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How to add pronouns to your email signature

Adding pronouns tells people how to refer to you before they have to ask. Here are the usual formats, where to put them so they read naturally, and six signatures that include them.

The short version

  • Format: she/her, he/him, they/them, or a combination such as she/they.
  • Placement: on the same line as your name, after it.
  • Style: smaller or lighter than your name, so the name stays the first thing people read.
  • Consistency: the same form in your signature, your profiles and your video-call name.

Examples

Names and details are fictional. Every example puts the pronouns in the same place: after the name.

Product designer with pronouns

The website doubles as a portfolio link, and the pronouns sit quietly next to the name. Two color icons are enough: more would compete with the work itself.

Use this signatureModern templateIncludes social links

Complete, with photo and profiles

Everything a new contact might look for, in a clear order: who you are, how to reach you, where to learn more. Still well under Gmail's limit.

Use this signatureClassic templateIncludes social links

HR business partner

HR emails often deliver sensitive news, so the signature stays small and plain. Pronouns are a simple signal that the team takes inclusion seriously.

Use this signatureCompact template

PhD candidate

Graduate students write to collaborators and journals: department, lab and a link to your research page matter more than a phone number.

Use this signatureClassic templateIncludes social links

Marketing manager with social icons

For a consumer brand the social profiles are part of the job, so three color icons are justified here. The accent matches the brand color.

Use this signatureModern templateIncludes social links

Social media manager

Here the channels are the job, so four color icons are justified. They link to the brand's accounts, not the manager's personal ones.

Use this signatureModern templateIncludes social links

How to add them with Fairsig

  1. Open the generator.
  2. In Extras, type your pronouns in the Pronouns (optional) field, for example she/her.
  3. They appear next to your name in every template, in a smaller, muted style. Copy the signature and paste it into Gmail or Outlook.

Small details that help

  • Keep it short: the pronouns, not an explanation. A link to a page about pronouns is optional.
  • If your name is often mispronounced, the generator also has a name pronunciation field (a phonetic spelling, or a link to a recording).
  • Update it everywhere at once: signature, chat profile, video-call display name.

Ready? The free Fairsig generator builds a signature that works in Gmail, Outlook and Apple Mail, in your browser, with no sign-up. Create your signature →

Questions

Where should pronouns go in an email signature?

Right after your name, on the same line, usually in parentheses or in smaller, lighter text: “Sam Okafor (they/them)”. That's where people look for how to address you.

Which format should I use?

The short form is the most common: she/her, he/him, they/them, or combinations such as she/they. Some people write “Pronouns: she/her”. Pick one and keep it the same everywhere you use it.

Do I have to include pronouns?

No. It's a personal choice, and some workplaces have their own guidance. If you include them, the generator shows them next to your name; if you leave the field empty, nothing appears.

Do pronouns show in my short reply signature too?

Yes. Fairsig's reply version keeps your name and pronouns, your title and company and one phone number, and drops images and links.

More ideas: what to include in a professional signature.