Should a job title be capitalized? It depends on how you’re using it. Capitalize job titles when they come directly before a person’s name like “Manager Sarah Johnson.” Don’t capitalize when the title appears after the name or stands alone like “Sarah Johnson, the manager” or “She works as a manager.” This rule applies in emails, documents, and most professional writing.
Most people mess this up constantly. They either capitalize everything or nothing. You’ll see “I met with the Director” when it should be “I met with the director.” Or “sarah johnson, Manager” when it should be “Sarah Johnson, manager.”
The Associated Press Stylebook and Chicago Manual of Style both follow these capitalization rules. Getting it right shows attention to detail that hiring managers notice.
Basic Capitalization Rules for Job Titles
Understanding when to capitalize job titles comes down to a few simple rules. Position in the sentence and relationship to names determine capitalization in most situations.
Capitalize Titles Before Names
When a job title comes directly before someone’s name, treat it like part of their name. You’re using the title as an honorific introducing who they are.
Examples that need capitalization include situations like these:
- “Marketing Manager Jennifer Lee will lead the presentation”
- “We hired Chief Financial Officer David Martinez”
- “President Johnson announced the new policy”
- “Director of Sales Maria Garcia sent the report”
The title acts like “Mr.” or “Dr.” in these cases. It’s attached to the person’s name as a unit. You wouldn’t write “mr. smith” in lowercase, same goes for job titles used this way.
Don’t Capitalize Titles After Names
When the job title comes after the name or stands alone, use lowercase. The title is describing what the person does rather than acting as part of their formal name.
Correct lowercase usage looks like this:
- “Jennifer Lee, marketing manager, will lead the presentation”
- “We hired David Martinez as chief financial officer”
- “The president announced the new policy”
- “Maria Garcia, director of sales, sent the report”
This trips people up all the time. They think important titles deserve capitals everywhere. But grammar rules don’t care about importance. They care about position in the sentence. Understanding basic industries employment helps across different sectors.
Exception for Very High-Level Titles
Some style guides make exceptions for extremely high-level positions. “President” when referring to the President of the United States often stays capitalized even standing alone. “The President announced new policies.”
Same sometimes goes for “CEO” or “Chairman” in business contexts when referring to your own company’s top leader. “The CEO will address employees tomorrow.” But this varies by company style guide. When in doubt, use lowercase unless the title comes before a name.
Job Title Capitalization on Resumes
Resumes follow slightly different rules than regular writing. You’re creating a professional document showcasing your experience. Consistency and readability matter more than strict grammar rules.
Most resume experts recommend capitalizing your own job titles throughout your resume. This makes them stand out and easier to scan quickly. Hiring managers skim resumes in seconds. Capital letters for titles help them spot your progression.
Format your resume job titles like this:
- Marketing Manager (not marketing manager)
- Senior Software Engineer (not senior software engineer)
- Director of Operations (not director of operations)
- Sales Associate (not sales associate)
This applies to job titles in your work experience section. You’re listing positions you’ve held. The capitalization helps them pop visually on the page. Following professional standards throughout your resume helps your application.
However, when writing about what you did in those roles, use normal sentence capitalization. “Managed team of five marketing specialists” not “Managed Team of Five Marketing Specialists.” Only the job title itself gets special treatment.
Email and Business Communication
Emails and business documents follow standard grammar rules. Don’t let the professional context make you overcapitalize everything.
When introducing someone in an email, capitalize titles before names. “I’d like to introduce Marketing Director Susan Chen.” But when describing what someone does, use lowercase. “Susan Chen is our marketing director.”
Common email capitalization mistakes include writing things like “I’ll check with the Manager” or “The Director will review this.” Unless you’re using the title with a name, keep it lowercase. “I’ll check with the manager” and “The director will review this” are correct.
Subject lines don’t change the rules. “Meeting with Sales Manager John Smith” is right. “Meeting with the Sales Manager” is wrong unless that’s literally how you refer to that person at your company.
Job Titles in Cover Letters
Cover letters combine resume formatting with business letter standards. This creates some confusion about how to handle job titles throughout the document.
