Choosing between his, her, and their works when number is clear: use his or her for one person, their for unknown or mixed gender.
If you’ve ever stalled mid-sentence over his or her or their, you’re not alone. This choice shows up in essays, emails, forms, captions, and policies, often right when you want the line to sound smooth.
You’ll get a quick way to choose the right wording, plus rewrite moves that keep your meaning while dropping the awkward bits.
| Situation | Best Pick | Why It Reads Clean |
|---|---|---|
| One known man (named person) | his | Matches a known singular person. |
| One known woman (named person) | her | Matches a known singular person. |
| One person with stated they/them pronouns | their | Uses the person’s stated pronoun set. |
| One person of unknown gender | their | Keeps the sentence natural without guessing. |
| Generic singular (“each student,” “every voter,” “any applicant”) | their | Widely accepted modern choice in many settings. |
| Clear plural (“students,” “drivers,” “employees”) | their | Plural meaning calls for plural pronouns. |
| Collective noun acting as one unit (“the company,” “the class”) | its (or rewrite) | Keeps agreement tight when the group acts as one. |
| A policy line that must be unambiguous | Rewrite (no pronoun) | Moves from pronouns to nouns, reducing dispute risk. |
| A strict house style that rejects singular they | his or her (or rewrite) | Meets the rule without changing meaning. |
Choosing His Or Her Or Their In Modern Writing
The choice is usually a number question first, then a meaning question. Start by asking what the noun points to. One person? Many people? A group acting as a single unit?
Next, ask what you know about the person or people. If a person is named and you know which pronouns they use, match that choice. If you don’t know, don’t guess.
Then read the sentence out loud. If any option makes the line feel stiff, you can often rewrite the sentence to remove the pronoun and keep the meaning.
What His, Her, His Or Her, And Their Each Mean
His
Use his for one man or for a person who uses he/him pronouns. Agreement stays tight: singular noun, singular pronoun, singular verb.
Sample: “Jordan submitted his draft on Tuesday.”
Her
Use her for one woman or for a person who uses she/her pronouns.
Sample: “Maya updated her portfolio link.”
His Or Her
His or her can work when a sentence points to one person at a time and a style guide expects binary pronouns in generic statements. It can feel heavy when repeated, so it tends to work best in short, single-use lines.
Sample: “Each applicant must attach his or her signature.”
Their For One Person
Their often works for one person when the gender is unknown, when the person uses they/them pronouns, or when the sentence uses a generic singular like “everyone” or “each.” Many style guides accept this use today, including APA Style’s guidance on the singular “they”.
Sample: “Each student should bring their laptop.”
Their For More Than One Person
Their is the standard choice for plural nouns. If the subject is “students,” “drivers,” “employees,” or “parents,” plural pronouns keep the sentence smooth.
Sample: “Parents can view their child’s schedule online.”
How To Pick The Right Pronoun In Four Checks
- Find the true subject. Don’t be fooled by extra phrases. “Each of the students” is singular because each is singular.
- Decide singular or plural meaning. If you mean one person at a time, treat it as singular. If you mean a group together, treat it as plural.
- Match the person’s stated pronouns when you know them. Names, bios, or direct statements settle the choice fast.
- Read for flow. If the line sounds awkward, switch to a rewrite that removes the pronoun or changes the noun.
Singular They In Formal Writing
Many people learned a strict rule: they is plural, so it can’t refer to one person. Real usage moved on, and many modern guides now treat singular they as acceptable, especially when gender is unknown or when a person uses they/them pronouns.
If you write for a class, a journal, or an employer with a house style, check that guide. The Chicago Manual of Style separates generic and specific uses in its FAQ on singular “they”, and it gives practical advice on when the wording reads smoothly.
If you don’t have a style guide, aim for language that sounds natural and respects the person you’re writing about. That choice usually holds up across most settings.
Agreement Traps That Cause Red Ink
Most pronoun errors come from a mismatch between the noun you mean and the noun the sentence grammar points to. These spots trip people up again and again.
Each, Every, And Any
Words like each, every, and any often create a singular subject. “Each of the students” feels plural at a glance, yet the grammar hangs on each.
Try reading the sentence with “one” in your head: “Each student” means “one student at a time.” That mental swap helps you pick between a singular form and a rewrite.
Either And Neither
Either and neither behave like singular words in many sentences. “Neither student brought their book” is common in modern writing, though some strict guides still prefer “his or her” or a full rewrite.
If a sentence feels fussy, shift the subject: “Neither student brought a book.” Same message, less friction.
Collective Nouns
Collective nouns like “team,” “class,” or “company” can be treated as one unit or as many people. When you mean the unit, its can fit: “The class updated its schedule.” When you mean the people inside, a plural rewrite often reads better: “Students updated their schedules.”
