APA Formatting and Style Guide

Purdue OWL staff

Brought to you in cooperation with the Purdue Online Writing Lab

What is APA Style?

The American Psychological Association (APA) citation style

is the most commonly used format for manuscripts in the
social sciences.
APA regulates:
Stylistics
In-text citations
References

Point of View &Voice

Personal pronouns where appropriate

: We conducted an experiment
: The authors conducted an experiment.
Active voice rather than passive voice

: We asked participants questions.

: The participants have been asked questions by
the researchers.

Language

Language in an APA paper should be:

Clear: be specific in descriptions and explanations

Concise: condense information when you can

Plain: use simple, descriptive adjectives and minimize

figurative language

Types of APA Papers

The Literature Review:

Summarizes scientific literature on a particular research
topic

Includes:
a title page,
introduction, and
a list of references

Types of APA Papers

The Experimental Report:

Describes your experimental research
Includes:
a title page,
abstract,
introduction,
methods, results, and discussion sections,
a list of references,
appendices,
tables, and
figures

Types of APA Papers

If your paper fits neither category:

Follow the general format

Consult the instructor

Consult the APA Publication Manual

General APA Format

Your essay should:

be typed,

double-spaced,
have 1 margins,
use 10-12pt. Standard font (ex. Times New Roman), and
be printed on standard-sized paper (8.5x 11)

[Note: If you are writing a manuscript draft, APA suggests using two spaces
between sentences to aid readability (see pp.87-88 in the APA manual).]

General APA Format

Every page of your essay should:

Include a page header (Title, all caps) in the upper lefthand corner and
the page number in the upper right

General APA Format

Your essay should

include four major
sections:

References
Main Body
Abstract
Title page

Title Page

Page header:
(use Insert Page
Header)
title flush left + page
number flush right.

Title:
(in the upper half of the
page, centered)
name (no title or
degree) + affiliation
(university, etc.)

Abstract Page

Page header: do
NOT include
Running head:
Abstract: centered,
at the top of the page

Write a 150- to 250word summary of your

paper in an accurate,
concise, and specific
manner.

Main Body (Text)

Number the first text page as page number 3

Type and center the title of the paper at the top of the
page
Type the text double-spaced with all sections following
each other without a break
Identify the sources you use in the paper in
parenthetical, in-text citations
Format tables and figures

Reference Page

Center the title (References)

at the top of the page. Do not
bold it.

Double-space reference
entries
Flush left the first line of the
entry and indent subsequent
lines
Order entries alphabetically
by the surname of the first
author of each work

References: Basics

Invert authors names (last name first followed by initials)

EX:Smith, J.Q.

Capitalize only the first letter of the first word of a title

and subtitle, the first word after a colon or a dash in the
title, and proper nouns. Do not capitalize the first letter of
the second word in a hyphenated compound word.
EX: The perfectly formatted paper: How the Purdue
OWL saved my essay.

References: Basics

Capitalize all major words in journal titles

Italicize titles of longer works such as books and

journals

Do not italicize, underline, or put quotes around the

titles of shorter works such as journal articles or
essays in edited collections

Making the Reference List

APA is a complex system of citation. When compiling the reference

list, the strategy below might be useful:
1. Identify the type of source:
Is it a book? A journal article? A webpage?
2. Find a sample citation for this type of source
Check a textbook or the OWL APA Guide:
http://owl.english.purdue.edu/owl/resource/560/01/
3. Mirror the sample
4. Make sure that the entries are listed in alphabetical order and that
the subsequent lines are indented (Recall References: Basics)

In-text Citation: Basics

In-text citations help readers locate the cited source in the

References section of the paper.
Whenever you use a source, provide in parenthesis:
the authors name and the date of publication

for quotations and close paraphrases, provide the

authors name, date of publication, and a page number

In-Text Citation:
Quotations

When quoting:
Introduce the quotation with a signal phrase
Include the authors name, year of publication, and page number
Keep the citation briefdo not repeat the information

In-Text Citation:
Summary or Paraphrase

Provide the authors last name and the year of

publication in parenthesis after a summary or a paraphrase.

In-Text Citation:
Summary or Paraphrase

Include the authors name in the signal phrase, followed by

the year of publication in parenthesis.

