How to Use Generic Pronouns

Last Updated: March 10, 2021

Fairness in gender has become an important concept in communication. Authors who strive for gender-neutral language will not find it acceptable to use the word 'he' as an ambiguous pronoun.

Steps

1
Use specific pronouns only to refer to an entity of a specific gender.
- Example: Provide a pencil to each one so that he can complete the form.
- Improvement: Provide each boy with a pencil so that he can complete the form.
2
Write without pronouns. Restructure sentences to avoid pronoun usage.
- Example: When the director authorizes funds, he will consult with the treasurer.
- Improvement: The director will consult with the treasurer to authorize funds.
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3
Consider using the imperative mood to cut words and make your sentence more direct. The imperative mood is especially useful in instructional texts and how-tos such as the one you are reading.
- Example: The volunteer will give his notes to the coordinator.
- Improvement: Give your notes to the volunteer coordinator.
4
Try to replace singular pronouns with plural pronouns if you can do so without altering the meaning of a sentence.
- Example: Each employee will secure his personal items in a locker.
- Improvement: All employees will secure their personal items in a locker.
5
Use singular they. Singular they is used with a singular antecedent whose gender is unknown. It is the most gender-neutral pronoun, since it not only encompasses the binary male and female, but also any gender that falls out of the binary.
- Example: "Tell the client how much he will have to pay up front."
- Improvement: "Tell the client how much they'll have to pay up front."
- Despite the opposition of nineteenth- and twentieth-century grammarians, this generic use of the plural pronoun has been used by many fine authors for centuries, and is both as logical and as old as the generic masculine singular
- Singular they is also used to refer to people whose gender is known, but not binary. This use of singular they is still controversial, but the general public has grown to accept and embrace it.
6
Replace specific pronouns with double pronouns such as "he or she" or "her and him." This may, however, sound exceedingly awkward, and not inclusive of people whose gender is non-binary.
- Example: Each aide must complete his schedule for the week.
- Possible Improvement (though awkward): Each aide must complete his or her schedule for the week.
7
Replace a possessive pronoun with a simple article.
- Example: After completing his schedule, the aide will place it in the director's file.
- Improvement: After the schedule is completed, the aide will place the completed schedule in the director's file.
8
Replace specific pronouns with the passive voice. Do not overuse this method.
- Example: When an employee leaves a facility, he should report the time."
- Improvement: The time should be reported by an employee who leaves a facility."
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