The addition of pronouns to email signatures has become increasingly common, but can this practice can help create a culture of inclusion? The answer is yes. And here is why your organisation should consider implementing this simple yet powerful cultural signal as part of your wider inclusion efforts.

The business case for pronouns in email signatures

At Inclusive Employers, we add pronouns to our email signatures, Teams display names, and bios to show support for our trans and non-binary colleagues.  By proactively sharing our pronouns, we help normalise this practice and hopefully minimise the chance of anyone being misgendered.  This simple action can create a virtuous cycle: as more team members adopt the practice, it becomes standard workplace behaviour . It’s also a great way to open the conversation around pronouns and why we shouldn’t assume someone’s pronouns based on how they look, or their name. This clarity benefits everyone, not just our trans and non-binary colleagues: in a world where so much of our communication is via email or text chat, anyone called ‘Sam’ has probably experienced being assumed to be a Samuel when they’re a Samanta, or vice versa!

 

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Implementation: getting the balance right

The key to successfully implementing this small but impactful change lies in making it easy and making it optional .

Here’s how you can approach it:

Best practice placement

The best place to put pronouns in your email signature is alongside or underneath your name. Here are some examples of how to list pronouns on your email signatures:

  • Jane Smith (She/Her)
  • John Davies | He/Him/His
  • Alex Thompson (They/Them)

Keep it simple, clear and accessible.

Implementation considerations

  • Never mandate pronoun disclosure: it should be a choice for colleagues to opt in. Your comms about the change should be very clear that it is up to employees to choose to take part.
  • Provide clear guidance on formatting and placement.
  • Provide a short clear explainer for why you are offering this option, and ensure line managers understand the ask

Providing a clear rationale and practical guidance helps employees understand the purpose and feel confident participating if they wish.

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Inclusive Employers members get access to a comprehensive resource library to help them develop and implement their workplace inclusion policies, including guidelines on the use of pronouns. These have been produced by our EDI specialists who have extensive experience across a range of industries and organisations.

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How can pronouns in signatures support trans and non-binary workplace inclusion?

Misgendering can be a painful experience for transgender and non-binary employees. Many experience accidental misgendering, and some even face deliberate misgendering. Adding pronouns to email signatures, social media profiles and stating them at the start of meetings is a simple step cisgender people can take to enable those from the non-binary and transgender communities to feel more seen and recognised.

When sharing pronouns becomes a more standard practice across your organisation, you’re actively working to:

  • Create shared responsibility – when everyone participates, trans and non-binary colleagues aren’t singled out as the only people sharing pronouns
  • Reduce awkward moments – nobody has to guess or worry about getting it wrong when pronouns are clearly stated
  • Show you’re paying attention – it’s a visible signal that your workplace thinks about inclusion in the everyday experience of colleagues
  • Open up the conversation around pronouns and the small daily actions we can all take to contribute to an inclusive culture

Addressing common concerns

What if colleagues don’t wish to share their pronouns?

Respect their choice completely. This is an optional action colleagues can take. Some may not wish to, and that is their choice. The goal is to encourage people to share pronouns if they wish and to open the conversation.

How do we measure impact?

Normalising the use of pronouns in your organisation will have the most impact as part of larger LGBTQ+ inclusion efforts, which will merit their own impact measures. However, you could track adoption rates and monitor feedback through existing employee voice channels and employee resource groups as indicators of positive change.

Ready to go beyond pronouns?

While pronouns are an important first step, comprehensive trans inclusion requires addressing policies, physical spaces, and employee experiences. Our Trans Inclusion training, led by specialist consultants, provides practical frameworks for embedding trans inclusion throughout your organisation.

The training covers terminology, legal requirements, workplace audits, and develops a tailored action plan for your next steps, available as digital modules or face-to-face sessions.

Learn more about trans inclusion training

Moving from awareness to action

Implementing pronoun usage is often an organisation’s first step toward broader LGBTQ+ inclusion. But it shouldn’t be your last. Consider this practice as part of a comprehensive approach that includes:

Ready to take the next step?

Ready to introduce pronouns in your workplace? Start with voluntary adoption, provide clear guidance, and remember that sustainable change happens when we equip our colleagues with practical actions they can take every day.

The transgender and non-binary communities have always existed in our workplaces; we’re simply creating conditions where everyone can bring their authentic selves to work safely.

Do you have questions about driving LGBTQ+ inclusion in your workplace? Our team can guide everything from policy development to change management. Contact us to learn how membership can accelerate your inclusion journey.