• 5-minute read
• 12th August 2025

How to Write and Format Job Titles

Job titles serve an important purpose and appear across multiple formats, including job ads, company directories, and professional profiles. Clear, well-formatted job titles help your profile or listings reach the right audience. 

This guide explores how to create eye-catching job titles and how to format them correctly across a range of mediums. You will also learn how to avoid the most common mistakes in creating job titles.

How To Create Clear and Effective Job Titles

Effective job titles are both searchable and specific. 

When writing a job ad or updating your profile, you need to attract candidates or recruiters who fit the role.

Use Keywords Candidates Will Search

Selecting common job titles improves the visibility of your posting. 

Creative titles may sound appealing, but they reduce searchability. Candidates are likely to look for a position such as “senior proofreader” rather than “grammar wizard.” 

Using established terminology helps your job listing appear in more search results. Following the principles of writing for SEO can help you to further maximize reach.

Be Specific

A job title should precisely describe the position. Specificity sets clear expectations for everyone involved in the hiring process.

Including the role’s level or specialty helps filter candidates. “Junior pastry chef” is more informative than “baker” and signals expectations about the role. 

When relevant, adding “part-time” or “remote” to the job title ensures candidates are aware of the position’s nature.

Use Abbreviations Carefully

Abbreviations can hinder searchability if they are not industry-standard. For example, “senior” is preferable to “sr.” for broader recognition. 

You can use an abbreviation such as “CRM” if the audience is familiar with it. Otherwise, use the full form to make the listing accessible.

Tips for Writing Job Titles in Ads and Listings

• Use keywords that are common in your industry.
• Include the level and focus of the position.
• Limit abbreviations to those that are widely recognized.
• Capitalize job titles in headings or when the role stands alone.
• Use lowercase for job titles in sentences unless context requires otherwise.

How To Correctly Format Job Titles

When a job description is in a sentence and does not stand in for (or form part of) a proper name, use lowercase letters at the start of each word. Otherwise, you should capitalize the role.

This applies in job descriptions and across all formal mediums, including cover letters and resumes. 

To learn when to capitalize job titles, follow our guide below.

Job Titles That Come Before Names

Job titles placed directly before a name are part of the proper noun and are therefore capitalized.

Example:

President Biden will address the group.
Head of Sales Mark Smith will lead the meeting.

However, if punctuation separates the title from the name, or if you use the title generically, you should use lowercase.

Example:

The graphic designer, Sohaila Hussein, is very good at her job.

Job Titles Used in Place of a Name

Capitalize a job title that stands in for a person’s name.

Example:

Have you spoken to the President yet?

Job Titles in Signatures and Headings

Capitalize job titles that appear in email or letter signatures and resume headings.

Example:

Yours faithfully, Sarah Brown, Assistant Principal

May 2019 to July 2020, Customer Services Assistant

Job Titles in the Vocative Case

Using a job title to address someone directly calls for capitalization.

Example:

Is it serious, Doctor?

Job Titles in Proper Names

If a job title forms part of a building or department name, use uppercase.

Example:

Office of the Vice Chancellor

Job Titles in General Settings

Do not capitalize job titles used generically or as descriptive terms.

Examples:

Our chief editor, Simon Crystal, has an office on the second floor.
Mrs. Osborne, our assistant chef, makes the most delicious lasagna.
I would make an excellent staff nurse because I have strong interpersonal skills.

Use lowercase for job titles unless you are using the title as a proper noun, placing it before a name, or including it in a heading or signature. 

Reference Your Company’s Style Guide

Some organizations have unique preferences regarding job title capitalization. Company culture may dictate capitalizing roles for internal consistency or respect.

Therefore, it is good practice to review your company’s style guide before finalizing your job title. 

Perfect Your Job Titles With Expert QA Review

Our professional editors are available 24/7 to review your documents and ensure every job title is clear, consistent, and correctly formatted. Submit your document for proofreading online today.

Frequently Asked Questions

Should I capitalize job titles in job ads or resumes?
Yes. Capitalize the job title when it stands alone or is part of a heading or signature.

Should I capitalize job titles in a sentence?
No. Use lowercase unless the job title precedes a name, stands in for a name, or appears as a heading.

Are there exceptions to these rules?
Yes. Consult your company’s style guide if you are unsure.