In your opening paragraph when stating the position you’re applying for, capitalize it. “I’m applying for the Marketing Manager position at ABC Company.” You’re referring to a specific posted position. Treat it like a proper noun.
When referencing your current or past job titles, follow the before/after name rule. “As Marketing Manager at XYZ Corp” uses capitals. “I work as a marketing manager” doesn’t. Like understanding resume formatting properly, capitalization rules help throughout applications.
When discussing the hiring manager’s title, only capitalize before their name. “I look forward to speaking with Director of HR Lisa Brown” needs capitals. “I look forward to speaking with the director of HR” doesn’t.
Special Cases and Exceptions
A few situations create confusion about capitalization. These special cases come up frequently enough that you should know how to handle them.
Department names sometimes get capitalized even when job titles don’t. “I work in the Marketing Department as a marketing specialist.” The department is a formal entity name. Your job title is just what you do.
Abbreviated titles like CEO, CFO, or VP typically stay in all caps whether before or after names. “CFO Sarah Johnson” and “Sarah Johnson, CFO” both work. The abbreviation format makes it clear it’s a title.
Generic job titles in want ads or job postings often appear capitalized for emphasis. “We’re hiring a Marketing Manager” in a job listing is acceptable. Companies want the position to stand out. This is marketing copy more than formal writing.
“The manager” vs “Manager” when referring to a specific person at your company creates gray area. Some companies use “Manager” capitalized as a shorthand for “the manager of our department.” This breaks grammar rules but follows internal company style. Match whatever your workplace does.
Why Capitalization Rules Exist
Capitalization rules aren’t arbitrary. They serve specific purposes in written communication that make text clearer and easier to understand.
Capital letters signal proper nouns and the beginning of sentences. When you capitalize job titles before names, you’re indicating the title has become part of that person’s formal name in that context. “President Lincoln” treats “President” as essentially part of his name.
Lowercase for standalone titles preserves readability. If we capitalized every important word, documents would become harder to scan. “The Director of Marketing spoke with the Vice President of Sales about the Chief Operating Officer’s concerns” looks cluttered and confusing compared to “The director of marketing spoke with the vice president of sales about the chief operating officer’s concerns.”
Consistent capitalization also prevents confusion. If you capitalize “manager” sometimes and not others randomly, readers wonder if you’re talking about different people or positions. Following the before/after name rule creates clarity. Similar to knowing when to follow up on applications, following rules shows professionalism.
Getting It Right in Your Job Search
Proper capitalization throughout your job search materials shows attention to detail. Hiring managers notice these things even if they don’t consciously think about grammar rules.
RoboApply’s AI Resume Builder automatically formats job titles correctly on your resume. The platform capitalizes your position titles while keeping body text in standard case. Your resume looks polished and professional without manual formatting.
The AI Cover Letter Generator handles capitalization rules throughout your cover letter. Position titles, hiring manager references, and company names all get formatted according to standard business writing conventions.
Resume Score checks your resume’s formatting including capitalization consistency. You’ll see if you’re overcapitalizing or undercapitalizing job titles. The system flags inconsistencies that might make your resume look sloppy.
AI Auto Apply ensures consistent formatting across hundreds of applications. You’re not making capitalization mistakes that vary by application. Everything stays professional and polished.
Frequently Asked Questions
Should job titles be capitalized in resumes?
Yes, capitalize your job titles in resume work experience sections. This helps them stand out visually for hiring managers who skim resumes quickly.
Do you capitalize job titles in emails?
Only capitalize job titles in emails when they appear directly before someone’s name. Use lowercase when the title stands alone or comes after names.
Should I capitalize my job title in my email signature?
Yes, capitalize your job title in email signatures. Signatures are like business cards. “John Smith, Marketing Manager” is standard professional formatting.
Are job titles capitalized in AP style?
AP style capitalizes job titles only before names, not after names or when standing alone. This follows standard grammar rules for most writing.
Should cover letters capitalize the job you’re applying for?
Yes, capitalize the specific position title you’re applying for when referencing it in your cover letter. “I’m applying for the Marketing Manager position.”
