Indefinite reference of they, it, or you

Do not use they to refer indefinitely to persons who have not been specifically mentioned. If you use the pronoun they, it should refer to a specific antecedent.

Example sentence with editing. Original sentence: In 2001, they shut down all government agencies for more than a month until the budget crisis was resolved. Revised sentence: In 2001, Congress shut down all government agencies for more than a month until the budget crisis was resolved. Explanation: The word 'they' has been replaced by 'Congress.'

The word it should not be used indefinitely in constructions such as the following.

Example sentence with editing. Original sentence: In the encyclopedia it states that male moths can smell female moths from several miles away. Revised sentence: The encyclopedia states that male moths can smell female moths from several miles away.

The pronoun you is appropriate when the writer is addressing the reader directly:

Example sentence: Once you have kneaded the dough, let it rise in a warm place.

Except in very informal contexts, however, the indefinite you (meaning “anyone in general”) is inappropriate.

Example sentence with editing. Original sentence: Ms. Pickersgill's Guide to Etiquette stipulates that you should not arrive at a party too early or leave too late. Revised sentence: Ms. Pickersgill's Guide to Etiquette stipulates that a guest should not arrive at a party too early or leave too late.

The writer could have replaced you with one, but in American English the pronoun one can seem stilted.

Exercises:

Pronoun reference 1

Pronoun reference 2

Pronoun reference 3

Pronoun reference 4