Write calendar entries for a broad audience
Use neutral descriptions and make the limits of the information clear.
Describe an observance accurately and concisely. Do not imply that everyone in a community observes it, that any individual observes it, or that a calendar entry determines anyone’s availability.
Use a shared calendar as a planning reference. Keep personal calendars and individual accommodation information separate from shared editorial content. When a date or description is uncertain, hold the entry for verification rather than publishing a guess.
Invitation wording: assumption to option
Worked example for a fictional Northstar Services team event.
| Details | Avoid | Prefer |
|---|---|---|
| Invitation | We know everyone will be celebrating, so join us for the event. | You’re welcome to join us. If this time does not work for you, the agenda and a way to share input will be available afterward. |
| Why the revision helps | Assumes shared observance and availability. | Makes participation optional and offers an alternative without asking anyone to explain why. |
Review before publishing
A short editorial check for each proposed entry or related invitation.
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1
Verify the entry
Check the source and the date or date range. If the information is uncertain, record the uncertainty for review instead of presenting it as settled.
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2
Check the description
Use concise, neutral language. Remove wording that suggests all members of a group observe or participate in the same way.
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3
Review the event plan
Consider an alternative time and a practical way to participate asynchronously, where the event allows it.
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4
Check the invitation
Make participation optional in tone and avoid asking people to disclose beliefs or personal circumstances in a group message.
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5
Record the handoff
Send unresolved date or wording questions to the designated calendar steward or editorial reviewer before publication.