Adding pronouns to an email signature gives recipients a simple way to refer to you accurately, especially when they have not met you or cannot infer your pronouns from your name. You can include them beside your name or on a separate line, then check that the signature remains readable in plain-text messages and on small screens. Before you begin, decide whether you want to share pronouns in every email, and check whether your workplace or organization has any guidance.
What You’ll Need
- Access to the signature settings for the email account you use. These settings are usually found in the account’s general settings or message-composition options.
- The pronouns you want to display, written in the form you use. Common examples include she/her, he/him, and they/them; some people use another set or more than one set.
- Your existing signature details, such as your name, role, organization, phone number, or website, if you want to keep them.
- A little time to send a test message and view the result on another device or in a different email program.
Step-by-Step
- Choose what you want to share. Decide which pronouns, if any, you want recipients to see. You do not have to add pronouns, explain your choice, or share anything beyond what feels right to you. If you use more than one set, you can list both, separated by a comma or a slash. Use the wording and capitalization you prefer, and make sure the text reflects how you want people to refer to you.
- Review any relevant workplace guidance. If you use a work or school account, check whether there is a standard signature format or a policy about personal information in signatures. A shared format may help keep contact details consistent, but it should not require you to disclose pronouns. If you are unsure, ask the person who manages email settings or communications. For a personal account, you can choose a layout that suits your needs without matching an organization’s style.
- Pick a clear placement. The simplest option is to put pronouns beside your name, such as “Jordan Lee (they/them).” You can also place them on a line directly below your name, such as “Jordan Lee” followed by “Pronouns: they/them.” The first layout is compact; the second makes the label explicit. Keep the pronouns close to your name so a reader can tell whose pronouns they are.
- Open the signature editor. In your email account, look for settings related to signatures, composing messages, or message defaults. The exact labels and steps differ between email services and between browser, desktop, and mobile versions. Select the account you want to update if the editor offers several accounts. If your organization manages settings centrally, you may need to contact its administrator instead of changing the signature yourself.
- Add the pronouns to your existing signature. Preserve the useful contact details you already have, then insert the pronouns in the position you chose. Keep the text simple and avoid relying on color, icons, or decorative images to communicate the pronouns. If the editor offers rich-text formatting, use a readable font and size consistent with the rest of the signature. Avoid adding a pronoun line to a shared or team signature unless you have permission to edit it.
- Choose when the signature is used. Some accounts let you set a default signature for new messages and a separate one for replies or forwards. Decide whether you want pronouns to appear in both situations. A full signature may be useful in first-contact emails, while a shorter version can keep long exchanges easier to read. Check each available default rather than assuming a change to one setting applies everywhere.
- Save and test the result. Save the settings, start a new message, and inspect the signature before sending. Then send a test message to an account you can check, or ask someone you trust to confirm how it looks. Open it on a phone if possible, and check both the message and a reply. Make sure the pronouns sit beside your name, remain legible, and have not been duplicated or removed by the editor.
Common Mistakes
Putting pronouns far from your name. If pronouns appear at the bottom of a long block of contact details, a reader may not know whose they are. Keep the line beside or directly below your name. If your signature represents several people, label each person’s pronouns separately rather than placing one unlabeled set at the end.
Using an unclear abbreviation or decorative symbol. A short form that is familiar to you may not be clear to every recipient. A label such as “Pronouns:” can remove doubt, particularly when the signature contains several names or contact details. Do not depend on an image, unusual symbol, or color alone; some email programs block images, and recipients may use settings that alter colors.
Assuming the editor displays the same way everywhere. Rich-text signatures can acquire extra spacing, odd line breaks, or formatting when viewed in another email program. A signature that looks neat in the settings window may be crowded on a phone. Test the actual message rather than judging only the editor preview.
Adding pronouns without considering the account. A personal signature may not be suitable for a shared inbox, role-based address, or organization-wide template. Check who sends messages from the account and who controls its signature. Do not change a shared format in a way that could imply pronouns belong to a group when they belong to one individual.
