UNIT 3 FOOTNOTING AND

REFERENCE
3.0 Aims and objectives
-3.1 Introduction
3.2 Notes and footnotes
3.3 Methodology
3.3.1 Preparing a note about a book
3.3.2 Preparing a note for periodicals and composite books
3.3.3 Preparing a note for unpublished documents
3.4 General recommendations for the compilation of notes and footnotes
3.4.1 Footnotes and the printed page
3.4.2 Avoid too many footnotes
3.4.3 Principlesfor notes and footnotes
3.4.4 Number your footnotes consecutively
3.4.5 Footnotes for illustrative matter
3.4.6 Notes acknowledgingpermission
3.4.7 Special typing for footnotes
3,4.8 Be consistent in footnotes
3.5 Summingup
3.6 Activities: aids to answers
3.7 Glossary

3.0 AIMS AND OBJECTIVES

This Unit tells you about the steps you should take to make your footnotes and
references accurate and useful. You must follow the instructions very carefully,
otllerwise your efforts are likely to end in shoddy scholarship.
Try to remember the following general principles:
The details that are to be given in footnotes must be correct, consistently
arranged, and complete in all respects.
Footnotes must be used only when absolutely unavoidable; otherwise the
~nformationmust be included in the body of the text itself.
.Accuracy in the references is extremely important. This would help the reader in
locating the material in a library or a bookshop.

-
3. '1 INTRODUCTION
In the preceding Units of this Block you learnt how to correct errors in your
typc:script and to check your work for correctness, consistency, appropriateness and
proportion. This Unit now tells you the importance of acknowledging your sources
and shows how you can do so. You can either give footnotes at the bottom of the
relevant page or List your references at the end of the work.

3.2: NOTES AND FOOTNOTES

Notes and footnotes can play an important role in your writing. In the presentday
world, the written text is generally based on primary or secondary sources. Even
somt: fiction writers make surveys, and collect information before they actually
begin their work. References to primary and secondary sources are made when the
author wants to elucidate or elaborate a particular idea. Also, when the author's
desc~iptionsare brief, notes are p r d & d for those readers who would like to refer
to thr: original source material on chesnbject. In addition, acknowledgement of
sources is also made in the form of notes.
Preparinga RW copy Primary and secondary s+urces are: (a) publications and docqents available on the
subject, (b) manuscripts, @d (c) archival mterid,research monographs, etc. Once
the author decides that a hote is to be provide&,&e*lnformationabout the source is
given either at the foot of the page--called 'footnotes'-or, at the end of the chapter or
at the end of the book-cbUed 'notes' or 'end-notes'. The kxation of the hote'
depends upon its utility. if the author feels that the reader needs to refer to the notes
instantly, while reading the text, the notes are given at the foot of the page.
Otherwise, these are genbrajly given at the end of the book. Those publications
which consist of c~rag&%qwritten by different a contain notes at the end of
each chapter. I
I
I

There is a good dad of qlifferencebetween the compilation of a note and that of a

bibliography for the ref4rence of the readers, although most of the information
included is identical.
The preparation of a ndte will depend upon the published or unpublished form of
the work you want you$ reader to refer to. Yo~r~reference could be to a page in a
book, periodic& or an unpublished document. This will inrluence the methodology
of preparing the note. The treatment has, therefore, been divided into three sktions,
viz., books, periodicals and unpublished documents.

3.3.1 Preparing n note about a book

A note about a book c$ntains information in the following order
'-. i. Author's name
ii. Title.
iii. Compilers, ~ditdrs,Translators
iv. Series statement '
v. Editions I

vi. Number of volurpes

vii. @print
viii. Volume number, if any
ix. Page number(s) pf the particular citation
I
i) Author's name
The name of the authpr is written as givenon the title page, i.e., name followed by
surname, and without entering the academic q~alificatio~. If only the initials of the
author's first and sectpnd names are given on the title page they need not be
explained. But if the dumame is given in initials or if the author has used a
pseudonym, it should be explained. e.g.
S. Gopal
J.E.N (esfield)
I
Krishna Chaitmya, Pseud (KX.Nair)
If the author's name does not appear on the title page and you can get it from an
qutsidesource, the @me is to be entered in brackets e.g. (Nikhil Chakravarty).
When two or three duthors are to be entered in the authors' statement, they are
rendered in full. .
V.N. Dam a 4 B.E. Cleghorn, Nationalist Muslims and Indian Politics, New
Delhi: Macmillan, 1974, p. 280.
R.P. Misra, K.V.Sundaramand V.L.S. Prakasa Rao, Regional Development
Planning in I+&: A New Strategy, Delhi: Vikas, 1974, p. 155.
When there are mole Ulan three authors, the name of thc first author shoukl be
used. It should be fgllowed by b al!
CD. Deshpandu:et at! ~mpact of ~etropofitanCity on the Surrounding Region:
A Sauiy of Souih Kolaba, Maharasldra, New Dellri:Concept, 1983, p. 103.
If the book ismi& by many contributcm, and compiled,oredited by an editor or
20 editors, the ehtry iq made under the name of the editor or editom.
 CN. Vakil, ed, Industnial Development of India: Policy and Problems, New
Delhi: Orient Longman, 196 3, p. 320.
Neil J. Smelser and William T. Smelser, ed. Personality and SocialSystems,
New York: John Wiley, 1963, p.43.
You should note that etc. is not used after people's names. Italicise et al..