When “His Or Her” Still Fits
There are cases where his or her still lands better than singular their. A strict template, a legal clause, or a school rubric may require it. Some older documents stick to that form for consistency.
Even then, you can limit the drag. Use it once in a sentence, then switch to a rewrite on the next line. Repetition is what makes the phrase feel heavy.
Fixing Clunky Sentences Without Picking Any Pronoun
When a line feels stuck between options, a rewrite is often the cleanest move. Here are patterns that keep meaning while removing the pronoun problem.
Swap The Pronoun For A Noun
Instead of “each student must show their ID,” write “each student must show a student ID.” It feels formal, yet it stays direct.
Make The Subject Plural
Turning a singular generic into a plural can make a whole paragraph easier. “Each student must submit their essay” becomes “Students must submit their essays.”
Use Second Person When The Reader Is The Subject
Instructions often read better with you. “A user should reset their password” becomes “Reset your password.”
Repeat The Name In Short Passages
In a paragraph about one person, repeating the name once or twice can beat a pronoun pile-up. This works well in captions, bios, and short profiles.
Possessives And Reflexives People Forget
Most sentences only need his, her, or their, yet a few forms show up in longer writing.
- theirs is possessive without a noun: “The laptop is theirs.”
- hers and his can work the same way: “The decision was his.”
- themself appears in some style guides as the singular reflexive for they. Many writers still use themselves in both singular and plural settings.
If your sentence needs a reflexive form, check your style guide and stay consistent inside one document.
Pronoun Choice In Forms, Policies, And Academic Work
Formal writing has two extra pressures: consistency and clarity. In a form or policy, small wording shifts can change meaning, so keep choices steady from start to finish.
In essays and reports, the goal is readability. If your instructor prefers one option, follow that rule for the assignment. If no rule is stated, singular their often reads naturally when the sentence refers to a generic person.
For contracts, HR policies, and safety notices, rewriting to avoid pronouns can prevent confusion. Repeating nouns like “the employee,” “the renter,” or “the customer” can be the safest path when precision matters.
Handling Pronouns In Quotes And Sources
When you quote someone, keep the pronouns the speaker used. Don’t edit a quote by swapping pronouns. If readers might get lost, add a short note before the quote that names the person and their pronouns.
In paraphrases, follow the same rule. If a source uses they/them for a person, keep it. If your style rules push you toward “he” or “she,” use a rewrite that repeats the name or role instead of switching pronouns.
Rewrite Patterns You Can Use Right Away
| Original Line | Tighter Rewrite | What Changed |
|---|---|---|
| Each student must submit their paper by Friday. | Students must submit their papers by Friday. | Plural subject removes a singular choice. |
| Every driver should keep their license on them. | Drivers should carry a license. | Noun replaces the pronoun. |
| An applicant must attach his or her signature. | An applicant must sign the form. | Verb rewrite removes the phrase. |
| If a user forgets their password, they should reset it. | If you forget your password, reset it. | Second person fits instructions. |
| Each teacher should email their class list. | Teachers should email class lists. | Plural and noun compression. |
| Every voter must show their ID at the desk. | Voters must show ID at the desk. | Drops extra words; keeps meaning. |
| Someone left their bag; they can pick it up at the office. | A bag was left behind; it can be picked up at the office. | Shifts to a noun and passive voice. |
| Each parent should review their child’s schedule. | Parents should review their children’s schedules. | Plural keeps agreement consistent. |
A Simple Editing Checklist
- Circle every pronoun and trace it back to its noun. If you can’t find the noun fast, rewrite.
- Check agreement: singular noun with singular verb, plural noun with plural verb.
- Watch for “each,” “every,” and “any.” They often create a singular subject even when the phrase looks plural.
- Limit “his or her” to one-off lines. If you see it twice in a paragraph, a rewrite will read better.
- Stay consistent inside one document. Switching between “his or her” and “their” in the same form can feel messy.
- Read one paragraph aloud. If you stumble, that spot needs a rewrite, a clearer noun, or a shorter sentence.
Mini Templates For Common Sentences
School Or Training Instructions
“Students must bring their materials to class.”
“If you miss a lesson, email your instructor.”
Job And Application Lines
“Applicants must upload a résumé and sign the form.”
“Candidates can update their contact details at any time.”
Policies And Notices
“Employees must wear badges on site.”
“Lost items can be claimed at the front desk.”
Wrap Up
When you’re choosing between his or her or their, start with number, then match the person’s stated pronouns when you know them. If a sentence still sounds stiff, rewrite it and move on.