Leaving an old version in another sending app. Email accounts can be used from more than one device or program, each with its own signature settings. Updating the browser version may not update a separate phone app or desktop program. Check the signature in each place you use to send mail.
Tips
- Use the format you want others to follow. If you prefer a label, write “Pronouns: she/her” rather than assuming every reader recognizes an unlabeled set. If a compact format suits you, putting “(she/her)” immediately after your name is easy to scan.
- Keep the signature useful and brief. Pronouns work best as one small part of a readable signature. Include only contact details that help recipients respond or learn about your role. A long list of links, slogans, and legal text can make the pronouns harder to notice.
- Think about messages sent outside your usual audience. A signature may be forwarded or shown to people you did not intend to contact. Consider whether you are comfortable sharing pronouns with everyone who may receive a message from that account. You can choose different signatures for different accounts if your settings allow it.
- Use plain text where possible. Text is more dependable than a graphic and is generally easier to copy, search, and read with assistive technology. If you use formatting, make sure the pronouns remain understandable when formatting is stripped away.
- Make reply signatures less intrusive if you prefer. Repeating a full contact block after every message can make a conversation harder to follow. If your email settings allow a separate reply signature, you can use a shorter version that still includes your name and pronouns, or choose not to add a signature to replies.
- Review the signature when your details change. If you update your name, role, pronouns, or contact information, check every account and sending app where you have a saved signature. Keeping the wording consistent avoids sending old details by mistake.
Troubleshooting
The pronouns do not appear in a new message. Confirm that the signature was saved and assigned to the account you are composing from. Check whether a default signature is enabled for new messages. If you send mail through more than one app, update the settings in the app that produced the message as well.
The pronouns show up twice. Look for an older signature saved in the email program as well as one added by your account settings. Remove the duplicate from the relevant editor, then start a fresh message to check the result. Also check whether a reply signature is being appended to a message that already contains an earlier signature.
The spacing or font looks wrong to recipients. Simplify the signature and remove extra blank lines, complicated tables, or unusual formatting. Save a plain-text version if the editor provides that option, then send another test. If a signature appears correctly in one program but not another, adjust the settings in the program where the problem occurs.
The signature is missing on a phone. Many mobile email apps have separate signature controls. Open the settings for the account in the mobile app and check its signature. If the app has a setting for plain-text or mobile signatures, add the pronouns there too, or turn off that separate signature if you want the account’s standard signature to be used.
You cannot edit the signature. The account may be managed by an organization, or the signature may be controlled by an administrator. Ask the relevant support contact whether you can change your personal signature or whether they can add the requested wording. For a shared inbox, confirm who is authorized to make the change.
Frequently Asked Questions
Should I write “pronouns” or just list the set?
Either can work. A label such as “Pronouns: they/them” is explicit and can help readers who are unfamiliar with the format. A compact form such as “Name (they/them)” takes less space. Choose the version that feels clear and comfortable to you.
Do I have to include pronouns in my email signature?
No. Adding pronouns is a personal choice, and you are not required to disclose them in a signature. You can include them on some accounts, omit them from others, or leave them out entirely. Consider your comfort, the audience, and any applicable workplace guidance.
Can I include more than one set of pronouns?
Yes, if that is how you want people to refer to you. Separate the sets with a comma or slash, for example “they/them, she/her.” If you have a preference about which set people should use, you may state it briefly, but you do not need to explain your choice.
Should pronouns appear in replies and forwarded messages?
That depends on your preference and the options available in your account. Including them in replies can keep your information visible, while a shorter reply signature can reduce clutter. Test both settings if your email service lets you choose separately for new messages and replies.
Will the pronouns appear on every device automatically?
Not necessarily. Some services sync signature settings across devices, while other email apps keep a separate local signature. Send a test from each device or app you use regularly. If one signature is missing or different, update that app’s settings or contact its administrator if the account is managed.