Email signature with pronouns templates
Adding pronouns to your signature saves people from guessing and makes it easier for others to do the same. The common places are right after your name, in parentheses, or on their own line under it. This template uses the first: it's compact, reads naturally and works in one-line signatures too. A variant adds a pronunciation guide for names people often get wrong.
;sig-pronouns;sig-pronouns in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
If your organisation's style guide puts pronouns under the name.
For names people often mispronounce, especially before a first call.
When to use it
- Any work signature, if you'd like people to use your pronouns.
- Organisations encouraging staff to include pronouns.
- Before a first call, when a pronunciation guide helps.
What to avoid
- Don't put pronouns at the bottom under the legal text, where nobody looks.
- Avoid a separate signature just for pronouns. Add them to the one you use.
- Don't pressure colleagues to add them. Make the option easy instead.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Full name
{fill:Full name} - Your name.
- Pronouns
{fill:Pronouns} - E.g. "she/her", "he/him", "they/them".
- Job title
{fill:Job title} - Your title.
- Company
{fill:Company} - Your company.
- Phone
{fill:Phone} - Your work number.
- Pronunciation
{fill:Pronunciation} - A simple phonetic guide, e.g. "SHIV-awn" for Siobhan.
Tips
- •Write pronouns as "she/her", "he/him" or "they/them". The slash form is the most widely recognised.
- •Add them to your Slack and Teams profile too, so they show up where your signature doesn't.
- •After adding the template, type your pronouns over the field once. Don't leave it as a fill-in, or Retext will ask for them every time.
Works in Outlook, Gmail, Slack and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Keep pronouns out of the shared team snippet. Each person adds them, or not, to their own signature, and the shared company lines come in with {snippet:sig-company}, a team snippet your admin creates.
See Retext for TeamsQuestions
Where do pronouns go in an email signature?
Usually right after your name in parentheses, like "Sam Lee (they/them)", or on their own line directly below your name.
How do I write pronouns in a signature?
The most common format is subject and object with a slash: she/her, he/him, they/them. Some people add a third form, like she/her/hers.
Can I add a pronunciation guide too?
Yes. A short phonetic spelling under your name helps people before a first call. Keep it simple and avoid formal phonetic symbols.
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Type ;sig-pronouns, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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