Using gender pronouns in digital communication

Maastricht University has outlined the essential components of the email signature to ensure a consistent and professional appearance. The standard signature includes general information (such as name, address, and position), the UM logo, and a disclaimer.

You can also include your gender pronouns in your email signature by following these steps:

1. In Outlook, go to File > Options > Mail > Signatures
2. Select the signature you want to edit, and then add your gender pronouns under your name in the ‘Edit signature’ box.
3. Click the ‘Save’ button when you’re finished.
4. Click the ‘OK’ button to apply the changes.
    

You can even download the UM email signature template, which includes a designated space for gender pronouns.

If you are setting up your e-mail signature for the first time, please have a look at the following guides:

•  Setting up an email signature in Microsoft Outlook (PC)
• Setting up an email signature in Microsoft Outlook (MAC)

UMployee is the web portal for employees of Maastricht University that contains information about work, leave and career development.

Follow these steps to include your pronouns in your UMployee profile:

1. Go to the UMployee start page.
2. Click on ‘My Account’ (at the bottom right of the page).
3. Then click on ‘Profile page’.
4. You can add your gender pronouns to the ‘About myself’ section.
5. Click the ‘Save’ button.

Canvas is Maastricht University’s learning management system. If you are a UM employee who has access to Canvas, you can follow the steps below to include your pronouns in your Canvas profile:

1. Go to UM's Canvas portal and sign in with your credentials.
2. Click on the ‘Account’ icon in the global navigation menu on the left side of the screen.
3. Select ‘Settings’ from the dropdown menu.
4. On the Settings page, click the ‘Edit Settings’ button (usually located on the right side of the page).
5. Select ‘Pronouns’.
6. In the Pronouns dropdown menu, choose your preferred pronouns from the available options.
7. Click the ‘Update Settings’ button to save your changes.
    

Check out: Video tutorial on how to add gender pronouns to your Canvas profile

Gender pronouns (e.g. she, he, they) are the words we use to refer to someone in place of their name. They also reflect one’s gender identity. Just like using the correct name or title, using the right pronouns shows respect and helps facilitate an inclusive environment.

Gender (e.g. woman, man, genderqueer) refers to a person’s internal sense of self—how they experience and express their identity. This is different from sex (female, male, intersex), which is typically assigned at birth and is based on physical and physiological characteristics such as chromosomes, reproductive anatomy or hormone levels.

Some people’s gender identity does not align with the sex they were assigned at birth. Using the correct gender pronouns is especially meaningful for these individuals, as it affirms their identity and helps them feel acknowledged, included and valued.

Furthermore, some people identify outside the gender categories of ‘man’ or ‘woman’. For example, individuals who identify as genderqueer—a broad term that may include non-binary or genderfluid identities—might not relate fully to either end of the gender spectrum. These individuals often use gender-neutral pronouns such as they/them/theirs in the singular form. 

For example, you might say: “I know Sam. They work in the Marketing and Communications Department. I enjoy working with them.”

The most common gender pronouns are:

• she/her/hers
• he/him/his
• they/them/theirs

Other pronouns also exist, and some people use a combination (e.g. she/they or he/they) to indicate they’re comfortable with more than one set. When you’re unsure of someone’s pronouns, the best approach is to ask politely and use them correctly moving forward.

To learn more, watch Sex and Gender: What?, Why?, and How?, a video by UMPride that outlines the differences between sex and gender and why they matter, also in research.

Yes, the singular ‘they’ has been used in English for centuries (OED). For example: 

• Someone forgot their umbrella. I hope they come back for it.
• Who left their lights on?

Though it’s becoming more common to use ‘they’ to refer to a known person, this can still feel unnatural for some people. But it’s worth pushing through the discomfort because respecting someone’s identity matters more than grammatical tradition. 

The shift towards gender-neutral titles such as chairman to chairperson or policeman to police officer felt unnatural to many at first, but now it’s second nature. Language does and should evolve along with our understanding.

Official style guides (including the APA and Chicago Manual of Style) now endorse using the singular ‘they’ when referring to a person who is genderqueer or whose gender is unknown.

Het gebruik van ‘hen’ en ‘die’ als genderneutrale voornaamwoorden is goed te verantwoorden vanuit taalkundig perspectief, ook al voelt het voor sommige mensen nog wat ongewoon. Instellingen zoals de Nederlandse Taalunie geven aan dat deze voornaamwoorden steeds vaker enkelvoudig worden gebruikt om naar gender-divers personen te verwijzen, hoewel dit nog niet is opgenomen in de standaardtaal.

Door het gebruik van ‘hen/die’ te respecteren en toe te passen wanneer iemand hierom vraagt, dragen we bij aan een cultuur van erkenning, veiligheid en verbondenheid.

Across the EU, just under 1% of Boomers, 1% of Gen X, 2% of Millennials and 4% of Gen Z openly identify as transgender or genderqueer (Ipsos). In the US, this number for Gen Z rises to 5.2%, or roughly 1 in 18 young adults (Time).

These numbers of openly transgender or genderqueer people represent a growing part of our academic and social communities. Affirming each person’s gender identity and using their correct pronouns is more than just inclusive communication — it’s a fundamental act of respect for who they are. By sharing your own pronouns, you not only express your identity but also offer a meaningful sign of allyship.