Have you ever stopped while writing and wondered whether to use “he or she” in a sentence? Many people face this question when they want to refer to a person whose gender is unknown. The phrase he or she has been a common solution in English for many years.
People search for he or she because they want to write clearly, correctly, and respectfully. Some writers use it in formal documents, academic papers, emails, and business communication. Others wonder whether it is still the best choice today, especially as singular they have become more common.
This article explains what he or she means, where it comes from, how it is used in British and American English, common mistakes to avoid, and when you should choose other alternatives. By the end, you will know exactly how and when to use he or she in modern English writing.
He or She – Quick Answer
He or she is a phrase used when referring to a person whose gender is unknown or unspecified.
Examples
- Every student must submit his or her assignment by Friday.
- If a customer has a question, he or she should contact support.
- When a driver sees a stop sign, he or she must stop.
The phrase helps include both male and female possibilities.
Today, many writers also use they as a gender-neutral alternative:
- Every student must submit their assignment by Friday.
Both forms can be correct depending on the style guide and audience.
The Origin of He or She
The words he and she come from Old English pronouns used to identify males and females.
History
For centuries, English writers often used he as a generic pronoun for all people. For example:
- Every person should do his duty.
Over time, many people felt that this usage excluded women. To make language more inclusive, writers began using he or she and his or her.
Why Different Forms Exist
The phrase developed as a way to:
- Avoid gender bias.
- Make formal writing more precise.
In recent years, singular they has become widely accepted because it is shorter and more inclusive.
British English vs American English Spelling
Unlike many English words, he or she has the same spelling in both British English and American English.
The difference is not spelling but usage preferences.
Comparison Table
| Feature | British English | American English |
| He or she | Common | Common |
| His or her | Common | Common |
| Singular they | Increasingly popular | Very popular |
| Formal documents | Often use he or she | Often use he or she |
| Casual writing | Often use they | Often use they |
Examples
British English:
- Every employee should inform his or her manager.
American English:
- Every employee should inform his or her manager.
Both versions are correct.
Which Spelling Should You Use?
Since he or she has no spelling variation, the choice depends on your audience and writing style.
For US Audiences
Use:
- He or she (formal writing)
- They (modern and casual writing)
For UK Audiences
Use:
- He or she in legal and academic documents
- They in everyday communication
For Global Audiences
Singular they are often easier to read and more inclusive.
Example:
Instead of:
- Every user should update his or her password.
You can write:
- Every user should update their password.
Common Mistakes with He or She
Many learners make small mistakes when using he or she.
Mistake 1: Wrong Pronoun Agreement
❌ Every student should bring their book if he or she wants to pass.
✔ Every student should bring his or her book.
✔ Every student should bring their book.
Choose one style and stay consistent.
Mistake 2: Repeating It Too Often
❌ If a customer calls, he or she should explain why he or she needs help before he or she speaks to a manager.
✔ If a customer calls, the customer should explain the issue before speaking to a manager.
Mistake 3: Using It for Groups
❌ The employees should complete he or she reports.
✔ The employees should complete their reports.
Mistake 4: Forgetting Possessive Forms
❌ Every student should submit he or she assignment.
✔ Every student should submit his or her assignment.
He or She in Everyday Examples
Emails
- If a team member is absent, he or she should notify HR.
News Articles
- A voter may change his or her registration information online.
Social Media
- If someone likes the post, he or she can share it.
Academic Writing
- Each participant was asked whether he or she agreed with the statement.
Business Writing
- Every applicant must submit his or her resume before the deadline.
He or She – Google Trends & Usage Data
Search interest for he or she remains strong because people often need help with grammar, pronouns, and inclusive language.
Countries Where Searches Are Common
- United States
- United Kingdom
- Canada
- Australia
- India
Common Search Intent
Users often search for:
- What does he or she mean?
- Is he or she correct grammar?
- He or she vs they
- His or her meaning
- Gender-neutral alternatives
Modern Usage Trend
Language experts note a growing shift toward singular they, especially in:
- Online content
- Social media
- Journalism
- Business communication
However, he or she remains common in legal, academic, and formal writing.
He or She Comparison Table
| Term | Meaning | Best Use |
| He | Refers to a male | Known male person |
| She | Refers to a female | Known female person |
| He or She | Refers to either gender | Formal writing |
| His or Her | Possessive form | Formal writing |
| They | Gender-neutral singular pronoun | Modern writing |
| Their | Possessive form of they | Modern writing |
FAQs About He or She
1. What does he or she mean?
It means a person could be either male or female when the gender is unknown.
2. Is he or she grammatically correct?
Yes. It is a grammatically correct phrase in English.
3. Can I use them instead of he or she?
Yes. Singular they is widely accepted in modern English.
4. Is he or she formal?
Yes. It is commonly used in formal, academic, and legal writing.
5. Which is better: he or she or they?
Neither is always better. Use he or she for formal precision and they for natural, inclusive writing.
6. Is he or she still used today?
Yes. Many organizations, schools, and legal institutions still use it.
7. Why do some writers avoid he or she?
Some writers prefer singular they because it is shorter and more inclusive.
Conclusion
The phrase he or she remains an important part of English grammar. It helps writers refer to a person whose gender is unknown while including both male and female possibilities. For many years, it was the preferred solution in formal writing, legal documents, academic papers, and professional communication.
Today, language continues to evolve. While he or she is still correct and widely accepted, many writers now choose singular they because it sounds more natural and includes everyone. The best choice depends on your audience, purpose, and style guide.
If you are writing a formal report, policy, or academic paper, he or she may still be the safest option. For blogs, websites, emails, and everyday communication, singular they often provide a smoother reading experience.
Understanding both forms allows you to communicate clearly, professionally, and respectfully in any situation.
Hi, I’m Henry James, the author behind GrammarTribe.com. I’m passionate about the English language and specialize in grammar, helping readers understand complex rules in a simple, clear way. Over the years, I’ve dedicated myself to creating content that makes learning grammar practical, fun, and accessible for everyone. If you’re a student, professional, or language enthusiast.
Through GrammarTribe.com, I share tips, guides, and examples to help people write confidently and correctly. My goal is to make grammar less intimidating and more useful in everyday writing, emails, social media, and professional communication. Writing and teaching grammar isn’t just my profession — it’s my passion.
When I’m not writing, I enjoy reading, exploring language trends, and discovering new ways to make English learning engaging and easy. My mission is to empower readers to communicate clearly and confidently, one grammar tip at a time.
