When to Use Who vs. That: A Comprehensive Guide

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When to Use Who vs. That: A Comprehensive Guide

Many English learners feel confused about when to use “who” and when to use “that.” Both words are relative pronouns, and they help connect clauses in a sentence. However, they are not always interchangeable. Using the wrong one can make your sentence sound unnatural or grammatically incorrect.

The word “who” is used for people. For example: “She is the teacher who helped me.” The word “that” is usually used for things or animals. For example: “This is the book that I borrowed.” Although native speakers sometimes use “that” informally for people, formal grammar rules recommend using “who” when referring to a person.

In this comprehensive guide, you will learn the clear rules for using “who” and “that,” along with practical examples and common mistakes to avoid. You will also understand how these words function in relative clauses and how they improve sentence structure. By the end of this article, you will confidently choose the correct word in both speaking and writing.

This topic is part of our English Grammar for English learners.

Basic Rules

The fundamental rule for choosing between “who” and “that” is simple:

  • Use “who” for people
  • Use “that” for things

For example:

  • The woman who lives next door is a doctor. (Correct)
  • The car that I bought last year is blue. (Correct)

However, like many grammar rules, there are exceptions and situations where the choice isn’t so straightforward.

Let’s delve deeper into various scenarios to gain a more comprehensive understanding.

People and Animals

People

When referring to people, “who” is generally the correct choice.

This applies to both individuals and groups:

  • The teacher who won the award is my cousin.
  • The team who won the championship celebrated all night.

Using “that” for people can sometimes sound awkward or impersonal:

  • The man that lives across the street is friendly. (Less preferable)
  • The man who lives across the street is friendly. (Better)

Animals

For animals, the choice depends on how the writer views the animal:

If the animal is thought of as having a personality or being a pet, use “who”:

    • My dog, who loves to play fetch, is ten years old.
    • The dolphin who performed tricks delighted the audience.

For animals considered more generically or scientifically, use “that”:

    • The species of bird that migrates the farthest is the Arctic tern.
    • Insects that pollinate flowers play a crucial role in ecosystems.

Organizations and Entities

When referring to organizations, companies, or other entities composed of people, both “who” and “that” can be appropriate depending on the context:

If you’re emphasizing the human aspect of the organization, use “who”:

    • The company who values its employees tends to have better retention rates.
    • The team who won the championship worked hard all season.

If you’re treating the organization more as an impersonal entity, use “that”:

    • The corporation that filed for bankruptcy had been struggling for years.
    • The government agency that oversees environmental regulations is understaffed.

Restrictive vs. Non-restrictive Clauses

Understanding the difference between restrictive and non-restrictive clauses is crucial for proper usage of “who” and “that.”

Restrictive Clauses

Restrictive clauses are essential to the meaning of the sentence.

They limit or define the noun they modify and are not set off by commas.

Both “who” and “that” can introduce restrictive clauses:

  • The student who scored highest on the test received a scholarship. (The clause defines which student)
  • The book that won the Pulitzer Prize was a bestseller. (The clause specifies which book)

Non-restrictive Clauses

Non-restrictive clauses provide additional information but are not essential to the sentence’s meaning.

They are set off by commas. “Who” can introduce non-restrictive clauses, but “that” cannot:

  • My sister, who lives in Paris, is visiting next month. (Correct)
  • My sister, that lives in Paris, is visiting next month. (Incorrect)

Formal vs. Informal Writing

The choice between “who” and “that” can sometimes depend on the level of formality in your writing:

Formal Writing

In formal writing, it’s generally best to stick to the traditional rules:

  • Use “who” for people
  • Use “that” for things and animals (unless referring to pets or animals with personality)

Example: “The researcher who conducted the study published her findings last week.”

Informal Writing

In informal contexts, using “that” for people is more acceptable, though still less common than “who”:

Example: “Do you know anyone that can fix my computer?”

Special Cases

Collective Nouns

Collective nouns (words that describe groups of people) can take either “who” or “that,” depending on whether you’re emphasizing the individuals or the group as a whole:

  • The team who won the championship (emphasizing the individual players)
  • The team that won the championship (emphasizing the team as a single unit)

Indefinite Pronouns

When using indefinite pronouns (anyone, somebody, everyone, etc.), “who” is generally preferred:

  • Is there anyone who can help me move this weekend?
  • Everybody who attended the meeting received a copy of the report.

