A perennial problem for writers is how to handle the third person singular pronoun when gender is unknown. An example is:

     When emailing an editor, you can usually address him by his first name.

The trouble with that sentence is that it excludes female editors. We could switch the pronouns to the opposite gender.

     When emailing an editor, you can usually address her by her first name.

But that option excludes male editors.

We could also use this construction:

     When emailing an editor, you can usually address them by their first name.

But this option violates singular/plural agreement, so it’s a poor idea.

Unfortunately, the English language has no word for this purpose. Some have been proposed, such as s/he or (s)he, but they haven’t caught on.

There are several ways to handle this problem.

Use one of these constructions:

he/she, his/her, him/her

he or she, his or hers, him or her

     When emailing an editor, you can usually address him/her by his/her first name.

     When emailing an editor, you can usually address him or her by his or her first name.

The obvious snag with this option is the awkwardness. Imagine reading an entire story or book filled with similar sentences.

Use one gender throughout your story.

Some writers, naturally enough, write in their own gender. As we saw earlier, however, excluding one half of the human race isn’t ideal.

Use both gender-specific pronouns alternately.

     When emailing an editor, you can usually address him by his first name.

And then later in the story, write:

     If an editor suggests changes, listen to her. She knows good writing; that’s why she’s an editor.

Use a gender-neutral term, such as s/he, or even ze.

     S/he knows good writing; that’s why ze’s an editor.

Again, however, reading an entire story or book with that construction would be tedious, and the use of such words has not gained wide acceptance.

Use plural terms.

     When emailing editors, you can usually address them by their first name.

This solution usually works. Here’s another example:

     If editors suggest changes, listen to them. They know writing; that’s why they’re editors.

Here is some practice in working with this issue. How would you rewrite these sentences?

1. A company president should get to know his employees.

2. The editor emailed me to say, “The candidate’s name is Pat. When he/she comes in please send him/her to my office.”

Possible solutions are:

1. Probably the best answer is “Company presidents should get to know their employees.”

2. This is a tough one. Perhaps the best answer would be “When he or she comes in please send him or her to my office.” If you don’t know the candidate’s gender you’re taking a risk if you write “When she comes in please send her to my office” or “When he comes in please send him to my office.” I’d avoid “When they come in please send them to my office.” Pat is one person, not two.

As you see, there’s no universally applicable way to approach this problem. But however you choose to handle it, it’s imperative to remain consistent throughout your story or book.