Capitalizing titles
Question: For the second year in a row, I have composed a short e-mail invite to the managers and supervisors on staff. Another employee informed me that the words managers and supervisors should be capitalized. It’s very common in the business profession today not to capitalize titles, especially in the context I am using. (“I have revised a new schedule this year for the managers/supervisors to serve the luncheon.”)
What is the correct capitalization in this situation? It would be helpful if I could point to a reference book or similar authority when replying to this person. — Aida
From Secretarial School (and the old Gregg Reference Manual I’m looking at), occupational titles are not capitalized as a general rule. It notes that these titles are sometimes capitalized in writing intended for a limited readership (i.e., in a local newspaper, in internal communication within an organization…) where the person in question would be considered to have high rank by the intended reader. So….I’d say NO, because a) email is an informal means of communication, and b) these people sound like they’re at or near each other in rank.
Posted by: Anita C. | March 09, 2007 at 02:27 PM
QUICK! Get yourself a a copy of The Chicago Manual of Style which is pretty much the editors’ bible (and secretary’s survival manual) for questions of this nature. It ought to be required reading for anyone entering an office environment at ANY level – clerical or managerial. You can order it at www.amazon.com
There is a Chicago Manual of Style website, too:
http://www.chicagomanualofstyle.org/home.html
And you will find Q&A re: “Capitalization” and “Capitalization, Titles” on this page:
http://www.chicagomanualofstyle.org/CMS_FAQ/qatopics.html
And you can submit a question on this page:
http://www.chicagomanualofstyle.org/QA_submit.html
Posted by: BuyTheBook | March 09, 2007 at 02:32 PM
These titles should not be capitalized in this context. When not preceding a name, when set apart from the person’s name in apposition, or in a general generic term (as in your case) the title is not capitalized. Refer to capitalization rules in either The Gregg Reference Manual, Ninth Edition or to the Franklin Covey Style Guide for Business and Technological Communication.
Posted by: Kathy | March 09, 2007 at 02:34 PM
I can’t quote a specific source, but you would only capitalize manager or supervisor if you were giving the title of a specific person. For example, you would say “John Doe is Manager of IT, or Susan Smith is Supervisor of Accounting.” But you would not capitilalize the titles when you are referring to a group of individuals. For example, “all managers and supervisors are invited to attend the meeting.”
Posted by: CJ | March 09, 2007 at 02:37 PM
I just attended a Fred Pryor seminar “Mistake-Free Grammar & Proofreading” yesterday, and the rule is, no you do not capitalize titles, now here is the real problem, title are more ego that what is actually correct. If you are listing the individual by name ex: Rosemary Cox, Supervisor by all means make them feel important, but the correct way is no capitalization. There are two great tools available “The Gregg Reference Manual”, and “Grammar Reference Guide”, the Grammar Reference Guide is a new product sold on the Fred Pryor website www.careertrack.com
This was one of the best seminars, the instructor was Dr. Faye Fulton, and she was absolutely great, if you ever get a chance to attend one of her classes you will not be disappointed.
Also, there is a web link www.webgrammar.com that is also useful.
I hope this information is helpful.
Margarette
Posted by: Margarette | March 09, 2007 at 02:39 PM
In the situation you use, the words “managers and supervisors” would not be capitalized – they are just regular nouns.
When you’re referring to a specific person’s title WITHIN YOUR ORGANIZATION (“Manager of Human Resources”), you can capitalize it or not, depending on your preference. I usually do, because it helps to make the title stand out within the sentence.
Here’s what the Katherine Gibbs Handbook of Business English says:
Capitalize titles of honor, position, and public office when the titles PRECEDE a name (example: “Dean Marcus”) unless the name is in apposition and set off by commas (“I spoke to the dean, James Marcus, about that matter.”)
Other titles used alone, after, or in place of a name are usually not capitalized unless the writer wishes to show special respect or importance (within an organization).
The book goes on to say that titles of high-ranking officials are capitalized (like the President of the United States, the Pope, etc.).
Hope this helps!
Posted by: Lisa | March 09, 2007 at 02:41 PM
Any of the manuals suggested here would be good. I use the Gregg Reference Manual, Tenth Edition. It is wonderful. You really do need a good manual. I’ve been to the seminar Margarette spoke about. I learned a lot, and one thing I learned is that no one can remember ALL the rules. That’s why you need a manual.
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Posted by: Incebrot | March 15, 2007 at 12:15 PM
Unfortunately your boss may have a preference that runs contrary to proper usage. Note and go with your boss’s preference and/or have a discussion about why it’s preferred.
Posted by: Linda | April 13, 2007 at 12:41 PM