Email Signature with Pronouns: How to Include They/Them Professionally

Pronouns in email signatures have become increasingly common across industries. What started as a practice in progressive organizations has spread to corporations, universities, government agencies, and small businesses worldwide. Including pronouns like she/her, he/him, or they/them helps colleagues, clients, and contacts address you correctly while signaling respect for gender diversity.

Whether you want to add pronouns to your own signature or develop guidelines for your organization, this guide covers the why, where, and how of professional pronoun inclusion.

Why Include Pronouns in Your Email Signature?

Adding pronouns to your signature might seem like a small detail, but it carries meaningful benefits for workplace communication and culture. Understanding these reasons helps explain why the practice has gained such widespread adoption.

Research shows that when leaders and majority-group members share their pronouns, it reduces the burden on transgender and non-binary individuals who might otherwise feel singled out for doing so. The practice becomes normalized rather than exceptional.

Where to Place Pronouns in Your Signature

The most effective pronoun placement depends on your signature layout and personal preference. These four approaches all work well in professional settings. Choose the one that fits your signature design and company culture.

Best Practices for Placement

• Keep pronouns near your name: Recipients should see your pronouns immediately after learning your name
• Maintain visual hierarchy: Pronouns should be visible but not dominate the signature
• Match your format to company standards: If your organization has signature templates, add pronouns consistently
• Consider international recipients: A "Pronouns:" label helps those unfamiliar with the convention

Formatting Options for Email Signature Pronouns

Several formatting conventions exist for displaying pronouns. All are professionally acceptable, so choose based on your preference and organizational norms.

Using Multiple Pronouns

Some people use multiple pronoun sets, such as she/they or he/they. This indicates comfort with either option. When someone lists multiple pronouns, you may use whichever feels natural in context, or alternate between them. If unsure, ask which they prefer in different situations.

Neopronouns in Professional Settings

Neopronouns like ze/zir or xe/xem are less common but equally valid. If including neopronouns in your signature, consider adding a brief explanation or link since many recipients will be unfamiliar with their usage.

Company Policies on Pronoun Sharing

Organizations increasingly develop policies around pronoun sharing in signatures and other communications. A thoughtful policy respects individual choice while encouraging inclusive practices.

Voluntary vs. Mandatory Sharing

Most organizations opt for voluntary pronoun sharing rather than mandates. Making pronouns required can inadvertently pressure people who aren't ready to share their gender identity or those with safety concerns. The most effective approach encourages sharing while respecting those who choose not to participate.

Handling Mistakes Gracefully

When someone misgenders you or a colleague, a brief correction works best: "Actually, Jordan uses they/them pronouns." If you make the mistake, apologize briefly, correct yourself, and move on. Extended apologies can make the situation more uncomfortable for everyone.

Building an Inclusive Workplace Through Signatures

Email signatures represent just one element of workplace inclusion, but they're highly visible. Every email you send carries this small but meaningful signal about your values and your organization's culture.

Beyond the Signature

Pronoun sharing in signatures works best alongside other inclusive practices:

• Meeting introductions: Encouraging pronoun sharing during introductions normalizes the practice
• HR systems: Allow employees to update pronouns in company directories and profiles
• Training: Provide education on respectful pronoun usage for all employees
• Name badges and profiles: Include pronoun fields on conference badges, Slack profiles, and video call displays

Responding to Questions

Colleagues or clients unfamiliar with pronoun sharing may ask why you include them. A simple response works well: "I include my pronouns so people know how to refer to me, and to normalize the practice for those whose pronouns might not be obvious from their name."

Email Signature Pronoun Examples by Industry

Pronoun inclusion has spread across all industries, though formatting may vary by sector:

• Technology: Often uses casual formats like "(she/her)" directly after the name
• Legal: May use more formal formats like "Pronouns: she/her/hers"
• Healthcare: Frequently includes pronouns to model patient-centered communication
• Education: Common at all levels, from K-12 to universities
• Finance: Growing adoption, particularly at firms focused on DEI initiatives
• Government: Increasingly common in agencies with inclusion mandates

Create Your Inclusive Email Signature

Adding pronouns to your email signature takes just a few seconds but contributes to a more inclusive communication environment. Whether you use she/her, he/him, they/them, or another set, clearly displaying your pronouns helps recipients address you correctly and signals your support for gender diversity.

SigGen's email signature generator includes a dedicated pronoun field that automatically formats and positions your pronouns professionally. Choose from multiple placement options and formatting styles to match your organization's culture.