how to cite sources in APA

July 3, 2025 USA

Okay, let’s break down how to cite sources in APA style. I’ll cover the basics, including in-text citations and the reference list. I’ll also point out some common variations and provide helpful examples.

I. Core Principles of APA Citation

  • Accuracy: Make sure all information (author names, dates, titles, etc.) is accurate and consistent with the original source.
  • Clarity: Citations should be clear and easy for readers to find the full source information in your reference list.
  • Conciseness: Use the most concise form allowed while still being accurate.
  • Consistency: Apply the same formatting rules throughout your paper.

II. In-Text Citations

In-text citations are brief references within the body of your paper that point to the full source entry in your reference list. They typically include the author’s last name and the year of publication.

  • Basic Format (Parenthetical):

    • (Author, Year) – This is used when the author’s name is NOT part of your sentence.
    • Example: "The study found a significant correlation (Smith, 2023)."

  • Basic Format (Narrative):

    • Author (Year) – This is used when the author’s name IS part of your sentence.
    • Example: "Smith (2023) argued that…"

  • Direct Quotations: Include the page number (or paragraph number if there are no page numbers).

    • (Author, Year, p. #) – Parenthetical
    • Author (Year, p. #) – Narrative
    • Example: "The author stated, ‘This is a crucial point’ (Jones, 2020, p. 45)."
    • Example: Jones (2020, p. 45) stated, "This is a crucial point."
    • For Electronic Sources without Page Numbers: Use a paragraph number (para. #), a section heading, or another locator.
      • (Author, Year, para. 3)
      • (Author, Year, Method section)

  • Multiple Authors:

    • Two Authors: Always include both names.

      • (Smith & Jones, 2022)
      • Smith and Jones (2022)

    • Three or More Authors:

      • First Citation: List all authors.
        • (Smith, Jones, & Brown, 2023)
        • Smith, Jones, and Brown (2023)
      • Subsequent Citations: Use "et al." (meaning "and others").
        • (Smith et al., 2023)
        • Smith et al. (2023)
        • Exception: If using multiple sources where shortening to et al. would result in ambiguity (e.g., both Smith, Jones, Brown, & Davis and Smith, Jones, Brown, & White would become Smith et al.), then include as many names as needed to distinguish the sources.

  • Organization as Author: If the author is an organization, use the organization’s name.

    • (American Psychological Association, 2020)
    • American Psychological Association (2020)
    • If the organization’s name is long and commonly abbreviated, you can introduce the abbreviation in the first citation and use it in subsequent citations.
      • First citation: (American Psychological Association [APA], 2020)
      • Subsequent citations: (APA, 2020)

  • Works with No Author: If the work has no author, use the title (or a shortened version of the title) in the in-text citation. Use quotation marks for articles, chapters, and web pages; italicize book titles.

    • ("Title of Article," 2021)
    • (Title of Book, 2022)

  • Works with No Date: Use "n.d." (for "no date").

    • (Smith, n.d.)

  • Multiple Works by the Same Author in the Same Year: Distinguish them by adding lowercase letters after the year.

    • (Smith, 2022a)
    • (Smith, 2022b)
    • The order of the letters should correspond to the alphabetical order of the titles in the reference list.

  • Citing Secondary Sources (Avoid if Possible): Try to find and cite the original source. If you MUST cite a secondary source (i.e., you read Smith in Jones), cite Jones in the reference list and use this format in text:

    • (Smith, as cited in Jones, 2023)

  • Personal Communications (e.g., emails, interviews): These are cited in-text only. They are not included in the reference list.

    • (A. Smith, personal communication, January 15, 2023)

III. Reference List

The reference list appears at the end of your paper. It provides complete information for each source cited in your text, allowing readers to locate the original source.

  • General Formatting:

    • Placement: Start on a new page after the body of your paper.
    • Title: "References" (centered, bolded).
    • Hanging Indent: The first line of each reference is flush left, and subsequent lines are indented 0.5 inches. (Most word processors have a setting for this.)
    • Alphabetical Order: Entries are arranged alphabetically by the first author’s last name.
    • Double-Spacing: The entire reference list should be double-spaced.
    • DOI or URL: Include the DOI (Digital Object Identifier) if available. If no DOI is available and you retrieved the source online, include the URL. (See examples below.)

