Equity & Community Resources

Why Personal Pronouns Matter in a Signature Line

Including personal pronouns (such as she/her, he/him or they/them) in an email signature is a respectful and inclusive practice that helps create a more welcoming environment for everyone.

Pronouns refer to how a person would like to be addressed in place of their name. While many people may identify with the pronouns typically associated with their name or appearance, this is not always the case. For individuals who are gender nonconforming, nonbinary or transgender, being misidentified can cause discomfort or harm. Listing pronouns in a signature line helps avoid assumptions and signals that you recognize and respect individual identities.

For those who choose to share their pronouns, it can help normalize the practice and can make it easier for others — especially those in historically marginalized communities — to share theirs without fear of being singled out.

This simple action contributes to a culture of belonging, builds trust and aligns with broader efforts to support diversity, equity, and inclusion in the workplace and beyond.

What Are Pronouns?

Pronouns are words we use in place of someone's name, such as "she," "he" or "they," to refer to them respectfully and accurately. Using the correct pronouns affirms a person's identity and helps create an inclusive environment. It's a simple but powerful way to show respect and foster belonging.

Common Pronouns & What They Mean

  • She/Her/Hers - Used by many women and some nonbinary individuals.
    Example: She is speaking. I talked to her. That is hers.
  • He/Him/His - Used by many men and some nonbinary individuals.
    Example: He is speaking. I talked to him. That is his.
  • They/Them/Theirs - Used by nonbinary individuals, as well as when gender is unknown or irrelevant.
    Example: They are speaking. I talked to them. That is theirs.
  • She/They - Used by individuals who are comfortable with both “she/her” and “they/them” pronouns. You can alternate or ask what they prefer.
  • He/They - Used by individuals who are comfortable with both “he/him” and “they/them” pronouns. You can alternate or ask what they prefer.
  • They/She or They/He - Same as above, with a preference for leading with “they/them” first. Indicates that “they” might be the more preferred or primary pronoun.
  • Ze/Zir/Zirs (pronounced zee/zeer/zeers) - A gender-neutral set of pronouns used by some nonbinary or gender-nonconforming individuals.
    Example: Ze is speaking. I talked to zir. That is zirs.
  • Ze/Hir/Hirs (pronounced zee/hear/hears) - Another gender-neutral set of pronouns.
    Example: Ze is speaking. I talked to hir. That is hirs.
  • Name Only / No Pronouns - Some people prefer not to use pronouns at all and instead go by their name in every reference.
    Example: Taylor is speaking. I talked to Taylor. That is Taylor’s.

Note: This is not a complete list of all pronouns—there are many other options individuals may use.

What to Do If You Use the Wrong Pronouns

  • Apologize briefly and sincerely. A simple, “Sorry, I meant they,” is often enough. Keep it respectful, without making it about your guilt or embarrassment.
  • Correct yourself and move on. Quickly restating the sentence with the correct pronoun helps reinforce the correction without drawing extra attention. “He and I—sorry, they and I—were talking about the project.”
  • Avoid over-apologizing. Long apologies can make the person feel awkward or responsible for your discomfort. Instead, focus on doing better next time.
  • Practice privately if needed. If you’re having trouble adjusting, practice using the correct pronouns when referring to the person in your mind or in conversation with supportive colleagues.
  • Commit to learning. Mistakes happen, especially when learning something new. What matters most is showing effort, respect and a willingness to grow.

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