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Signature guide

Pronouns in email signatures — the practical guide

Adding pronouns to an email signature is a small design decision with an outsized effect: it signals your team's culture in every email you send. Here's the honest guide — the three formats that work, where pronouns visually sit, and how a company rolls this out without turning it into a mandatory policy discussion.

Live example

One of ten built-in Looks. Every element is editable in the builder — colors, photo, links, tagline.

Preview
ToNew teammate
SubjectIntro
Thanks, Alex
Alex Rivera
Head of Marketing · Wren
Wren
Ealex@flywithwren.com
T+1 415 555 0142
Wflywithwren.com

Step-by-step

  1. 1

    Pick a format — three that work

    Next to the name: "Alex Rivera (she/her)". Compact, most common in tech. On the title line: "Head of Marketing · she/her". Reads calmly. Own line, small caps: "SHE/HER" as its own line below the name in slightly smaller type. Designer-friendly. Pick one convention for the whole team, not three.
  2. 2

    Use lowercase pronouns with slash separator

    The convention is she/her, not She/Her or SHE / HER. Lowercase, no spaces, forward slash. Reads as an identifier, not a shout. Same rules for he/him, they/them, and combinations like she/they.
  3. 3

    Match the size and weight to the rest of the meta

    Pronouns should sit at the same visual weight as the job title or phone number — not louder, not smaller. In practice that's 12–13px, regular weight, same colour as the meta. If the pronouns are the loudest thing in the signature, the design is off.
  4. 4

    Roll out as opt-in, never mandatory

    The right pattern: encourage the whole team to add pronouns if they want to, provide the exact format so it looks consistent, and don't require anyone to. Mandatory pronoun policies backfire — the goal is signalling that the workplace is comfortable with pronouns being explicit, not compelling declaration.
  5. 5

    Update the shared signature template, not 40 individual signatures

    If you're a team, add the pronoun field to the shared design in your signature tool once — teammates fill in their own. Doing this via 40 separate copy-pastes guarantees three people use "She/Her", two use "SHE/HER", and one uses "(she)". A signature manager (Wren, Exclaimer, WiseStamp) enforces the format once and for all.

Common questions

›How should I write pronouns in my email signature?
Lowercase, slash separator, no spaces: she/her, he/him, they/them. Position either next to the name in parentheses ("Alex Rivera (she/her)") or on the job-title line ("Head of Marketing · she/her"). Pick one convention and use it consistently.
›Should pronouns be capitalised?
No — lowercase is the convention. 'she/her' reads as an identifier; 'She/Her' reads as a title, which isn't the intent. The one exception is if the rest of your signature is styled in small-caps for design reasons, in which case matching is fine.
›Do I have to include pronouns in my signature?
No — this is personal. The point of visible pronouns is that anyone who wants to share theirs can. Some workplaces encourage it, some don't. It's an individual decision either way.
›How can our company add pronouns to everyone's signature at once?
Use a signature manager (like Wren) that adds a pronoun field to the shared template. Each teammate fills in their own value (or leaves it blank) — the format stays consistent across everyone who opts in. Manual roll-out via email always drifts.
›What if I use multiple pronoun sets like she/they?
Format the same way: 'she/they'. If you want to make it more visible, 'she/her/they/them' also works but takes more space. Signature designers usually go for the shorter version to keep the meta line balanced.
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