Pronouns

Pronouns are a class of word that can take the place of a proper noun. They help to make text tighter and more coherent, but 2 common mistakes relate to:

  • not linking clearly to the noun they reference
  • using apostrophes in possessive forms.

More broadly, pronouns have a positive impact on writing by lightening the tone and making it more engaging for readers. Opt for inclusive pronouns such as ‘we’, ‘you’ or ‘they’ where you can in a text.

Pronoun reference and agreement
Make sure a pronoun clearly refers to the noun it replaces
The committee decided it would meet next month.
Sonia confirmed that she would attend.
The first danger with pronouns is they can create ambiguity if a sentence does not make it clear which noun they refer to. Often recasting a sentence will fix the problem.
These errors are causing problems for customers. We must eliminate them.
We must eliminate these errors, as they are causing problems for customers.
Secondly, a pronoun should match the singular or plural form of the noun it replaces.
SubjectObjectPersonNumber
ImeFirstSingular
weusFirstPlural
youyouSecondSingular and plural
theythemThirdSingular and plural
hehimThirdSingular
sheherThirdSingular
ititThirdSingular
Conventionally, an organisation or formal body such as a committee is a singular noun, and needs to take a singular pronoun.
The Board will review the proposal when it meets next month. 
The Board will review the proposal when they meet next month.

This is because the members of the Board are plural, but the Board itself is a singular entity.

However, this distinction is gradually blurring. You will often see the plural pronoun ‘they’ in sentences like this. It ties in with the growing acceptance of ‘they’ in the singular, particularly as a gender-neutral alternative to ‘he’ or ‘she’. 

Possessive pronouns
Don’t add an apostrophe to pronouns that show possession
we, us, our, ours
you, your, yours

Pronouns can take several forms, depending on where they appear in a sentence.

SubjectObjectPossessiveIndependent possessive
Imemymine
weusourours
youyouyouryours
theythemtheirtheirs
hehimhishis
sheherherhers
itititsits

Although we generally add an apostrophe and an ‘s’ to show possession, independent (or absolute) possessive pronouns don’t follow this rule. You don’t need an apostrophe in these words.

What’s mine is yours.
Their’s is much smaller than our’s.

Take extra care with ‘its’. People often confuse this pronoun with the contraction ‘it’s’ (meaning ‘it is’ or ‘it has’).

Every company must report its earnings to the tax office.
This software can reduce it’s processing speed to cater for old computers.
Gender
Find out a person’s pronouns, or use inclusive ones

If you’re writing about someone, you won’t always know their gender. If you are unsure, see if you can find out. Often website profiles or social media can help.  Otherwise, you can default to the singular ‘they’.

Common options for singular pronouns include:

PronounsGender
he, him, his
male/masculine
she, her, hers 
female/feminine
they, them, theirs
non-binary, trans or unspecified
xe, xem, xirnon-binary or trans
it, it, itsneutral

Avoid the construction ‘he/she’, which is both awkward and non-inclusive.

Effect on writing
Use pronouns for more concise, engaging text

In writing more generally, pronouns are useful in making text more concise and coherent. In a professional context, they help to avoid repeating the same phrases over and over. Doing so will help to:

  • shorten sentences
  • boost readability.
The president of the Independent Association of Personal Trainers will launch our HIIT Health campaign next week. It reflects our commitment to promoting public health and wellbeing.
The president of the Independent Association of Personal Trainers will launch the association’s HIIT Health campaign next week. The campaign reflects the association’s commitment to promoting public health and wellbeing.

Perhaps more importantly, pronouns can also help you to lighten the tone and establish a more direct connection with your reader.

Whether you’re writing for yourself or an organisation, in a formal or informal setting, always try to use the first person (I, we) and second person (you).

The Gold Bank Executive has reviewed the Bank’s policy on crisis loans and is writing to customers who are eligible for a refund of default interest. Customers are invited to contact Gold Bank on 9876 5432 to learn more.
We have reviewed our policy on crisis loans and will refund the default interest you have paid. Please call us on 9876 5432 to learn more.
See also:   Apostrophes ’,  Expression,  Gender,  Parts of speech,  they