Respectful Communications

At BCIT, respectful and inclusive communication supports a learning and working environment where everyone feels welcomed, valued, and able to participate fully. How we communicate is part of how we live BCIT’s values—Achieve Excellence, Embrace Innovation, Champion Diversity and Inclusion, Pursue Collaboration, and Engage with Respect. BCIT’s expectations for respectful behaviour apply across BCIT-related activities, including online and electronic communications.

The following guidance applies to emails, video and Microsoft Teams meetings, and in person interactions.

Remember when sharing constructive feedback
When providing constructive criticism or other information or feedback that may be considered negative, be mindful of who this information needs to be shared with. Whether via email, an online meeting, or in person, most people prefer to receive corrections in private. Include others only when necessary, on a need-to-know basis. Find more information on Giving and Receiving Feedback.

Emails

Email can be easy to misinterpret because tone and non-verbal cues are missing. Aim for clarity, respect, and professionalism.

Use a clear subject line and a respectful greeting.
Use people’s preferred names and pronouns; if you’re unsure, use gender-neutral language (e.g., they/them) until you know.
Be thoughtful about who is included in the email (especially when using “Reply all”).
Keep messages focused and easy to scan (short paragraphs; bullets for action items) so any request is clear.
Be mindful of expectations for response times and reserve urgent language for situations that genuinely require it.
If you cannot meet a proposed deadline or request for additional support, ensure you share your feedback respectfully and communicate you wish to find a mutually agreeable solution.
Consider accessibility and review these Government of BC Guidelines on Creating Accessible emails in Microsoft Outlook.
Proofread before sending and consider how your wording might be received.
Don’t forget to say “please” and “thank you” and end your message with an appropriate conclusion like “Best regards”

Sending messages when you’re angry or highly frustrated (pause and revisit later).
ALL CAPS, excessive punctuation, or sarcasm/humour that could be read as hostile or dismissive.
Avoid language that may seem overly abrupt or unnecessarily critical. Never include personal attacks or insults. Remember the tips from Giving and Receiving Feedback.
The topic is sensitive, complex, or likely to escalate—sometimes a conversation is more respectful and effective by phone, video, or in person.

Video

Virtual meetings are shared spaces and the same expectations for respectful participation apply—along with a few practices that help people engage online.

Share the agenda and any materials in advance when possible.
Ensure invitees know if their attendance is optional or required.
Join on time and test your audio/video so the meeting can start smoothly.
Ensure that your video background or anything your camera can see (even if it is inside your home) is appropriate for the work or learning environment.

Start with brief introductions, including preferred names and pronouns where appropriate.
Speak clearly, at a steady pace, and loud enough to be heard.
Avoid interrupting; use “raise hand,” chat, or turn-taking agreed by the group.
Mute when not speaking to reduce background noise.
If you’re having connection issues, let the host know and step out briefly to reboot rather than disrupting the meeting.
Close by confirming what was accomplished and any follow-up (notes, action items).

In-person

In-person communication shapes classroom, office, and campus culture. These practices support respectful interactions and inclusive participation.

Remember that disability, neurodiversity, cultural norms, and identity may not be visible—approach with curiosity and care rather than assumptions about folks’ needs and preferences. For example, invitations to meetings can include a line asking folks to let you know if they require any accommodations to fully participate.
Where possible, share information in accessible ways (clear language, readable formatting, and options for follow-up).

If you make a mistake

Everyone makes mistakes. It’s normal to feel uncomfortable, embarrassed, and/or defensive when you realize you’ve made a mistake. Try to notice the urge to justify yourself or minimize the impact, and instead focus on accountability and learning. Sit with the discomfort, and reflect on what you can do differently next time. What matters most is how you respond. Overexplaining, defending your intent, or making the situation about your own feelings can place additional emotional labour on the person who was harmed.

It is best to briefly acknowledge your mistake, correct yourself, and move forward respectfully. Making repair is part of building a respectful learning and working environment at BCIT, and mistakes can become opportunities to strengthen trust when they’re handled with care, humility, and commitment to change.

Respectful Communications

Emails

Quick tips

When to avoid using emails

Video

Before the meeting

During the meeting

Keep it inclusive

In-person

Everyday respectful practices

Support inclusion and access

If you make a mistake