A Quick Guide to Sharing Pronouns in Email Signatures

Email signatures have often been used as a way for people to express themselves and share information.  Whether it’s to include your favorite quote or a professional photo, personalizing one’s email signature can be a great medium for self expression.

Increasingly, individuals have been sharing pronouns in their email signatures.  If you are new to this application you may have thought to yourself, “Pronouns?  Why is that there?”

As our world becomes more visibly gender diverse, it is important for us to learn how to communicate with and about transgender and gender diverse people appropriately and accurately.  Understanding the importance and practice of pronouns is a critical step to ensure greater gender inclusion.

Here are a few quick tidbits to help you understand pronouns and better support transgender and gender diverse folks you work with.

What are pronouns?

Pronouns are the words we use to refer to each other instead of a person’s name.  In the English language, this includes he/him, she/her, or they/them.  

There are also many other pronouns that individuals may use.  For example, the German pronouns ze/hir (pronounced zee/here) have become more common gender-neutral pronouns used world-wide.

Here’s a quick breakdown of commonly used pronouns:

Image description: An image card shows example of sentences with numbers corresponding to the next image. The image card states: “Pronouns: A How to Guide. Subject: (1) laughed at their joke. Object: They tried to convince (2) that their idea was best. Possessive: (3) favorite color is green. Possessive Pronoun: The business card is (4). Reflexive (1) think(s) highly of (5).”

Image description: An image card shows example of pronouns with numbers corresponding to the image above. The card shows numbers corresponding to pronouns. “1: they, she, he, ze. 2: them, her, him, hir. 3: their, her him, hir. 4: theirs, hers, his, hirs. 5: themself, herself, himself, hirself. This pronoun list is not exhaustive. It is always important to use the pronouns that an individual uses. Adapted from UW Milwaukee LGBTQ Resource Center. https://uwm.edu/lgbtrc'/support/gender-pronouns/”

Why they/them pronouns?

They/them pronouns are one of the most common gender-neutral pronouns in the English language.  

You may be thinking…

“but doesn’t they/them mean I’m referring to multiple people?” 

or  

“but that’s grammatically incorrect!”.  

In fact, they/them pronouns are used in the singular all of the time, most of us just don’t realize it.

For example:  You leave a team meeting and a phone has been left on the desk.  You call out to your colleagues, “Hey, who was sitting up front?  They left their phone.”  It is not until you find out who left the phone that you change to use the pronouns of the individual in question.  “Oh, it was Raquel, she left her phone”.  

As the use of “singular they” has become more prominent in the English language, we’ve even seen it added to Merriam-Webster Dictionary as a designated singular-use pronoun.

For most people, using they/them pronouns in the singular feels new.  Because of this, it is important to practice using they/them (or other gender neutral pronouns) in the singular (on your own time or with a trusted confidant) to make sure you can appropriately refer to your colleagues, clients, or others in your life.

Image description: Two individuals are walking while in conversation.  The person on the left says, “Can we practice they/them pronouns?”.  The person on the right says, “Sure! There’s a new person on my team and I really like working with them.”

How do pronouns relate to someone's gender identity/expression?

Though pronouns may reflect a person’s gender identity or expression, this is not true for everyone.  For transgender and non-binary people especially, it is a common experience that their pronouns differ from how they are perceived by others.  

It is always important to ask for someone’s pronouns to make sure you are referring to them appropriately.  This should become a common practice you use for all individuals in your life, not just those you assume to be gender diverse. 

One of the best ways to practice this is to first introduce yourself with your name and pronouns.  By doing so, you set the example for others to do the same.

Image description: 4 coworkers are walking and each states their pronouns. “I use she or they pronouns.  I use they/them pronouns.  I use she/her pronouns.  I use he/him pronouns.”

Proper pronouns vs. preferred pronouns

When referring to pronouns, it’s best to use the language of asking for “pronouns” or “proper pronouns” rather than “preferred pronouns”.  Some people may see “preferred pronouns” as though they are optional.  Using someone’s proper pronouns is always important and should never be seen as optional.

What do I do if I mess up?

You may be thinking to yourself…

“What if I’ve known someone by one name and set of pronouns for over 10 years and now that person goes by a new name and set of pronouns and it feels new for me to make the adjustment?”  

or

“What if I’ve never consciously used they/them pronouns and I’m having trouble getting them under my tongue?”

Given that you’re human, it’s likely that you will make a mistake at some point.  Here are a few quick steps you can take when you do make a mistake.

Image description: On the left side, a list is written: “1. Apologize, 2. Correct yourself, 3. Quickly move on, 4. Do your best not to do it again.”  On the right side, a woman is having a phone call and says, “I was talking to her… I’m sorry… I mean, I was talking to them and they were glad we took the meeting.”

Putting Pronouns in your Email Signature

As we seek to find ways to better communicate with each other and ensure respect of folks across the gender spectrum, it is important to include your pronouns in your email signature.  Putting pronouns in your email signature will communicate respect and support of folks across the gender spectrum and set an example for others to do the same.

Pro tip: When putting pronouns in your email signature, always include a link to information that can help educate others about the importance of pronouns.

Copy and paste the template and link below to make your email signature more gender inclusive.

Rex Wilde | they/them pronouns - Learn More

Founder, Rex Wilde Consulting

(213) 632-6946 | rex@rexwilde.com

For inquiries on how you can make your workplace more gender inclusive, contact me at rex@rexwilde.com.