How to Add Pronouns to Your Email Signature (With Examples)

Email signature pronouns are the personal pronouns (such as she/her, he/him, or they/them) that a person includes in their email signature to indicate how they would like to be addressed. Adding pronouns to your email signature is a simple, professional gesture that removes guesswork for recipients, normalizes the practice for people whose pronouns are not immediately obvious, and signals that your workplace values inclusive communication. It takes under a minute to set up and costs nothing.

According to a SHRM survey on workplace inclusion, 72% of HR professionals say inclusive workplace practices directly improve employee retention and satisfaction. A LinkedIn Talent Solutions report found that 76% of job seekers consider a company's diversity practices when evaluating offers. Your email signature is one of the most visible signals of that commitment, appearing in every message your organization sends.

This guide covers why pronouns in email signatures matter, how to format them, where to place them, how to set them up in Outlook and Gmail, and how to handle common questions about the practice.

Why Add Pronouns to Your Email Signature

Adding pronouns to your email signature serves several practical purposes beyond signaling allyship.

It Removes Assumptions

Names do not always indicate gender. International teams, cross-cultural communication, and names that are gender-neutral in one language but not another create situations where recipients have to guess. Including pronouns eliminates that guessing entirely.

Consider these names: Alex, Morgan, Priya, Sasha, Andrea, Yuki, Jordan, Robin. Without pronouns, a recipient in a different country or culture may default to an incorrect assumption. That leads to awkward corrections, or worse, the person on the receiving end silently tolerating being misgendered for the duration of a project.

It Normalizes the Practice

When only transgender or non-binary individuals share their pronouns, the act itself becomes a signal. When everyone shares pronouns, it becomes routine. This matters because it means people who genuinely need the practice are not singled out by using it.

Email signature pronouns normalize inclusion by making pronoun-sharing a standard part of professional communication rather than an exception. When the CEO, the intern, and everyone in between share their pronouns, the practice loses any stigma and becomes as ordinary as listing a phone number.

It Signals Professionalism

Major organizations including Google, Microsoft, Deloitte, PwC, McKinsey, and most Fortune 500 companies now encourage or require pronoun sharing in email signatures. Including pronouns positions your organization alongside industry leaders in professional communication standards.

It Reduces Miscommunication

When people use the wrong pronouns in email threads, it creates friction. Someone gets misgendered, decides whether to correct the sender (which takes emotional energy), and the conversation derails. Pronouns in signatures prevent this friction before it starts.

Pronoun Formatting Options

There are several widely accepted ways to format pronouns in an email signature. Each has its strengths depending on your organization's style and the amount of space available.

Parentheses Format

The parentheses format is the most common in professional settings. It is compact, unambiguous, and visually connected to the name. Most style guides recommend this approach for its simplicity.

Slash Format

Placing pronouns on a separate line directly below the name gives them their own visual space. This works well when the name line is already long or when the signature uses a stacked vertical layout.

Pipe Separator Format

The pipe separator works well in single-line layouts and is common in tech companies. It provides clear visual separation between the name and pronouns without adding a new line.

Pronouns Label Format

Using the explicit label "Pronouns:" helps recipients who may be unfamiliar with the practice understand what the notation means. This format is common in organizations that are newly adopting pronoun sharing.

Comparison Table

Format	Example	Best For
Parentheses	Jamie Park (they/them)	Most professional settings
Separate line	Name + line break + he/him	Stacked/vertical layouts
Pipe separator	Name | she/her	Tech companies, compact layouts
Labeled	Pronouns: he/him	Organizations new to the practice

Where to Place Pronouns in Your Signature

Placement matters. Pronouns should appear close to your name so recipients make the connection immediately.

Recommended Placement

The ideal placement is immediately after your name on the same line, or on the very next line. This positions pronouns as an extension of your identity, not an afterthought buried below your phone number.

Strong placement:

Weak placement:

When pronouns sit at the bottom, recipients may never see them, especially in threaded email conversations where signatures get truncated.

Styling Tips

• Match the styling of your name. If your name is in bold, keep pronouns in regular weight on the same line or in a slightly smaller font on the next line.
• Do not use a different color. Pronouns should blend naturally with the rest of your signature, not stand out as a highlighted afterthought.
• Keep the font consistent. Use the same typeface and a similar size (you can go one point smaller if needed).
• Avoid italics. Italicizing pronouns can make them look like a disclaimer rather than a natural part of your identity.