  • Common Reference List Entries: These are the most common types of sources you’ll cite. I’ll break down the elements and provide examples:

    • Journal Article:

      • Template:
        Author, A. A., Author, B. B., & Author, C. C. (Year). Title of article. Title of Journal, Volume(Issue), page range. DOI or URL

      • Example:
        Smith, J. R., Jones, A. B., & Williams, C. D. (2022). The impact of social media on adolescent development. Journal of Adolescent Psychology, 15(2), 125-140. https://doi.org/10.1080/12345678.2022.987654

    • Book:

      • Template:
        Author, A. A. (Year). Title of book. Publisher. DOI (if available) or URL (if online book)

      • Example:
        Brown, L. K. (2021). Understanding cognitive biases. Academic Press.

    • Chapter in an Edited Book:

      • Template:
        Author, A. A., & Author, B. B. (Year). Title of chapter. In A. Editor, B. Editor, & C. Editor (Eds.), Title of book (pp. page range). Publisher. DOI or URL

      • Example:
        Garcia, M., & Lee, S. (2023). Cross-cultural communication strategies. In R. Johnson & K. Miller (Eds.), Handbook of intercultural relations (pp. 200-225). Routledge.

    • Website:

    • Report:

      • Template:
        Author, A. A. (Year). Title of report (Report No. XXX). Issuing Organization. URL

      • Example:
        U.S. Department of Education. (2020). National assessment of educational progress: 2019 reading results (NCES 2020-012). Institute of Education Sciences. https://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2020012

    • Conference Paper:

      • Template (Published Proceedings):
        Author, A. A., & Author, B. B. (Year). Title of paper. In A. Editor (Ed.), Title of published proceedings (pp. page range). Publisher. DOI or URL

      • Template (Unpublished Paper):
        Author, A. A., & Author, B. B. (Year, Month). Title of paper. Presented at Name of Conference, Location. URL (if available)

IV. Key Considerations and Reminders

  • DOI vs. URL: DOIs are preferred when available. They are persistent links and more reliable than URLs.
  • Retrieval Dates: APA 7th edition generally does not require retrieval dates for most online sources. However, do include a retrieval date if the content is likely to change over time (e.g., wikis). Use the format: Retrieved Month Day, Year, from URL.
  • Italicization: Pay careful attention to italicization. Journal titles and book titles are italicized.
  • Capitalization: Capitalize the first word of the title and subtitle, as well as proper nouns. For journal titles, capitalize all major words.
  • Publisher Location: APA no longer includes the location of the publisher.
  • "et al." in the Reference List: Never use "et al." in the reference list. List all authors up to 20 authors. If there are more than 20 authors, list the first 19, then insert an ellipsis (…), and then add the last author.
  • Consistency is Crucial: Once you choose a format for a particular type of source, use it consistently throughout your paper.
  • Use a Citation Management Tool: Tools like Zotero, Mendeley, and EndNote can greatly simplify the process of creating and managing citations. They can format your citations automatically and generate your reference list.
  • Consult the APA Publication Manual: The Publication Manual of the American Psychological Association (7th ed.) is the definitive guide. If you have any doubts, refer to the manual for detailed guidance and examples.
  • Double-Check Your Work: Proofread your citations and reference list carefully to ensure accuracy and consistency. Errors in citations can be frustrating for readers and can reflect poorly on your work.

V. Example Reference List (Combined)

Here’s a sample reference list incorporating different types of sources:

References

American Cancer Society. (2022, November 10). Cancer facts & figures. https://www.cancer.org/research/cancer-facts-statistics/all-cancer-facts-figures.html

Brown, L. K. (2021). Understanding cognitive biases. Academic Press.

Garcia, M., & Lee, S. (2023). Cross-cultural communication strategies. In R. Johnson & K. Miller (Eds.), Handbook of intercultural relations (pp. 200-225). Routledge.

