When Should You Capitalize Job Titles on a CV and in Formal Writing?

Capitalizing job titles correctly is a fundamental rule of professional writing that directly impacts the perceived quality of your CV, cover letter, and business correspondence. The core rule is straightforward: capitalize a job title when it immediately precedes a person's name and functions as part of their title. However, you should generally use lowercase when the title follows the name or is used descriptively within a sentence. Adhering to these conventions demonstrates attention to detail and enhances your professional credibility with recruiters and hiring managers.

What Are the General Rules for Capitalizing Job Titles Before a Name?

When a job title is used as a formal prefix directly before an individual's name, it should be capitalized. This is known as using title case. In this context, the title becomes part of a proper noun, much like a first and last name.

Examples of correct capitalization include:

• We will hear from Chief Executive Officer Amy Wells.
• The project was approved by Vice President of Operations, David Chen.
• I spoke with Head of Sales Maria Garcia.

An important exception occurs when a comma separates the title from the name. In this case, the title is considered descriptive and not part of the name, so it should not be capitalized.

• Correct: The keynote speaker, our chief executive officer, will begin at noon.
• Incorrect: The keynote speaker, our Chief Executive Officer, will begin at noon.

How Should Job Titles Be Capitalized After a Name or in General Text?

When a job title appears after a person’s name or is used in a general sense within a sentence, it should typically be in lowercase. This rule applies to most instances within the body of your CV descriptions, cover letter paragraphs, and general business writing.

Consider these examples:

• Please send the report to Simon Lee, the project manager.
• The chief auditor will review the accounts next week.
• Under my role as a marketing coordinator, I managed social media campaigns.

There are notable exceptions for high-ranking titles and direct address. Titles like "the President," "the King," or "the Prime Minister" are often capitalized when referring to a specific, unique officeholder, even without their name. Similarly, titles are capitalized when used in direct address.

• We expect a statement from the Prime Minister.
• "What is your diagnosis, Doctor?"

What Are the Specific Rules for CVs, Cover Letters, and Email Signatures?

Applying these rules consistently in job application documents is critical for making a positive first impression. Based on our assessment experience, inconsistent capitalization is a common red flag for recruiters.

On Your CV:

• Capitalize job titles when used as section headings.
  • Director of Marketing
  • Senior Account Executive
• Use lowercase when describing your responsibilities under each heading, as the title is now part of a sentence.
  • Managed a team of five as the director of marketing.
  • Promoted to senior account executive after one year.

In Your Cover Letter:

• Capitalize a title only if it precedes a name.
  • "I was inspired by a talk from Professor Anna Reid."
• Use lowercase when the title follows a name or is used generally.
  • "In my role as a content strategist, I increased web traffic by 30%."

In Email Signatures: Always capitalize your job title in your email signature block to maintain a professional presentation.

• Best regards,
  • Sarah Jenkins
  • Senior Human Resources Consultant

How Can You Ensure Consistency and Adhere to Company Style Guides?

The most important tip is to check for consistency throughout your document. If you capitalize "Marketing Manager" in one section, you must do the same everywhere the rule applies. Inconsistency appears unprofessional.

Furthermore, many organizations have their own editorial style guides that may supersede common rules. For instance, a company might choose to capitalize all C-level executive titles (e.g., Chief Executive Officer) as a sign of respect, regardless of their placement in a sentence. Before submitting an application, it is wise to research the company's online presence. Look at their website's "Team" page or recent press releases to see how they format job titles and follow their lead.

To ensure accuracy, always:

• Proofread your documents specifically for title capitalization.
• Consult a reputable style guide like the APA or Chicago Manual of Style when in doubt.
• Ask a colleague or mentor to review your application materials.

Mastering the rules of job title capitalization is a small but significant element of professional communication. By applying these guidelines consistently, you can ensure your documents are polished, credible, and ready to make a strong impression on any recruiter. The key takeaways are to capitalize before a name, use lowercase after a name, and always maintain consistency while being mindful of specific company preferences.