Inclusive communication through an email signature: HR’s practical guide

Creating an inclusive workplace doesn’t have to start with sweeping DEI strategies. Sometimes, it starts with a small, optional line in your email signature – your pronouns. This simple step can be part of an inclusive email signature that signals respect for identity and individuality. For HR professionals looking to build a culture of respect, trust, and inclusion, this tiny addition can become a meaningful everyday signal. This article isn’t about forcing anything. It’s about offering thoughtful guidance that helps teams feel seen and respected, without overcomplicating the process.

What does an inclusive email signature actually look like?

An inclusive email signature gives everyone the opportunity to share information like pronouns, without friction or pressure. It’s about creating space, not setting rules.

Here’s what a professional email signature typically includes:

• Clear name and role
  
• Optional gender identity markers (e.g. she/her, they/them)
  
• Optional profile picture
  
• Personal and company contact information

Pronouns in email signatures should be up to individuals. But if you’re looking for real-life examples and visual inspiration on how to include pronouns respectfully and effectively, visit this article: Examples of pronouns in email signature: Visual & placement tips

Why HR teams should care about inclusive email communication

As HR, your role is to cultivate a workplace where everyone feels respected. Misgendering, even if accidental, can seriously damage trust and morale. Including pronouns in email signatures sends a clear signal – your organization recognizes and supports the identities of all employees.

‘We don’t require pronouns. But we make it easy to include them.’ – The best practice approach for HR

Additional benefits include:

• Supporting trans and nonbinary employees without singling them out
  
• Normalizing conversations around gender identity
  
• Reinforcing your employer brand to clients, partners, and future hires
  

Want to explore the broader context? Our article on pronouns in email signatures: benefits, concerns, and examples provides a useful perspective.

How to introduce pronouns to email signatures without resistance

Once you’ve recognized the value of inclusive email signatures, the next step is figuring out how to introduce them, without making anyone feel uncomfortable or pressured. For HR, the key is to create an environment of permission, not obligation. You’re not here to enforce behavior – you’re here to enable choice.

Here are some practical ways to do that:

• Add a simple sentence in your onboarding documentation:
  ‘You’re welcome to include your pronouns in your email signature if you’re comfortable doing so.’
• Offer templates for email signatures with and without pronouns
• Review your internal policies, signature tools, and HRIS systems
• Educate managers on how to communicate the change clearly and respectfully

When you decide to offer email signatures with pronouns, it’s also worth considering the technical setup. For company-wide consistency, the best approach is to use a tool like SignatureSatori, which allows HR or IT to centrally manage email signatures and include pronouns as an optional field.

For a full technical guide on how to add pronouns to email signatures in Gmail and Outlook, read our how-to article on adding pronouns to your email signature.

Sample internal communication from HR

Here’s an example you can adapt to introduce the topic internally:

Subject: Optional pronouns in email signatures

Hi team, As part of our ongoing effort to support an inclusive company culture, we’re now giving everyone the option to include their pronouns in their email signature.

This is completely voluntary. You can use formats like ‘she/her,’ ‘he/him,’ or ‘they/them,’ or choose to leave them out entirely.

If you’d like to update your signature, feel free to use our internal guide or reach out to the People team for help.

A note on global teams

In some countries or cultures, sharing pronouns may not be common, or may even be considered uncomfortable.

Be thoughtful and flexible when introducing the option to international teams. A localized approach with region-specific communication can go a long way in making your message feel respectful and appropriate.

Companies that include pronouns in their email signatures

Including pronouns in email signatures is no longer unusual. Many well-known organizations already support or encourage this practice:

• Mars, Inc.: Mars encourages employees to include pronouns in their email signatures as part of its commitment to fostering an inclusive workplace. This practice is voluntary and based on local norms and laws.

• HP Inc.: HP supports the use of pronouns in email signatures to help create a safe and inclusive work environment. Leaders within the company model this practice by including their own pronouns.

• Virgin Group: Virgin has introduced the option to add pronouns to email signatures as part of its broader effort to support transgender and non-binary employees.

• Clifford Chance: The international law firm encourages the use of pronouns in email signatures to promote conversations around gender identity and foster inclusivity.

• IFF Research: IFF Research encourages staff to include personal pronouns in email signatures to help avoid assumptions and support open communication.

These examples show that adding pronouns isn’t a trend – it’s a growing norm across industries committed to diversity and inclusion.

Conclusion

Pronouns in email signatures may seem like a small detail, but for many employees, they represent visibility, choice, and respect. As HR, you’re in a unique position to shape your company’s communication culture. And sometimes, that culture is defined in the space right below your name.

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