Why pronouns matter at work: A guide for employers & HR
In today’s evolving corporate landscape, promoting a safe environment where every employee feels seen and respected is more than compliance or ethics. It’s a cornerstone of healthy company culture. At the center of it all is a simple but powerful act: using preferred gender pronouns in the workplace.
For trans- and gender-diverse (TGD) employees (people who identify as transgender, nonbinary, agender, and other gender minorities), pronouns are a matter of dignity. They’re part of gender identity and create a sense of belonging. For employers, leadership, and HR professionals, using proper pronouns is a step toward achieving true inclusion in the workplace.
If you want to make a significant impact on employee engagement, mental health, and retention, learning why pronouns matter is an excellent place to start. Continue reading to learn best practices for using gender pronouns in the workplace, how to normalize their use, and what steps you can take to ensure everyone in your organization feels valued and accepted.
The importance of pronouns in the workplace
Pronouns go beyond grammar. They reflect respect and recognition. Using the pronouns a person prefers affirms their authentic self and creates a culture of inclusion. It’s a simple act that can enhance employee mental health, boost morale, improve workplace performance, and increase retention.
According to studies, using preferred gender pronouns can reduce depression and improve overall well-being. It helps you retain employees, too. Research shows that over half (52%) of Gen Z and millennials aren’t satisfied with how diverse and inclusive their workplace is and plan to leave within two years.
Respecting individual identity
Every employee brings a unique identity to the workplace. For people who identify as transgender or nonbinary, being recognized by the pronouns they identify with can be a fundamental affirmation of who they are.
Creating an inclusive culture
Gender-inclusive work environments are more innovative, productive, and resilient. Some research suggests that inclusive workplace cultures positively impact all employees in an organization. By normalizing pronoun use, you can send a clear message to everyone on your team: every employee belongs here. You can break down barriers and build a sense of psychological safety where your employees are confident they can bring their authentic selves to work each day, regardless of gender identity.
Reducing discrimination and misgendering
Misgendering occurs when you refer to a person with incorrect pronouns or gendered language. It can have serious consequences. A recent study found that misgendering has a negative impact on mental health and overall well-being. By contrast, organizations that support the importance of pronouns in the workplace tend to have employees who feel safer and more respected in their roles.
EXPERT INSIGHTS
“If an employee has to continually repeat their correct pronouns or explain their identity they may feel like their identity does not matter to those around them. They may feel slighted and feel isolated and judged. This could lead to negative relationships in the workplace and reduce productivity.”
- Laura Magnuson, MA, MS, LAMFT, VP of Clinical Engagement
Supporting psychological safety
Psychological safety is the fundamental belief that it’s OK for an employee to express themself without fear of negative consequences. It’s essential for employee well-being, collaboration, and productivity in the workplace. Using pronouns appropriately in the workplace ensures employees feel safe and respected at work.
Demonstrating company values
Being misgendered in meetings and emails can hurt morale and trust, cause anxiety, disengagement, and disrespect. Prioritizing pronoun inclusion demonstrates your organization’s commitment to diversity, equity, and inclusion (DEI), which can attract top talent and strengthen your brand.
By using pronouns and other inclusive practices, you’re showing that your values are more than just aspirational, but that you’re willing to put them into action. It pays off, too—a large majority of people (83%) say that pronoun use at work increases their sense of belonging.
Best practices for using & normalizing pronouns in the workplace
Creating an environment where pronouns are accepted requires intentional action that starts at the top and extends across your entire organization. You can start by encouraging pronoun use in email signatures, profiles, and during meetings. This helps set an inclusive standard and signals to everyone that you value inclusivity.
Encourage, don’t require pronoun sharing
It’s important to encourage pronoun use, but it’s just as critical to respect personal comfort levels by not mandating pronoun sharing in introductions, meetings, or profiles. Some people might not feel safe enough to use their pronouns yet. They may not be ready to share this part of their identity, and that should be respected.
Add pronouns to email signatures and profiles
One quick and easy way to show support is to make pronouns visible in digital spaces, such as email signatures, Slack profiles, and internal directories. This simple yet powerful step demonstrates your organization's values and prioritizes inclusion. It also makes it easier for all employees to use correct pronouns.
Model inclusive behavior from leadership
Leaders have always set the tone for workplace culture. Have your executives and managers share their pronouns and show sensitivity by using inclusive language. This sends a strong message about the importance of inclusion in your company. Authenticity is key—leaders should only model behavior that feels genuine, not performative.
Include pronouns in your DEI or anti-harassment policies
You should regularly update your DEI and anti-harassment policies. Make sure your policy explicitly addresses pronoun use and misgendering. Providing clear guidelines is one of the simplest ways to demonstrate a commitment to inclusion.