In-Text Citation:
Summary or Paraphrase

When including the quotation in a summary/paraphrase, also

provide a page number in parenthesis after the quotation:

In-Text Citation:
Signal Words

Introduce quotations with signal phrases, e.g.:

According to Xavier (2008), . (p. 3).
Xavier (2008) argued that (p. 3).
Use such signal verbs such as:
acknowledged, contended, maintained,
responded, reported, argued, concluded, etc.
Use the past tense or the present perfect tense of verbs in signal phrases
when they discuss past events.

In-Text Citation:
Two or More Works

When the parenthetical citation includes two or

more works, order them in the same way they appear in the reference
listthe authors name, the year of publicationseparated by a semicolon.

In-Text Citation:
Works with Two Authors

When citing a work with two authors, use

In the signal phrase, use and in between the authors
names

In parenthesis, use & between names

In-Text Citation:
Works with 3-5 Authors

When citing a work with three to five authors, identify all authors in the
signal phrase or in parenthesis.
(Harklau, Siegal, & Losey, 1999)

In subsequent citations, only use the first author's last name followed by
"et al." in the signal phrase or in parentheses.
(Harklau et al., 1993)

In-Text Citation:
Works with 6+ Authors

When citing a work with six and more authors, identify the first authors
name followed by et al.
Smith et al. (2006) maintained that.
(Smith et al., 2006)

In-Text Citation:
Unknown Author

When citing a work of unknown author:

use the sources full title in the signal phrase
cite the first word of the title followed by the year of publication in
parenthesis.
According to Indiana Joins Federal Accountability System (2008)
OR
(Indiana, 2008)
Titles:
Articles and Chapters =
Books and Reports = italicize

In-Text Citation:
Organization

When citing an organization:

mention the organization the first time you cite the source in the signal
phrase or the parenthetical citation.

If the organization has a well-known abbreviation, include the

abbreviation in brackets the first time the source is cited and then use only
the abbreviation in later citations.

In-Text Citation:
Same Last Name/Author

When citing authors with the same last names, use first initials with
the last names.
(B. Kachru, 2005; Y. Kachru, 2008)
When citing two or more works by the same author and published
in the same year, use lower-case letters (a, b, c) after the year of
publication to order the references.
Smiths (1998a) study of adolescent immigrants

In-Text Citation:
Personal Communication

When citing interviews, letters, e-mails, etc., include the communicators

name, the fact that it was personal communication, and the date of the
communication.

Do not include personal communication in the reference list.

In-Text Citation:
Electronic Sources

When citing an electronic document, whenever possible, cite it in the

author-date style. If electronic source lacks page numbers, locate and
identify paragraph number/paragraph heading.

Headings

APA uses a system of five heading levels

APA Headings
Level
1
2

Format
Centered, Boldfaced, Upper & Lowercase Headings
Left-aligned, Boldface, Upper & Lowercase Headings

Indented, boldface, lowercase heading with a period.

Indented, boldface, italicized, lowercase heading with period.

Indented, italicized, lowercase heading with a period.

Headings
Here is an example of the five-level heading system:

Tables

Label tables with an Arabic numeral and provide a title. The label and title
appear on separate lines above the table, flush-left and single-spaced.
Cite a source in a note below the table.

Table 1
Internet users in Europe
Country

Regular Users

France

9 ml

Note: The data are adapted from The European Union and
Russia (2007). Retrieved from http://epp.eurostat.ec.europa.eu

Figures

Label figures with an Arabic numeral and provide a title. The label and the
title appear on the same line below the figure, flush-left .
You might provide an additional title centered above the figure.

Cite the source below the label and the title.

Figure 1. Internet users in Europe. Adapted from The European Union and
Russia: Statistical comparison by Eurostat Statistical Books, 2007,
Retrieved from http://epp.eurostat.ec.europa.eu

Additional Resources

The Purdue OWL: http://owl.english.purdue.edu

The Purdue Writing Lab @ HEAV 226
Composition textbooks
Publication Manual of the American Psychological Association, 6th ed.
APAs website: http://www.apastyle.org

The End
APA Formatting and Style Guide
Brought to you in cooperation with the Purdue Online Writing Lab