pronoun is needed, use the "singular they" with a singular antecedent. In these examples, the antecedents are "the patient" and "someone."

•  Instead of: The patient should be informed of how much he will need to pay prior to the procedure. 
• Use: The patient should be informed of how much they will need to pay prior to the procedure. 
• Instead of: Someone left his lunch in the break-room microwave.
• Use: Someone left their lunch in the break-room microwave. 

When in doubt, use gender-neutral salutations.

• Instead of: Dear Sir; Dear Gentlemen
• Use: Dear Personnel Department; Dear Switzer Plastics Corporation; Dear Director of Research

Additionally, many editing houses, corporations, and government bodies have official policies favoring in-house use of gender-neutral language. In some cases, laws exist to enforce the use of gender-neutral language in certain situations, such as job advertisements. Different authorities have presented guidelines on when and how to use gender-neutral, or "non-sexist" language. Several are listed below:

• The Publication Manual of the American Psychological Association has an oft-cited section on "Guidelines to Reduce Bias in Language."
• American Philosophical Association—published in 1986
• The Guardian—see section called "gender issues"
• "Avoiding Heterosexual Bias in Language," published by the Committee on Lesbian and Gay Concerns, American Psychological Association.