You use who to refer to a person, especially when the clause gives extra or essential information about that person. You use that when the clause restricts or defines a person, animal, thing, or idea, particularly when no comma is used. In many sentences about people, both who and that are grammatically correct, although who often sounds more natural and slightly more formal Less friction, more output..
Introduction to Who and That
Who and that can both introduce relative clauses—groups of words that describe a noun. The noun being described is called the antecedent Most people skip this — try not to. Turns out it matters..
For example:
- The woman who called left a message.
- The woman that called left a message.
Both sentences identify the same person. The first version is more personal and commonly preferred in careful writing, while the second is concise and perfectly correct.
The choice depends on the noun being described, the type of clause, and the style you want.
What Is a Relative Clause?
A relative clause begins with a relative word such as who, that, which, or whom and adds information about a noun.
Consider these sentences:
- I thanked the teacher who helped me prepare.
- She bought the book that won an award.
- He lives in the house that stands by the river.
Each relative clause gives necessary information about its antecedent:
- who helped me prepare describes the teacher.
- that won an award describes the book.
- that stands by the river describes the house.
Relative clauses can be restrictive or nonrestrictive.
Restrictive Versus Nonrestrictive Clauses
A restrictive clause identifies the exact person, place, or thing being discussed. You really need to the meaning of the sentence.
For example:
- The student who submitted the report early received extra credit.
Without the relative clause, the sentence says only that a student received extra credit. The clause tells us which student. No comma separates a restrictive clause from its antecedent No workaround needed..
A nonrestrictive clause adds extra information about a noun that is already clear. It is not essential to the meaning. Commas surround the clause.
For example:
- Maria Santos, who submitted the report early, received extra credit.
The name already identifies Maria. The clause simply provides an additional fact. In this situation, use who, not that Still holds up..
When to Use Who
Use who when the antecedent is a person. It usually functions as the subject of the relative clause.
Examples include:
- The doctor who examined me was very patient.
- Anyone who practices regularly can improve.
- The students who volunteered worked after school.
In each sentence, who refers to a person and introduces the action performed by that person And that's really what it comes down to..
Who for People
Use who for individuals, groups of people, and nouns that represent people:
- the person who called
- the artist who painted the portrait
- the family that lives next door
- the employees who completed the training
Although that can also refer to people in restrictive clauses, who is often the clearest and most respectful choice.
Who in Nonrestrictive Clauses
Use who when a nonrestrictive clause about a person is set off with commas:
- My sister, who teaches mathematics, enjoys hiking.
- Dr. Lee, who led the research team, published the findings.
- Our neighbor, who recently retired, volunteers at the library.
Do not use that in these clauses:
- Incorrect: My sister, that teaches mathematics, enjoys hiking.
- Correct: My sister, who teaches mathematics, enjoys hiking.
When to Use That
Use that in a restrictive clause when the noun is a person, animal, object, place, or idea. It is especially common when the clause is necessary to identify the noun.
Examples include:
- The scientist that discovered the element received an award.
- This is the book that changed my perspective.
- We visited the museum that opened last year.
- The idea that convinced the committee was simple and practical.
The clause following that is restrictive, so no comma appears before it Simple, but easy to overlook..
That for People
That can refer to people when the relative clause is restrictive:
- The person that left this wallet deserves credit.
- She is the only assistant that can operate the equipment.
- The volunteer that arrived earliest organized the supplies.
These sentences are correct. On the flip side, many writers prefer who when referring directly to people:
- The person who left this wallet deserves credit.
Neither version is wrong. The choice is mainly one of tone and readability Practical, not theoretical..
That for Things and Animals
Use that for objects, animals, places, and abstract ideas in
Use that for objects, animals, places, and abstract ideas in restrictive clauses.
Here's one way to look at it: consider the following sentences:
- The laptop that I bought last week is already outdated. Practically speaking, * The park that we visited was beautifully maintained. * The concept that underpins the theory is difficult to grasp.
