The capitalization of specific terms often presents a challenge in professional writing, particularly when preparing job application documents. Since these materials represent a first impression, meticulous attention to detail is required. This article provides clear guidance for the proper capitalization of “cover letter” and related terms to ensure your documents adhere to standard grammatical conventions.
The Definitive Answer: Standard Capitalization
The term “cover letter” is generally treated as a common noun and should therefore remain in lowercase when used within the body of a sentence. This follows the standard grammatical convention that only proper nouns, which name specific people, places, or things, require initial capitalization. When you refer to the document generically, it functions simply as a description of a type of correspondence.
You would write, “I submitted my application materials, including my resume and a cover letter, yesterday afternoon.” The words “cover” and “letter” are not proper names in this context, so they do not need to be capitalized. Using lowercase for common nouns maintains readability and aligns with the majority of professional style guides.
Exceptions to the Rule: When Capitalization is Necessary
While “cover letter” is typically lowercase, three primary grammatical scenarios necessitate initial capitalization. The most common instance is when the term begins a sentence, which is a mandatory rule for all initial words in a written statement. For example, a sentence must begin with, “Cover letter submission guidelines are available on the website.”
Capitalization also becomes mandatory when the term is incorporated into a formal, specific proper noun, such as the name of a document template or software feature. If a company formally brands a resource as “The Johnson-Smith Cover Letter Template,” the capitalization is dictated by the specific naming of that item. Similarly, if you are referencing a specific, formally named document that exists as a title, the term would be capitalized.
Capitalizing Related Application Terms
Guidance for professional correspondence should extend beyond the cover letter to include other frequently used terms in application materials. The capitalization of related terms like resume, curriculum vitae, and references follows the same basic grammatical principles. Consistency in applying these rules throughout your application package reinforces a high degree of professionalism.
Resume
The term “resume” is a common noun and is generally written in lowercase in American English, following the standard rule for generic terms. While the French term is résumé, the English adaptation drops the accent marks in common practice and is not capitalized unless it starts a sentence. When discussing the document you use to list your professional qualifications, you should simply write, “Please submit your resume to the hiring manager.”
Curriculum Vitae (CV)
The full Latin phrase, curriculum vitae, is also treated as a common noun and is typically not capitalized in running text. The abbreviation “CV” is an initialism and is almost always capitalized, appearing as two uppercase letters without periods. You would write, “They requested a curriculum vitae, which is sometimes referred to as a CV in academic settings.”
References
The noun “references” is a generic term for the list of people who can attest to your professional character and is not capitalized. This term should be kept in lowercase unless it is used at the beginning of a sentence or as part of a formal title. A sentence might read, “A separate page containing professional references was also attached to the application.”
Formatting and Capitalization in Email Subject Lines
Email subject lines represent a specific and distinct medium where capitalization choices heavily influence professionalism and clarity. The subject line is often the first piece of text an employer sees, making its formatting a representation of your attention to detail. Subject lines should generally adhere to standard capitalization rules, avoiding all-caps which can be perceived as shouting or overly informal.
When referencing the attached document, the subject line should be clear and concise while maintaining a professional tone. A clear example would be, “Application for Marketing Manager Role – Attached Cover Letter and Resume.” While some writers opt for Title Case in the subject line, using Sentence Case is equally acceptable as long as it is applied consistently across all application emails. Proper capitalization in the subject line ensures the email is easily searchable and immediately identifiable by the recipient.
Title Case Rules in Professional Documents
The stylistic rules for capitalization change when “Cover Letter” is used in a heading or title, such as the actual title of the document or a section heading within it. Here, writers typically employ either Sentence Case or Title Case, which are separate from the grammatical rules for capitalization in general text. Title Case requires that all major words, including “Cover” and “Letter,” be capitalized, while minor words like prepositions and articles remain lowercase.
For instance, a document heading written in Title Case would appear as “My Cover Letter for the Senior Analyst Position.” If the writer chooses to use Sentence Case for their headings, only the first word and any proper nouns are capitalized. Under Sentence Case, the same heading would read, “Cover letter for the senior analyst position,” which is a common and acceptable alternative, particularly in academic or technical writing. The selection of either Title Case or Sentence Case is a stylistic choice, but it is important to apply that choice uniformly across all headings in all application materials.
General Consistency and Professional Tone
Maintaining a high degree of consistency in capitalization throughout all application materials reinforces a polished and attentive professional image. Whether you choose a particular case style for your headings or adhere strictly to the common noun rule in your body text, that decision must be sustained across your cover letter, resume, and email communication. Inconsistency in capitalizing terms like “cover letter” or “resume” can signal a lack of attention to detail to a prospective employer. A uniform approach to all formatting elements helps to establish a professional tone that reflects positively on your candidacy.