14.04 Pronouns

Because English lacks a singular pronoun that signifies the non-specific "he or she," customarily the masculine pronoun has been used. The following guidelines help to avoid this usage.

• Avoid using the pronoun:

  The section chief is responsible for maintaining good relations with clients and ensuring that deadlines are met.

  not

  The section chief is responsible for maintaining good relations with his clients. He ensures that deadlines are met.

• Repeat the noun:

  An employee must file a grievance within the prescribed time limit. The employee’s union representative will usually be involved at this stage of the process.

  not

  An employee must file a grievance within the prescribed time limit. His union representative will usually be involved at this stage of the process.

• Use the plural:

  All responsibility centre managers must prepare their own work plans.

  not

  Each responsibility centre manager must prepare his own work plans.

• Use a neutral word such as "one," "individual" or "incumbent":

  the incumbent’s duties not  his duties

• Use both pronouns, but avoid using parentheses:

  his or her duties  not  his (or her) duties

• Address your reader directly. Substitute "you" or "yours" for "he" or "his," using the imperative mood where needed:

  Send two copies of your academic record to the Human Resources Officer.

  not

  The applicant must send two copies of his academic record to the Human Resources Officer.

• Use sentence fragments when writing job descriptions:

  Develops, implements and evaluates programs to improve information services; directs research in information resource management.

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