Full Signature Examples With Pronouns

Example 1: Corporate Professional

Example 2: Creative Industry

Example 3: Academic

Example 4: Sales and Client-Facing

Example 5: Executive Leadership

When leadership includes pronouns, it sends the clearest possible signal that the practice is valued across the organization. Executives set the tone for what is considered standard professional behavior.

For more formatting ideas, explore our email signature examples and professional signature templates.

How to Add Pronouns in Gmail

Setting up pronouns in your Gmail signature takes less than two minutes.

1. Open Gmail and click the gear icon in the top right corner
2. Click See all settings
3. Scroll down to the Signature section
4. If you have an existing signature, click on it to edit. If not, click Create new
5. Add your pronouns directly after your name, using your preferred format (e.g., parentheses, pipe separator)
6. Format the pronouns to match the rest of your name line (same font and size)
7. Click Save Changes at the bottom of the page

Tip: Gmail's signature editor can be finicky with formatting. If pasting from another source introduces unwanted styling, type the pronouns directly in the editor to keep the formatting clean.

For a complete Gmail signature setup walkthrough, see our Gmail email signature guide.

How to Add Pronouns in Outlook

Adding pronouns in Outlook works in both the desktop and web versions.

Outlook Web (Microsoft 365)

1. Click the gear icon and go to Settings
2. Search for "Signature" or navigate to Mail > Compose and reply
3. Edit your existing signature or create a new one
4. Add your pronouns after your name in your preferred format
5. Click Save

Outlook Desktop (Windows)

1. Go to File > Options > Mail > Signatures
2. Select the signature you want to edit
3. Add your pronouns after your name
4. Click OK to save

Outlook Desktop (Mac)

1. Go to Outlook > Settings > Signatures
2. Select your signature
3. Add your pronouns after your name
4. Close the settings window (changes save automatically)

For detailed Outlook instructions, check our Outlook email signature guide.

Company Policy Guidance for Pronoun Sharing

If you are an HR leader or manager considering a company-wide pronoun policy, there are important nuances to get right.

Encourage, Do Not Mandate

The most effective policies encourage pronoun sharing without requiring it. Mandating pronoun disclosure can put closeted employees or those questioning their gender identity in an uncomfortable position. The goal is to create an environment where sharing is easy and normalized, not enforced.

Recommended policy language:

"We encourage all employees to include their pronouns in their email signatures. This practice helps create an inclusive environment where everyone is addressed respectfully. Sharing your pronouns is optional and entirely your choice."

Provide Templates

Do not leave employees to figure out formatting on their own. Provide two or three approved formats and let employees choose their preference. This ensures visual consistency across the organization while respecting individual choice.

Include It in Onboarding

New employee onboarding is the natural moment to introduce pronoun sharing. When it is part of the email setup process alongside profile photo and contact details, it becomes routine rather than a special initiative.

Lead From the Top

Policies carry more weight when leadership visibly participates. If the C-suite and department heads include pronouns in their signatures, employees feel safer doing the same. If leadership does not participate, some employees will read that as a signal that the practice is not truly valued.

Address Common Pronoun Sets

Make sure your policy and templates account for the most common pronoun formats:

Pronouns	Usage
she/her	Used by many women and some non-binary people
he/him	Used by many men and some non-binary people
they/them	Used by many non-binary and some binary people
she/they	Comfortable with either she/her or they/them
he/they	Comfortable with either he/him or they/them
ze/zir	Neopronouns used by some non-binary people

Handling Questions and Pushback

Introducing pronoun sharing in an organization sometimes generates questions. Here is how to address the most common ones directly.

"Why should I add pronouns if mine are obvious?"

That is precisely the point. When people whose pronouns match expectations share them, it normalizes the practice for people whose pronouns do not. It is similar to wearing a name tag at a conference even when you know most attendees. You do it to create a shared norm, not because you personally need it.

"Is this a political statement?"

No. Pronouns are a part of grammar. Every language has them. Sharing your pronouns in an email signature is a professional courtesy, like including your title or phone number. It helps recipients communicate with you correctly. Organizations across industries, from investment banks to hospitals to government agencies, adopt this practice because it reduces miscommunication.

"What if I do not know what pronouns to use?"

