woman saying hello on zoom or teams

Employment law

Using pronouns in the workplace

We explain your right to disclose your pronouns at work and what actions employers are taking to ingrain the use of these in inclusive strategies.


17 July 2025

For some people, the gender that they were assigned at birth may not be the gender that they feel comfortable with, or that they identify with. That’s where the importance of gender pronouns in the workplace comes in.

How you interpret someone’s gender based on appearance or name may not be correct; a person may wish to identify using gender neutral pronouns, such as ze/hir or they/them pronouns. Others may choose to use he/him or she/her.

It’s important to be mindful of this. Using personal pronouns at work creates a respectful and inclusive environment for all.

We look at some of the ways you can share your pronouns at work and what you can do if your employer doesn’t support the use of gender pronouns in the workplace.

Why are pronouns important?

Pronouns are important because they are the one of the most obvious indicators of someone's identity and how they would like to be perceived. Using a person's preferred pronouns is a way to acknowledge and respect their identity.

It is important to avoid making assumptions about someone's pronouns based on their appearance, as this can lead to misgendering. For many, preferred pronouns are gender affirming while misgendering can lead to emotional distress.

How to communicate your pronouns at work

There are a number of steps you can take to communicate your pronouns to your colleagues:

1. Verbalise – If you’re comfortable doing so, you can let your colleagues know what your preferred pronouns are by saying something like ‘my pronouns are she/her’. If you’re someone who’s comfortable talking about pronouns in the workplace, regardless of your own gender identity or sexual orientation, then it’s a good idea to do so. It helps foster a safer, more inclusive environment for those colleagues who perhaps don’t feel so confident sharing and normalises the usage.

2. Email signature – If you have access to do so, it can be helpful to include pronouns in work signatures. If you don’t have access or the relevant permissions, speak to your IT administrator, as they should be able to add this in for you. This is a straightforward way to make your personal pronouns clear.

3. Include in online profiles – You could also try adding your personal pronouns to your online profiles. Many now have dedicated areas where you can add your gender pronouns.

4. Ask that your pronouns be included on your name badge – Adding pronouns to your workplace name/identity badge is also an option and may be a good one for those who wish to avoid discussing this with colleagues.

Your employer may have their own policy detailing how to share your pronouns at work, so it’s always a good idea to check this. It’s important to note, however, that employers shouldn’t force the use of personal pronouns at work. LGBTQ+ support network, Stonewall, explains that there are a number of important reasons for this, such as colleagues not being ready to share their gender identity.

What to do if your employer doesn't have a policy covering preferred pronouns

It’s not currently mandatory that employers have a policy for using gender pronouns at work, but there are steps you can take to ensure that your working environment is an inclusive space.

How can I correct someone if they get my gender pronouns wrong?

The best way to correct someone if they get your pronouns wrong is to politely let them know – be it face to face or via email/phone call. Be clear and concise in your approach.

They’ll likely be apologetic and proceed to use the correct pronouns. If, however, they continue to use the wrong pronouns, you should speak to your manager, another manager that you trust, or a member of the HR department in order to get this remedied at the earliest opportunity.

How can I ensure I’m using colleagues’ personal pronouns correctly if they’ve made theirs known?

It’s important to exercise awareness when using gender pronouns in the workplace.

Adopting a habit of referring to others using a combination of their name and they/them is a more neutral approach and leaves less space for error. Where an error is made, it’s extremely important to take responsibility for it; to apologise to your colleague and to correct it going forward.

What can I do if my employer doesn’t let me communicate my pronouns?

The use of personal pronouns is an important part of an individual’s gender identity. Both gender reassignment and sexual orientation are protected characteristics under the Equality Act 2010, which exists to protect everyone in the UK from discrimination. So, it may be the case that you’re able to take legal action against your employer for refusing to let you communicate your pronouns, depending on your individual circumstances.

As this is dependent on a number of potential factors, it’s important to speak to an employment lawyer in the first instance to find out if you have a case and what your next steps are.

You only have a set amount of time in which to bring a discrimination case, so it’s important not to delay so that you can get the justice you deserve.

How Slater and Gordon can help

The workplace should never be an environment that creates anxiety, especially regarding your identity. The Equality Act 2010 makes it unlawful for you to be discriminated against for one or more of the nine protected characteristics:

  • age,
  • disability,
  • gender reassignment,
  • marriage or civil partnership,
  • pregnancy and maternity,
  • race,
  • religion or belief,
  • sex or sexual orientation.

This makes it illegal for colleagues to make discriminatory remarks based on your gender reassignment, and against the law for your employer to treat you unfairly or less favourably for this reason.

If you feel you have been treated unfairly at work, speak to our team on 0330 041 5869 or contact us online to arrange a call back.

Find out more from our experts
Relaxed woman smiling in garden
Employment law
Sexual orientation discrimination

The Equality Act 2010 makes it illegal for you to be discriminated against because of your sexual orientation or perceived sexual orientation. If this has happened to you at work, or during the recruitment process, talk to one of our friendly employment law solicitors today.

Young woman sat on the sofa
Employment law
Gender recognition solicitors
The Equality Act 2010 says that you must not be discriminated against because of gender reassignment. Whether you propose to undergo, are undergoing or have undergone gender reassignment, we're here to help protect your rights at work.
Two women laughing with their friend holding a phone
Employment law
Equality Act 2010
The Equality Act 2010 is intended to protect everyone in our society from being discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Three friends working round a table
Employment law
Discrimination at work solicitors

There are laws in place to protect you from discrimination at work. Discrimination in the workplace is challenging and you need legal help to put your best interests first. We’re here to support you, guide and help you bring a discrimination compensation claim against your employer.

More from our employment law experts
Newsroom - pregnant at work
Employment law
Government set to extend the right to bereavement leave for miscarriages under 24 weeks
Our experts explore the current bereavement leave entitlements of parents who experience a miscarriage, and how the legal rights for compassionate leave for miscarriage could change.
employees sitting round table smiling
Employment
5 most common questions about employment law, answered by experts
Employment law can seem daunting; from your rights at work to understanding your employment contract. Here, our industry-leading employment solicitors answer the most commonly asked legal questions about employment.
Newsroom imagery - man drinking water in business meeting
Employment rights
What is a disciplinary action?
Our employment lawyers define disciplinary action and explain the different types of actions including written warnings, final warnings and dismissal.
Two senior manager reading a resume during a job interview, Employer interviewing to ask young male job seeker for recruitment talking in office
Menopause in the workplace
Menopause in the workplace: What should employers be doing?
Our experts explore menopause support in the workplace and what your employer should be doing to offer support.
Search our website
Filter
Filter:
Sorry, we have no results to show
Please try a different search term.
Oops, something went wrong
Please try typing in your search again.
Back to top

Head over to our Scotland website

Visit Slater Gordon Scotland