National Institute of Mental Health. (2023, January 5). Anxiety disorders. https://www.nimh.nih.gov/health/topics/anxiety-disorders

Smith, J. R., Jones, A. B., & Williams, C. D. (2022). The impact of social media on adolescent development. Journal of Adolescent Psychology, 15(2), 125-140. https://doi.org/10.1080/12345678.2022.987654

U.S. Department of Education. (2020). National assessment of educational progress: 2019 reading results (NCES 2020-012). Institute of Education Sciences. https://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2020012

Where to Find More Information:

  • APA Style Website: apastyle.apa.org – This is the official website and a great resource.
  • Purdue OWL (Online Writing Lab): owl.purdue.edu/owl/research_and_citation/apa_style/apa_style_introduction.html – Purdue OWL is a comprehensive and reliable source for APA style guidelines.
  • Your University’s Writing Center: Most universities have writing centers that offer assistance with citation and writing style.

By following these guidelines and consulting reliable resources, you can confidently and accurately cite your sources in APA style. Good luck!

FAQ about APA Citation

1. What is APA style, and why should I use it?

APA (American Psychological Association) style is a set of rules and guidelines for formatting academic papers, citing sources, and presenting research results. It’s commonly used in social sciences, education, and psychology. Using APA ensures consistency, gives credit to original authors, and helps readers easily find the sources you used.

2. What are the two main parts of APA citation?

APA citation has two key components:

  • In-text citations: Brief citations within your paper’s body that point to the source of information.
  • Reference list: A comprehensive list at the end of your paper that provides complete details for each source cited in your text.

3. How do I create an in-text citation for a direct quote?

For a direct quote, include the author’s last name, the year of publication, and the page number where the quote appears. The format is: (Author, Year, p. #) For example: (Smith, 2020, p. 45). If there are two authors: (Smith & Jones, 2020, p. 45) if more than two authors: (Smith et al., 2020, p. 45).

4. How do I create an in-text citation for paraphrased information?

When paraphrasing, you need to give credit to the source, but you don’t necessarily need a page number. The format is: (Author, Year). For example: (Smith, 2020). It’s always best practice to include the page number or paragraph number where possible to help the reader find the source information.

5. What information do I need for a book reference in the reference list?

You typically need the following information:

  • Author’s last name, followed by initials (e.g., Smith, J.)
  • Year of publication (in parentheses)
  • Title of the book (in italics)
  • Publisher

For example: Smith, J. (2020). The wonders of APA. Publisher Name.

6. What information do I need for a journal article reference in the reference list?

You’ll need:

  • Author’s last name, followed by initials (e.g., Smith, J.)
  • Year of publication (in parentheses)
  • Article title
  • Journal title (in italics)
  • Volume number (in italics)
  • Issue number (in parentheses, not italicized)
  • Page range
  • DOI (Digital Object Identifier), if available. If no DOI is available and you accessed the article online, include the URL.

For example: Smith, J. (2020). The wonders of APA. Journal of Academic Writing, 10(2), 20-35. https://doi.org/xxxxxxxx

7. How do I cite a website in APA?

For a website, include the author (or organization, if no author is listed), date of publication (or "n.d." if no date is available), title of the page, and URL.

For example:
American Psychological Association. (n.d.). APA style. Retrieved from https://apastyle.apa.org/

8. What if there is no author listed?

If there is no author, use the title of the work in place of the author’s name in both the in-text citation and the reference list entry. In the reference list, alphabetize by the title.

For example, In-text: ("Understanding…", 2023).

9. How do I format the reference list?

The reference list should:

  • Begin on a new page at the end of your paper.
  • Be titled "References" (centered and bolded).
  • Use hanging indentation (the first line of each entry is flush left, and subsequent lines are indented).
  • Be alphabetized by the first author’s last name (or by the title if there is no author).

10. Where can I find more detailed information and examples of APA style?

The official Publication Manual of the American Psychological Association (7th edition) is the most comprehensive resource. The APA Style website (apastyle.apa.org) also provides numerous tutorials, examples, and a blog to answer your APA questions. Many university writing centers also offer guidance and resources on APA style.

Here’s an FAQ section addressing common questions about how to cite sources in APA style:

Frequently Asked Questions: How to Cite Sources in APA

This section provides concise answers to 10 frequently asked questions about how to cite sources in APA. Whether you’re a student, researcher, or professional writer, understanding APA citation is crucial for academic integrity and clear communication. These FAQs cover the basics and address common stumbling blocks, helping you master how to cite sources in APA correctly.

