Using his or her correctly clarifies who is affected by an action and respects gender in writing and speech. These pronouns appear in everyday conversations, formal documents, and instructional materials, so using them accurately matters.
Below is a quick reference that shows when to apply gendered language, neutral alternatives, and how audience expectations shape your choice.
| Context | Use "his" or "her" | Use gender-neutral language | Audience consideration |
|---|---|---|---|
| Known gender, formal writing | When the subject is clearly male or female and style guides allow | Sometimes acceptable if organization permits | Follow brand or institutional style guide |
| Unknown gender | Avoid assuming; can be distracting | They, rephrase, or plural nouns | Modern readers prefer inclusive options |
| Historical texts | Reflects period language when quoting | Notes or inclusive edits in modern reprints | Balance accuracy with contemporary readability |
| Customer instructions | Use when user profile confirms gender | Default to they or second-person you | Clarity and respect reduce support friction |
When Context Makes Gender Explicit
Referencing Known Individuals in Narrative
In biography, case studies, or storytelling about a specific man or woman, his or her can highlight the person’s gender when it is central to the context. This choice keeps the sentence smooth and avoids repetitive he or she constructions while staying precise.
Legal and Medical Documents
Regulated fields sometimes retain his or her in forms or consent language to match statutory wording. Here, precision and regulatory alignment matter more than stylistic variation, so follow the prescribed terminology exactly.
Choosing Gender-Neutral Alternatives
Professional and Technical Writing
In manuals, reports, and software UX copy, they, you, or plural subjects often replace his or her for clarity and speed. These alternatives reduce distraction and align with accessibility best practices that prioritize user understanding over gendered language.
Academic and Public-Facing Content
Scholars, journalists, and marketers increasingly default to inclusive phrasing when gender is unknown or irrelevant. Rewriting the sentence, using they as singular, or adjusting structure improves readability for diverse readers without sacrificing accuracy.
Historical and Cultural Usage
Quoting and Translating Historical Sources
When working with older texts, his or her may appear in the original or in editorial notes. Modern adaptations can retain it for fidelity or annotate the choice, while also explaining how language has evolved to be more inclusive.
Applying These Guidelines Practically
- Identify whether gender is known, relevant, and documented
- Prefer inclusive alternatives like they, you, or plurals when gender adds no value
- Match institutional style guides and legal requirements exactly
- Test readability by reading aloud to ensure clarity for diverse audiences
- Update older documents during revisions to align with current best practices
FAQ
Reader questions
Should I use his or her when the gender is unknown?
Prefer they, rephrasing, or plural subjects to avoid assumptions. Reserve his or her for cases where gender is explicitly relevant and documented.
Is his or her still acceptable in formal writing?
Yes, when a style guide, legal text, or institutional standard requires it, or when the gender of the subject is known and material to the context.
Can his or her feel clunky in everyday sentences?
It can, especially in longer clauses. Rephrasing or using singular they usually creates smoother, more modern prose while keeping the meaning clear.
How do I decide between his, her, and they in marketing copy?
Align with your brand voice, audience expectations, and inclusivity goals. When in doubt, choose language that avoids exclusion and maximizes comprehension.