Update systems and forms
Periodically review HR systems, onboarding forms, and employee records. Ensure that current forms and systems include options for pronouns and gender identity, allowing employees to be accurately recognized from day one.
Use inclusive language across the board
Inclusive language is vital for creating a healthy environment where everyone feels accepted, and it goes beyond just including pronouns. Avoid gendered terms like “guys” or “ladies and gentlemen” and instead use neutral alternatives like “team” or “everyone.”
Here’s how your company can start to shift from non-inclusive to inclusive language:
Offer training on inclusion
Training can help employees—and, if necessary, leadership—understand the importance of pronouns and inclusive language. It’s also an opportunity to provide practical tips for correcting mistakes and offering support to colleagues.
Overcoming resistance or misunderstanding
Change can be alarming for some employees. It might cause uncertainty or fear about the unknown. Pronoun inclusion is no exception. Some of your employees may feel unsure about what this all means or be hesitant to adopt inclusive language and proper pronoun usage.
Introducing pronouns at work is the first step. Offer education and support to build understanding and trust. Educating people who don’t understand can reduce fears about making a mistake. Your ultimate goal should be to create a learning culture where all employees feel supported as they become comfortable adopting more inclusive and appropriate habits.
Address common concerns with empathy
There are some common reasons for resistance to pronoun use, and they often stem from a basic fear of making a mistake. Another cause can be confusion about why acknowledging pronouns even matters. Again, react to these with an understanding and empathetic approach. If an employee claims that using proper pronouns is “too confusing,” or they’re afraid they might “mess up,” emphasize that learning is a process. Mistakes can be viewed as opportunities for growth.
Create a learning culture, not a punitive one
While you work to create a culture that’s open to learning and change, it’s natural to expect some employees to experience discomfort. Encourage employees to ask questions and seek clarification when needed. Reinforce the idea that the goal is progress, not perfection. While discomfort is natural, it shouldn’t be a reason to disengage.
Correct mistakes
Mistakes will happen, but you can correct them in a gentle and understanding way. Simply reply with non-confrontational phrases like, “Actually, Sam uses they/them pronouns,” and then move on. There’s no need to make an issue out of it, especially if you believe it was an honest mistake. Modeling respectful behavior as a response will help make corrections a basic part of everyday interactions.
Build a culture that sees and supports everyone
Creating a pronoun-inclusive workplace culture is about more than just supporting transgender, nonbinary, or other LGBTQIA+ employees. You’re building a workplace where everyone who works for you feels seen, heard, respected, and valued. Your employees will feel safe being themselves, which means they’ll be more engaged, creative, and loyal. It’s a win-win.
Taking that first step forward—whether revising a form, updating a policy, or initiating a conversation—is all you have to do to start making a meaningful difference. Even small steps, such as offering continuing education, creating listening spaces, or providing resources, can make a meaningful difference in creating an inclusive workplace.
At Talkspace, we believe that mental wellness and inclusion are intrinsically linked. By partnering with us, you can offer your employees access to affirming care from mental health professionals who understand the challenges faced by LGBTQIA+ and other marginalized communities. Request a demo today to learn how you can create a workplace where everyone thrives.
Sources:
- Glynn, Tiffany R, Kristi E Gamarel, Christopher W Kahler, Mariko Iwamoto, Don Operario, and Tooru Nemoto. 2016. “The Role of Gender Affirmation in Psychological Well-being Among Transgender Women.” Psychology of Sexual Orientation and Gender Diversity 3 (3): 336–44. https://doi.org/10.1037/sgd0000171. Accessed June 14, 2025.
- “Corporate Equality Index 2023-2024.” 2024. HRC. September 10, 2024. https://reports.hrc.org/corporate-equality-index-2023. Accessed June 14, 2025.
- “The Deloitte Global 2023 LGBT+ Inclusion @ Work Survey Reveals a Third of Respondents Are Looking to Change Jobs as They Want a More LGBT+ Inclusive Employer.” 2023. Deloitte. June 21, 2023. https://www.deloitte.com/mt/en/about/press-room/deloitte-global-2023-lgbt-inclusion-work-survey.html. Accessed June 14, 2025.
- Jacobsen, Kai, Charlie E. Davis, Drew Burchell, Leo Rutherford, Nathan Lachowsky, Greta Bauer, and Ayden Scheim. 2023. “Misgendering and the Health and Wellbeing of Nonbinary People in Canada.” International Journal of Transgender Health 25 (4): 816–30. https://doi.org/10.1080/26895269.2023.2278064. Accessed June 14, 2025.
- Gafner, Jocelyne. 2025. “For Many LGBTQ+ Workers, Work Has Become a Safer Space.” Indeed. June 9, 2025. https://www.indeed.com/career-advice/finding-a-job/lgbtq-workers. Accessed June 14, 2025.
