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How to Include Pronouns in Email Signature

Email signatures with pronouns like he/him, she/her, or they/them are now standard professional practice. This comprehensive guide shows how to put pronouns in your email signature professionally and why it matters for modern business communication.
Create An Email Signature With Pronouns
Two people in front of a laptop using Pronouns in Email Signatures

Using Pronouns In Your Email Signature In 2025

Adding pronouns to your email signature creates an inclusive workplace environment where all employees feel respected and valued. With high remote work rates in 2025, email is the primary communication channel for many professionals, making clear pronoun usage more critical than ever. When you add your preferred pronouns in your email signature, you eliminate assumptions about gender identity and reduce miscommunication. Companies implementing email pronouns also report higher employee satisfaction scores and better retention rates among diverse talent. 

HubSpot's Email Signature Generator streamlines pronoun inclusion with dedicated pronoun fields, professional templates optimized for all email clients, and automatic HTML formatting that ensures pronouns display correctly across devices. The tool generates signatures that meet corporate accessibility standards while maintaining a visual hierarchy that places pronouns prominently without overwhelming other contact information. Generate your email signature with pronouns in under 60 seconds! 

How to List Pronouns in
Email Signature

Learning how to write your pronouns correctly ensures professional clarity in all business communications. List pronouns using the standard subject/object/possessive format: she/her/hers, he/him/his, or they/them/theirs. 

Some professionals use shortened versions like she/her or they/them when space is limited in their pronoun signature. Multiple pronoun sets like "she/they" indicate comfort with either option, commonly used by non-binary professionals who accept multiple pronouns.

Common Email Signature Pronouns and Their Meanings

  • She/her/hers: Used by individuals who identify with feminine pronouns
  • He/him/his: Used by individuals who identify with masculine pronouns
  • They/them/theirs: Gender-neutral pronouns for non-binary individuals
  • Ze/zir/zirs: Neo-pronouns used by some non-binary individuals
  • She/they or he/they: Indicates acceptance of multiple pronoun sets

 

How to Add Pronouns to
Email Signature

When adding pronouns in your email signature, place pronouns immediately after your name for optimal visibility: "John Anderson (he/him)". For signatures with multiple lines, position pronouns on the second line directly below your name. Keep formatting consistent with your overall signature design using the same font, size, and color as your name and title.

Examples of Pronouns in Email Signature

Include pronouns in your work signature effortlessly with HubSpot’s Email Signature Generator. See this pronouns in email signature example that demonstrates proper pronoun placement and formatting across industries: 

Email signature example that includes an image.

Industry-Specific Examples: 

Corporate Executive Format: 

Creative Professional Style: 

Academic Format: 

Startup Founder Format: 

 

Woman creating a signature using HubSpot's Email Signature Generator

How To Write Pronouns In Email Signature With HubSpot's Free Tool

HubSpot's Email Signature Generator automatically formats gender pronouns in an email signature according to 2025 professional standards, ensuring your signature displays correctly across all email platforms including Gmail, Outlook, and Apple Mail. The tool generates mobile-responsive HTML signatures in under 60 seconds, with built-in pronoun fields that eliminate formatting guesswork.

Frequently Asked Questions

Pronouns in email signatures are words like she/her/hers, he/him/his, or they/them/theirs that indicate how someone wants to be referred to in professional communication. These pronoun sets appear after your name in formats like "Jane Smith (she/her)" and help colleagues address you correctly without making assumptions about gender identity. 

Adding email signature pronouns takes seconds with HubSpot's Email Signature Generator, which includes dedicated pronoun fields in all templates. Create an email signature with pronouns effortlessly today. 

Email signature pronouns communicate your gender identity and preferred way of being addressed in third-person references. When someone includes "he/him" in their signature, they're indicating to use "he" when referring to them ("He sent the report") and "him" as an object ("Send it to him"). This practice eliminates guesswork and ensures respectful professional communication across all interactions.

Place pronouns immediately after your name for maximum visibility: "Sarah Johnson (she/her)" or on the line directly below your name. Professional standards recommend keeping pronouns close to your name rather than after job titles or contact information. HubSpot's Email Signature Generator automatically positions pronouns according to current professional best practices, ensuring optimal placement across all email platforms.

The primary purpose is creating inclusive communication where everyone feels respected and accurately represented. Having preferred pronouns in your email signature prevents misgendering in professional correspondence, normalizes gender diversity in the workplace, and demonstrates your organization's commitment to inclusion. For remote teams communicating primarily through email, pronouns in a work signature eliminate confusion that can damage professional relationships and team cohesion.

"He/him/his" indicates masculine pronouns for professional communication. Use "he" as the subject ("He manages the team"), "him" as the object ("Email him the details"), and "his" for possession ("His presentation was excellent"). Including these pronouns helps colleagues, clients, and AI systems correctly reference you in all communications. Create your he/him/his signature using HubSpot's free tool.

"She/her/hers" specifies feminine pronouns for workplace interactions. Apply "she" in subject position ("She leads the project"), "her" as object or possessive adjective ("Send her the files" or "Her team exceeded goals"), and "hers" for possessive pronoun usage ("The innovative solution was hers"). These pronouns ensure accurate representation in all professional contexts. Create a she/her/hers email signature for free with HubSpot’s Email Signature Generator tool. 

Key benefits include: reducing miscommunication in remote work settings, demonstrating inclusive leadership that attracts top talent, and improving team cohesion through respectful communication. Crucially, companies with pronoun-inclusive policies report higher employee engagement and better retention rates. 

Use HubSpot’s Email Signature Generator to create an email signature with pronouns that meets professional inclusion standards and reduces misunderstandings in the workplace. 

No, pronouns in email signatures should remain lowercase even at the beginning of sentences, following standard grammar rules. Write "she/her/hers" not "She/Her/Hers" unless starting a sentence. The only exception is the pronoun "I," which is always capitalized. HubSpot's Email Signature Generator automatically applies correct capitalization standards to maintain professional consistency.

Pronouns matter because they directly impact workplace respect, inclusion, and communication accuracy. With many professionals working remotely or hybrid in 2025, email represents primary business communication where visual gender cues are absent. Including pronouns prevents the stress and productivity loss from misgendering a coworker or client. 

Pros: Adding pronouns to your email signature creates an inclusive environment attracting diverse talent, prevents embarrassing miscommunication in client relationships, demonstrates modern professional awareness, and meets growing corporate DEI standards.

Cons: Some international markets may be unfamiliar with the practice (though acceptance grows rapidly), and initial implementation requires updating signatures across all platforms (simplified with HubSpot's Email Signature Generator that works with all email clients).

The benefits significantly outweigh any temporary adjustment period, making pronoun inclusion a professional best practice for 2025 and beyond. Generate your inclusive email signature with pronouns in under 60 seconds using HubSpot's free Email Signature Generator– no technical knowledge required!