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Assuming Gender in Email

ByJudith Hours Posted on Reading Time: 2 minutes
Avoid assuming gender in your business email communications.

You know what happens when you assume, right?

Anyone who follows this blog knows not to assume anything about our email communications. Assuming rarely leads to positive results. That’s why if you are unsure, ask.

For example, assumptions can lead to lost opportunity in the global environment where we all do business. Notably, assuming by virtue of a contact’s name, whether they are male or female, can cause you not to make a very good first impression.

Unintentional Misgendering

Misgendering in emails can happen innocently due to various reasons:

  • Unfamiliarity: The sender may not be familiar with the recipient’s gender, especially in cases where the recipient’s gender identity is not explicitly stated or known.
  • Assumption: The sender may unintentionally assume the recipient’s gender based on their name, appearance in a profile picture (if applicable), or other contextual cues.
  • Error: Misgendering can occur due to simple typing errors or oversight, especially in fast-paced communication environments.
  • Cultural Differences: Cultural norms and language conventions regarding gender may differ, leading to unintentional misgendering, especially in cross-cultural communications.
  • Habit: The sender may be accustomed to a specific name being male vs. female by default and may not consciously consider the possibility of misgendering when composing the email.

In most cases, misgendering in emails is unintentional and can be easily corrected with increased awareness, education, and respectful communication practices.

Name Misgendering

My name is Nikita. It’s a typical Russian male name, but when I send emails to other countries, people have some problems with identifying my gender when looking at my sig. As a result, in response, I receive messages starting with “Dear Ms. Nikita,” Can I put “Mr” somewhere in the sig to avoid misunderstanding?
BEE
Site Visitor

Putting a Mr. in your sig file for first contact would set the record straight. However, that may make you appear more formal than you prefer. If you are a formal guy, then that’s okay. If not, you could always remove the Mr. on subsequent communications.

I recommend that if someone misidentifies your gender based on your name, kindly send them straight. “By the way, I’m a male. Just thought you would want to know. “

Here’s how one of my readers tries to prevent this with his particular name situation:

I am a guy with two (possible) female first names. I’ve been in business for almost twenty years and have never bothered to add a Mr. in front of my first name.

What I do is sign off as “Alexander ‘Alex’ [last name here].” This is just one suggestion for those of us with nicknames that can be considered for either gender.
BEE
Site Visitor

What great advice, Alex!

Humble Apologies

When you discover that you’ve made this assumption in error — humbly apologize. You are likely not the first to do so, and the person on the other side will understand.

Now that I think about it, I constantly email folks with gender-neutral names (Pat, Chris, Kerry, Robyn, Frances, Kylie, Sam, Joe, and Bernie). I’ve never considered gender in communicating with anyone who emails me.

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