If you are unsure, start with what feels right for you. Most people use the pronouns that correspond to how they are addressed in everyday life. If you are drafting a company policy, providing examples (she/her, he/him, they/them) and a brief explanation helps employees who have not encountered the practice before.

"Can I refuse to add pronouns?"

Yes. In a well-designed policy, pronoun sharing is always optional. Nobody should be forced to disclose personal information. The goal is to make sharing easy and judgment-free, not to mandate it.

"Will clients or partners react negatively?"

The vast majority of clients will not notice or will view it positively. For the small number who object, your organization needs to decide whether accommodating that objection aligns with your values. In practice, major global firms, law firms, and consulting companies have adopted pronoun sharing without measurable client pushback.

Managing Pronouns Across Teams

For organizations with more than a handful of employees, managing pronoun consistency in email signatures becomes an operational question.

When each employee edits their own signature manually, you end up with inconsistencies. One person writes "(she/her)" while another writes "Pronouns: she/her/hers" while a third puts pronouns in a different font at the bottom. These inconsistencies undermine both brand consistency and the professional polish of the practice.

Centralized signature management solves this by letting you define an approved pronoun field and format in your signature template. Employees enter their pronouns once, and the system applies consistent formatting across every signature in the organization. When someone updates their pronouns, the change propagates automatically.

Signkit's template system lets you add a pronouns field to any signature template, ensuring consistent placement and formatting across your entire organization. Try it free.

Frequently Asked Questions

Should pronouns be required in email signatures?

No, pronoun sharing should always be optional. Requiring disclosure can put employees in uncomfortable positions, particularly those who are questioning their gender identity or are not yet ready to share. The best approach is to encourage the practice, provide clear templates, make it part of onboarding, and have leadership model the behavior. This creates a culture where sharing is normalized without anyone feeling forced. A voluntary policy with high participation rates is more meaningful than a mandate with reluctant compliance.

What is the most professional format for pronouns in an email signature?

The parenthetical format directly after your name is the most widely adopted in professional settings. For example: "Sarah Chen (she/her)." It is compact, immediately associated with the name, and does not require a separate line. The pipe separator format ("Sarah Chen | she/her") is the second most common, particularly in technology and creative industries. Whichever format you choose, the key is consistency across your organization so that all signatures look cohesive and intentional.

Do pronouns in email signatures affect how clients perceive a business?

Research and widespread adoption suggest the impact is neutral to positive. A Glassdoor survey found that 76% of employees and job seekers say a diverse workforce is important when evaluating companies. Pronouns signal that your organization is thoughtful about communication and respect. Fortune 500 companies, global consulting firms, and major law firms have adopted the practice without reporting negative client reactions. For most recipients, pronouns in a signature are as unremarkable as a phone number.

Where exactly should pronouns go in an email signature?

Place pronouns immediately after your name on the same line, or directly below it on the next line. This positions them as a natural extension of your identity. Avoid placing pronouns at the very bottom of the signature below contact details and social links, as they may get cut off in email threads and lose their connection to your name. The closer pronouns sit to your name, the more naturally recipients absorb the information.

How do I add pronouns to a team-wide email signature?

For organizations managing signatures across multiple employees, use a centralized email signature management platform. This allows you to add a pronouns field to your signature template that employees can populate individually while maintaining consistent formatting. The pronouns field should be optional in the template. When an employee enters their pronouns, the system formats and places them according to your company standard. This eliminates the inconsistencies that come from manual editing. Signkit supports custom pronoun fields in all signature templates.

Key Takeaways

• Add pronouns directly after your name using parentheses, a pipe separator, or a labeled format for the clearest, most professional presentation
• Encourage but never mandate pronoun sharing in company policies to create genuine inclusion without putting anyone in an uncomfortable position
• Use consistent formatting across your organization by providing approved templates and using centralized signature management
• Place pronouns near your name, not at the bottom, so they are visible even in truncated email threads and reply chains
• Leadership participation drives adoption more effectively than any written policy alone, so ensure executives and managers include pronouns in their own signatures

Make Pronoun Sharing Easy for Your Team

Adding pronouns to one signature takes a minute. Adding them consistently across an entire organization takes a system. Signkit lets you build signature templates with optional pronoun fields, so every team member gets a professionally formatted signature that reflects your company's commitment to inclusive communication.

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