What is APA style and why is it important for learning how to cite sources in APA?

APA style is a set of rules and guidelines developed by the American Psychological Association for writing, referencing, and formatting academic papers. It’s widely used in social sciences, education, and nursing. Learning how to cite sources in APA is essential because it gives credit to the original authors of ideas and research, avoids plagiarism, and allows readers to easily locate the sources you used. Consistent application of APA style ensures clarity, accuracy, and credibility in your work by showing how to cite sources in APA.
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What are the two main components of APA citation when considering how to cite sources in APA?

When learning how to cite sources in APA, you must understand the two essential components: in-text citations and a reference list. In-text citations appear within the body of your paper, briefly identifying the source of information. The reference list is a comprehensive list at the end of your paper, providing full details for each source cited, allowing anyone learning how to cite sources in APA to have access to those same research materials. Both are crucial for proper attribution and avoiding plagiarism by following how to cite sources in APA.
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How do I format an in-text citation in APA when considering how to cite sources in APA?

In-text citations in APA usually include the author’s last name and the year of publication. If you’re directly quoting, you must also include the page number. The format varies slightly depending on whether the author’s name is part of your sentence. For example: (Smith, 2020) or Smith (2020) stated that… For direct quotes: (Smith, 2020, p. 25). Proper in-text citations are crucial when learning how to cite sources in APA, because this immediately directs your reader to the original source.
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How do I cite a source with multiple authors when considering how to cite sources in APA?

When citing a source with two authors in-text, include both last names every time you cite the source: (Smith & Jones, 2022). For three or more authors, include the first author’s last name followed by “et al.” in every citation after the first: (Smith et al., 2022). In the reference list, list all authors up to 20. If there are more than 20, list the first 19 authors, then insert an ellipsis (…), and add the last author. Mastering these nuances are critical when learning how to cite sources in APA.
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How do I cite a website when learning how to cite sources in APA?

To cite a website in APA, include the author (if available), the year of publication or update (if available), the title of the specific page or document, the website name, and the URL. If there is no author, use the organization or group responsible for the website. If there’s no date, use (n.d.) for “no date.” The reference entry helps people learning how to cite sources in APA, to identify credible sources.
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How do I format the reference list in APA when learning how to cite sources in APA?

The reference list appears at the end of your paper on a new page, titled “References” (centered and bolded). Entries are alphabetized by the first author’s last name. Each entry uses a hanging indent, meaning the first line is flush left, and subsequent lines are indented. Accuracy in the reference list is fundamental when learning how to cite sources in APA, so others can easily find your sources.
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How do I cite a journal article when learning how to cite sources in APA?

For a journal article, include the author(s), year of publication, article title, journal name, volume number, issue number (if applicable), page range, and DOI (Digital Object Identifier) if available. If there’s no DOI, and you accessed the article online, include the URL. Understanding the format of the journal entry ensures clear communication when learning how to cite sources in APA.
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How do I cite a book in APA when learning how to cite sources in APA?

To cite a book in APA, include the author(s), year of publication, book title (in italics), and publisher. If it’s an edited book, include the editor(s) followed by “(Ed.)” or “(Eds.)”. If you’re citing a specific chapter in an edited book, include the author(s) and title of the chapter, then “In” followed by the editor(s), title of the book (in italics), page range of the chapter, and publisher. Book citations are essential when learning how to cite sources in APA, especially in academic writing.
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How do I cite personal communications (e.g., emails, interviews) when learning how to cite sources in APA?

Personal communications, such as emails or personal interviews, are cited in-text only. Because they are not recoverable by others, they are *not* included in the reference list. The in-text citation includes the communicator’s name, the type of communication, and the date: (A. Smith, personal communication, October 26, 2023). Knowing how to handle these sources helps writers learning how to cite sources in APA, to navigate less common sources.
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Where can I find more detailed information and examples on how to cite sources in APA?

The Publication Manual of the American Psychological Association (7th edition) is the definitive guide to APA style. Many online resources, such as the APA Style website, Purdue OWL, and university writing centers, offer helpful guidance and examples. These resources are invaluable tools for anyone learning how to cite sources in APA and ensuring accuracy and consistency in their writing.

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