“The One”

When using the phrase “the one,” both “who” and “that” are acceptable:

  • She was the one who always believed in me.
  • She was the one that always believed in me.

Common Mistakes and How to Avoid Them

Using “That” for People in Formal Writing

Mistake: “The employee that arrived late was reprimanded.”

Correction: “The employee who arrived late was reprimanded.”

Using “Who” for Inanimate Objects

Mistake: “The car who won the race was a Ferrari.”

Correction: “The car that won the race was a Ferrari.”

Omitting “That” When It’s Necessary

Sometimes, “that” can be omitted without changing the meaning of the sentence.

However, in some cases, omitting “that” can lead to confusion:

Confusing: “The book I thought was boring turned out to be fascinating.”

Clearer: “The book that I thought was boring turned out to be fascinating.”

Using “Which” Instead of “That” in Restrictive Clauses

While “which” and “that” can both be used for things, “which” is typically reserved for non-restrictive clauses:

Incorrect: “The phone which I bought yesterday is already broken.”

Correct: “The phone that I bought yesterday is already broken.”

Also correct: “My new phone, which I bought yesterday, is already broken.” (non-restrictive clause)

Tips for Choosing Between “Who” and “That”

Consider the Antecedent

Always look at the noun that the clause is modifying. If it’s a person, use “who.”

If it’s a thing, use “that.”

Assess the Importance of the Clause

If the clause is essential to the meaning of the sentence (restrictive), you can use either “who” or “that” (depending on whether it refers to a person or thing).

If it’s just extra information (non-restrictive), use “who” for people and set it off with commas.

Think About Tone and Context

In more formal writing, stick to the traditional rules. In casual contexts, you have more flexibility.

Read Aloud

Sometimes, reading your sentence aloud can help you determine which word sounds more natural.

Consider Your Audience

If you’re writing for an international audience, adhering to the traditional rules can help ensure clarity across different English dialects.

Practice Exercises

To help reinforce your understanding, try these practice exercises:

  1. The scientist (who/that) discovered the new element was awarded a Nobel Prize.
  2. The dog (who/that) always barks at night belongs to my neighbor.
  3. The company, (who/that) was founded in 1995, has grown significantly.
  4. Is there anyone (who/that) can help me with this math problem?
  5. The car (who/that) won the race was disqualified for cheating.

Answers:

  1. who
  2. that (or who if referring to the dog as a pet with personality)
  3. which (non-restrictive clause)
  4. who
  5. that

Conclusion

Knowing when to use “who” and “that” is really important for good writing.

The simple rule is to use “who” for people and “that” for things, but there’s more to it.

Learning about restrictive and non-restrictive clauses, and when to be formal or informal, can help you make better choices in tricky situations.

Always remember that language is meant to help us communicate clearly.

If you’re unsure, pick the word that makes your message easiest to understand.

With some practice, choosing between “who” and “that” will become easier, making your writing clearer and more effective.

As you keep writing and reading, notice how “who” and “that” are used in different situations.

This will help you get a feel for when to use each one in your own work.

Don’t hesitate to check style guides or ask others for their opinions – even seasoned writers can find this confusing sometimes.

In the end, using “who” and “that” correctly is just one part of becoming a better writer.

By getting this right, you’re making a big step toward clearer and more professional writing in everything you do.

You may also like these English learning articles:

About the Author

Hi, I’m Manoj Sharma, an English teacher and soft skills trainer with over 10 years of experience helping students, job seekers, and professionals improve their English communication skills with confidence. I hold an M.A. in English Literature and am passionate about making English learning simple, practical, and enjoyable.

Through Love You English, I share easy-to-understand lessons on spoken English, grammar, vocabulary, phrasal verbs, and daily-use English. My teaching style focuses on real-life communication and practical learning techniques that help learners speak naturally and confidently in everyday situations.

Thousands of learners visit Love You English every month to improve their fluency, build confidence, and communicate more effectively in English.

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