A Beginner’s Guide to Using Pronouns at Work

Creating an inclusive workplace, one word at a time

Pronouns are a part of everyday language, but they’re also an important way to show respect, support, and inclusion for everyone in your workplace. Whether you’re already familiar with using inclusive language or want to learn more, this guide will give you a helpful overview of what pronouns are and how to use them correctly and confidently at work.

What are pronouns?

Pronouns are words we use to refer to someone without using their name. Some of the most common pronouns include:

• he/him
• she/her
• they/them

Everyone has pronouns, and using the right ones is a simple but powerful way to acknowledge a person’s identity.

You’re probably already using gender-neutral pronouns without even realising it. For example, if you found a lost phone, you might say:
“Someone left their phone here. I hope they come back for it.”

In this case, they and their are being used for a single person, something that has been happening in English for hundreds of years.

Why pronouns matter

For trans, non-binary, and gender non-conforming people, pronouns aren’t just words, they’re an important part of feeling seen, respected, and safe. Using the correct pronouns helps build an inclusive environment where everyone can bring their full selves to work.

Example:
“Alex is leading our next workshop. They’ve prepared a brilliant session and shared their materials ahead of time.”

What about multiple pronouns?

Some people use more than one set of pronouns. For example, someone may go by she/they, meaning they’re comfortable being referred to using either pronoun set.

If a colleague shares that they use multiple pronouns, you can always ask how they prefer you to refer to them at work, or if they’d like you to mix it up.

Example:
“Jordan submitted their report last night. She’s also presenting at tomorrow’s team briefing.”

No pronouns at all?

Some people prefer not to use pronouns and instead just go by their name. This can be a personal choice and one that should be respected just like any other.

Example:
“Taylor is heading up the project. Taylor will be meeting with the client next week.”

What are neopronouns?

Neopronouns are newer sets of pronouns used by some people who don’t feel represented by traditional gendered or gender-neutral pronouns. Some examples include:

• xe/xem/xir
• ze/hir/hirs

They might feel unfamiliar at first, but the same rule applies: if someone shares their pronouns with you, use them.

Example:
“Sam completed xir training yesterday. Xe’s excited to start on Monday!”

Using pronouns at work

Being proactive about pronouns in the workplace helps everyone feel included. Here’s how you can make your workspace more inclusive:

• Don’t assume someone’s pronouns based on how they look or sound. If you’re not sure, ask respectfully or use their name.
• Practice using the correct pronouns, especially if you’re adjusting to new ones. It gets easier the more you do it.
• Made a mistake? That’s okay. Apologise, correct yourself, and move on.
• Model inclusive behaviour-for example, introduce yourself with your name and pronouns when meeting someone new.

“Hi, I’m Jamie, and I use they/them pronouns. Nice to meet you!”

Email signatures and beyond

An easy way to normalise pronoun sharing is by including your pronouns in your email signature or communication platforms like Teams or Slack. For example:

John Doe (they/them)
Learning & Development Coordinator

Doing this signals that you’re mindful of inclusion and encourages others to share theirs if they feel comfortable.

Leading by example

When managers and senior staff model inclusive language, it sends a strong message about your workplace culture. Whether it’s in emails, meetings, or training sessions, this small action can create big change.

Encourage teams to add pronouns to name tags, email footers, or even meeting introductions to foster a more supportive space.

Final thoughts

Using someone’s correct pronouns is one of the simplest ways to show respect. It’s not about being perfect-it’s about being willing to learn and do better.

If you only do one thing after reading this blog, try this:
Start your next meeting by introducing yourself with your pronouns-and invite others to do the same (if they’re comfortable).

Together, we can help create a workplace where everyone feels seen, supported, and welcome.

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