Interuniversity Style Guide for Writing Institutional Texts in English / 2nd edition

6. Gender

  • Publicat per Serveis tècnics
  • Data de publicació 6 de setembre de 2017
  • Data d'actualització7 d'octubre de 2023

Languages often use two kinds of gender: natural gender, referring to living things of different sexes; and grammatical gender, relating to inanimate objects and concepts which are categorised as feminine, masculine or even neuter. English only uses natural gender, and often makes no distinction between male and female where other languages would (for example, in most professional categories). Nonetheless, avoiding gender can be a complex issue that requires care, particularly in the use of they or he or she, professional categories which do distinguish gender, married women’s names, titles and problematic words. Note that various European, Spanish and regional guidelines, directives and acts require public authorities and their employees to support gender equality and use non-sexist language. For details of these regulations, see Guidelines and directives on the use of non-sexist language in Appendix I: Lists of additional information.

6.1 Third-person pronouns

6.1.1 Personal pronouns

English pronouns are not gender-specific, with the exception of he and she (subjects), him and her (objects) and his and hers (possessive). When you are describing groups of people of differing sex or individuals whose gender is unknown, avoid expressions like he/she, him/her, his/hers and himself/herself. Where possible, use a plural pronoun (they, their, etc.).

When students have no certificate, the University will ask them to take an exam.

Researchers have to be completely objective in their findings.

6.1.2 Use of he or she

You can occasionally use he or she, him or her and his or her as an alternative to pluralising the subject and verb, but overuse can seem pedantic. Therefore, not

The average student is worried about his or her marks.

The applicant must demonstrate his or her ability to work independently.

but

Students are worried about their marks.

Applicants must demonstrate their ability to work independently.

In some instances, the pronoun adds nothing. Simply remove it or use an article.

The average student is worried about marks.

The applicant must demonstrate an ability to work independently.

6.1.3 Indefinite pronouns

When you use all ~s, each ~, every ~, everyone/body, anyone/body, someone/body, whoever or a relative clause like those who, you must pair these with they, them and their. All take a singular verb, except all ~s and those who.

All candidates are requested to include a cover letter and their CV in their applications.
Every candidate has to include references for work experience they have had over the past two years.

6.1.4 Use of you

In some texts, especially less formal documents such as manuals, guides or instructions, the second person (you) or the imperative (no pronoun) is often more appropriate than the third person. This is especially convenient, as you, your, yourself and yourselves are not gender-specific. Therefore, not

The students should first turn on their computers. but You should first turn on your computer. First, turn on your computer.

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