In each case, the clause following that is essential to the meaning of the sentence, identifying exactly which item, place, or idea is being discussed. Because the clause is restrictive, no commas are used to set it off. While which can sometimes be used for things in nonrestrictive clauses, that remains the go-to pronoun for essential information about non-human nouns.
Honestly, this part trips people up more than it should.
Conclusion
Choosing between who and that ultimately depends on the noun being modified and the type of clause being used. When referring to people, especially in nonrestrictive clauses, who is generally preferred for clarity, tone, and respect. Day to day, when identifying specific things, animals, or ideas in restrictive clauses, that is the standard and correct choice. By understanding these distinctions, writers can craft clearer, more precise sentences that guide the reader exactly where they need to go.
Beyond the basic rules, several nuances can help writers decide when who and that feel most natural in a given context And that's really what it comes down to..
Style‑Guide Preferences
Most major style manuals—The Chicago Manual of Style, The Associated Press Stylebook, and Garner’s Modern English Usage—recommend who for people in both restrictive and nonrestrictive clauses, especially in formal writing. They note that that for humans is acceptable but can sound informal or even slightly terse. In journalistic copy, where brevity is prized, you’ll often see that used with people (“the witness that saw the accident”), whereas academic prose tends to favor who (“the witness who saw the accident”).
Regional and Dialectal Variations
In British English, the distinction between who and that for people is less rigid; both appear frequently in restrictive clauses. American English, however, shows a stronger preference for who when the antecedent is a person, particularly in edited prose. Writers targeting an international audience may choose who to avoid any perception of informality.
When That Improves Flow
Even with people, that can sometimes create a smoother rhythm, especially when the relative clause is short and the noun is modified by other elements:
- The manager that hired you last spring has been promoted.
- Any candidate that meets the deadline will be considered.
Here, the lack of a comma before that keeps the sentence tight, and the brief clause avoids the slight pause that who might introduce That's the part that actually makes a difference..
Avoiding Ambiguity with Collective Nouns
Collective nouns that refer to groups of people (team, committee, audience) can take either pronoun, but the choice can affect meaning:
- The team that won the championship celebrated all night. (restrictive: specifies which team)
- The team, who won the championship, celebrated all night. (nonrestrictive: adds extra information about a known team)
If the clause is essential to identifying the group, that is often clearer; if the group is already known and the clause merely adds detail, who works well.
Pronoun Agreement in Complex Sentences
When the antecedent is a pronoun itself (e.g., someone, anyone, everyone), who is almost universally preferred:
- Anyone who wishes to participate should sign up by Friday.
- Someone that left their phone behind should check the lost‑and‑found.
Although that is not grammatically incorrect here, it can sound awkward to many readers, so who remains the safer bet.
Practical Tips for Writers
- Identify the clause type first. Ask whether the information is essential (restrictive) or supplementary (nonrestrictive).
- Check the antecedent. If it’s a person, lean toward who; if it’s a thing, animal, place, or idea, that is the default.
- Read aloud. Hearing the sentence can reveal whether who or that flows better.
- Consult your style guide. When writing for a specific publication or academic discipline, follow its prescribed preference.
- Be consistent. Within a single document, avoid switching between who and that for the same kind of antecedent without a clear reason.
By attending to these subtleties, writers can make choices that not only obey grammatical rules but also enhance readability, tone, and precision.
Conclusion
Mastering the use of who versus that hinges on recognizing whether the relative clause is restrictive or nonrestrictive and considering the nature of the antecedent. While who is generally the go‑to pronoun for people—especially in formal or nonrestrictive contexts—that remains perfectly acceptable for restrictive clauses involving people, and it is the standard choice for objects, animals, places, and abstract ideas. Awareness of style‑guide recommendations, regional tendencies, and rhythmic considerations allows writers to select the pronoun that best serves clarity and tone. Applying these guidelines consistently will result in sentences that are both grammatically sound and stylistically effective.
