Tag Archive for: capitalization

Capitalizing Email Subject Lines

Rules for Capitalizing Email Subject Lines

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2024 Grammar-for-Grownups Top 10

Number 9: Capitalization with Email Subject Lines

 

This week’s question from the cohort who just completed the eight-week intensive IAAP CAPstone Business Writing Specialty Certificate course deals with capitalization and email subject lines. Participants who participated in the course agreed they saw inconsistencies with the words people capitalized, if any.

 

Question: “What is the rule for capitalizing the first letter of each word in email subject lines, titles of calendar invitations, or printed marketing?”

 

Answer: While this question leans toward being more stylistic than grammatical, consistency is key. During my in-person Write It So They Read It seminars, I encourage people to capitalize the key words in their subject lines with the exception of prepositions and conjunctions. It is the same guideline we generally follow for book titles and printed marketing pieces.

 

Example: Request for Email Examples for November 3

Example: Invitation to Board Meeting Wednesday, May 1

Example: Agenda for Sustainability Meeting

Example: Question about New Payroll Software

 

Note: It’s a preferred practice to include the date or deadline in the subject line if the email is time-sensitive.

 

Another note: Never type the entire sentence in the email subject line. (And, we all know people who still do that.)

 

 

 

 

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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capitalization competency

Capitalization Competency: More Capital Ideas

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Capitalization rules are easy; it’s the exceptions that drive us crazy. 

 

Which is correct?

These reports were provided by the city of Jackson. 

OR

These reports were provided by the City of Jackson.

 

Isn’t this a great question? And, get ready for a lot of twists and turns with the answer. This question exemplifies why capitalization rules are simple—but the exceptions drive us crazy.

 

Correct: These reports were provided by the city of Jackson. 

Capitalize the word city only when it is part of the corporate name of the city as in Kansas City or Mexico City. Otherwise, it is proper to write the city of Overland Park or the city of Madison.

 

So far, so good. Now let’s address the word state. Capitalize the word state only when it follows the name of a state:

 

New York State is a popular destination for international tourists.

Washington State is the nation’s top apple producer.

The state of Mississippi is known for its burgers, blues, and barbeque.

Political candidates flock to the state of Iowa in the month’s leading up to the primary elections.

 

Now, here’s where it gets tricky: Do not capitalize state when used in place of the actual state name.

 

Lesley is an employee of the state.

She is a state employee.

 

However, people working for state government write it as State. Often with internal governmental correspondence, the names of countries, national divisions, and governmental groups, the common noun IS capitalized when replacing the full name. In other words, when the government rather than the actual place is the intended meaning, the word state is usually capitalized.

 

The motion was filed by the State yesterday.

 

Well, this is about as clear as mud. I use four primary style guides as references, and all four books list slightly different rules. Indeed, many of the capitalization rules in the Associated Press Stylebook contradict rules listed in other grammar guides. My recommendation: Refer to the rules I’ve distilled for you above, and be consistent. Be consistent not just within the document but within your entire organization. 

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

You might also like:

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Photo by Pieter van de Sande on Unsplash

capitalization

Capitalization Competency: A Capital Idea

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Are department names supposed to be capitalized? Do we submit something to the Administration and Finance Department or the administration and finance department? Does it make a difference if it’s the Department of Administration and Finance or the department of administration and finance?

 

What about job titles? How do we know when to capitalize someone’s job title in a sentence?

 

Let’s all test our capitalization competency with a quick quiz on capital letters.

 

Jackson Lawrence, immediate past [Chief Executive Officer/chief executive officer] of the Eagle Leadership Institute, gave the keynote address.

 

Thompson Padgett, [Diversity Officer/diversity officer] for the College of Business and Industry, is leading an initiative devoted to creating a culture of belonging.

 

Shannon Pierce, [President/president] of the Rotary Club, facilitated a strategic planning session for the new year.

 

Answers:

 

Jackson Lawrence, immediate past chief executive officer of the Eagle Leadership Institute, gave the keynote address.

 

Did this one surprise you? It’s the most frequently overcapitalized tendency. The rule I hope you take away from this exercise is this:

 

The only time we capitalize the first letters of a person’s job title is when the title precedes the person’s proper name. When a job title is used as an appositive, it is not capitalized in the sentence.

 

In the pop quiz question above, the job title of chief executive officer is an appositive for Jackson Lawrence; therefore, it remains lower case.

 

Thompson Padgett, diversity officer for the College of Business and Industry, is leading an initiative devoted to creating a culture of belonging.

 

Diversity officer is an appositive for Thompson Padgett. It remains lower case.

 

Shannon Pierce, president of the Rotary Club, facilitated a strategic planning session for the new year.

 

President is an appositive for Shannon Pierce. Even the word president remains lower case in this instance.

 

We’ll discuss the capitalization of departments next week.

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

You might also like:

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Photo by Suzy Hazelwood