The guidance from the ADA National Network on writing about people with disabilities is consistent and practical: ask about language preferences, use neutral language, avoid condescending euphemisms, and focus on accessibility needs rather than treating disability as a deficiency. Most of what follows is that guidance applied to a workday.
Specific means you say what is true and useful. If a participant needs materials in large print, say large print. If a colleague is Deaf and uses ASL, say that if it is relevant to the meeting. You do not need a diagnosis, and you do not get to assume one. Neutral means the words carry no verdict. “Has a spinal cord injury” is neutral. “Suffers from,” “victim of,” “afflicted with” and “stricken by” are not; they announce a tragedy the person did not report. “Special needs,” “differently abled” and “physically challenged” are not neutral either; they are euphemisms, and euphemisms signal that the speaker finds the plain word uncomfortable.
Chosen by the person settles the question staff ask most often. Person-first language, “a person with a disability,” “a person who uses a wheelchair,” puts the person before the condition and is often appropriate, especially when you do not know a preference. Identity-first language, “a Disabled person,” “a Deaf person,” “an autistic person,” treats disability as part of identity and is strongly preferred in several communities. Neither is a rule that overrides the individual. This course uses both. When you know a person’s preference, use it. When you do not, ask, or use whichever the person has used about themselves.