ii) Title
The title of a book is always underlined an8 pdnted in italics. The first andlast
words in a title, and all nouns, pronouns, adjectives, verbs, adverbs and subordinate
conjunctions are all capitalised. Therefore, the pattern of capitalisation used on a
title page should be changed accordingly. A subtitle is separated by a coltxi and an
alternative title by a semicolon, the word 'or' and a comma. The initial letter of the
first word of a subtitle or an alternative title is capitalised.
T.V. Paramesvara Iyer, Handbook of Indian Medicine: The Gems ofSiddha
System, Delhi: Sri Satguru Pub., 1982, p. 415.
Sarnbhu S. Bhatt, Suvarnon; or, The Golden D m , Bangalore: Jnana
I
Vignanasamanayaya, 1959, p. 103.

iii) Compilers, W iors and Translators

The names of compilen, editors or translators, in the presence of an author's name,
are not included in the authois statement. But they should be entered after the
title.
Kalidasa, 'Sakoontala' or, The Lost Ring, Tr. by Monier Monier-Williams,
Varanasi: Indological Book House, 1961.
Henry Yule and A.C. Buniell, Hobson-Jobson, new ed. by William Crooke,
Delhi: Munshirarn Manoharlal, 1968, p. 957.

iv) Series statement

If the book is part of a series of titles, the information may be given in the note. The
series information follows the title. It is followed by a comma and the volume and
number of publication in the series.
Arabinda Poddar, ed. Man, Science and Society: Proceedings of a Siminar,
Transactions of the Indian Institute of Advanced Studies, vol. 9, Simla: Indian
Institute of Advanced Studies, 1970, p. 177.

v) Edition
Edition statement follows the series statement. Information about edition should be
given when the edition is other than the first or when it is a special edition.
George Simpson and Fritz Kafka, Basic Statktics: A Text Book of the First
Course, Rev. and enl. ed. Calcutta: Oxford & IBH.,1965, p. 383.

vi) Number of Volumes

Information about the number of volumes, when the publication is in more than one
volume, follows the edition statement.
Jerome Alan Cohen and Hungdan Chiu, People's China and Intemutional
Law: A Documentary Study, 2 vols. Princeton: Princeton University Press,
1974, vol. 1, p. 261.

vii) Imprint
Imprint consists of the place of publication, the name of the publisher in brief and
the year of publication. A colon follows the place of publication and a comma
follows the publisher's name. If the book is simultaneously published at two places
or by two publishers, you may give the information as follows:
S. Swianiewiez,Forced Labour and Economic Development: An Enquiry into
the Experience of Soviet Iitdustrialkation,London; New York: M r d
University Press, 1965, pp. 61,62.
Benjamin Fruchter, Intmduction to Factor Analysis, East-West ed. Princeton,
V J.:D. Van Nostrand; New Delhi: Affiliated Ea~r-~CestPress, 1967, p.39.
viii) Reference ncrrHgers
Citations regarding p e c u l a r passages or pages consist of the volume number, if the
publication is a multi-ivolume set, and the page number(s) of the particular citation.
The words volume, &, number, book, chapter, page(s) used for citation purposes
are abbreviated and pbt in lower case as vol., pt., no., bk., chap., p. (pp. for pages).
The word paaim (haf and there) is used when the references for citations are
scattered on a nwmbea of pages consistently.
I

3.3.2 P r e p a m 4note for peri;odi& and composite books

Notes for material putlished in a periodical consist of the following elements:
Author's name
Title of the article
Name of the pehdical
Voiume and n w b e r of the periodical
Date of the partihula*number
Page number(s) cpf the particular citation
For example,
Sigmund Koch, 'beery and Experiment in Psychology', Social Research 40
(4) Winter 1973, pp. 692-93.
The rules for rendering an author's statement are the same as given above\forbooks.
The title of the article, ?dike in the case of books, is given in roman type and
enclosed in quotation marks. The capitalisation and punctuations of the title are
done according to the bles used for book titles.

1
The title of the periodi a1publication is given in italics and capitalised according to
the rules given for boo titles. Some authors prefer to abbreviate the commonly
known words such as Journal, Review, Quarterly, etc., but the practice is not
generally followed-e.$
John H. Herz, 'Kbrea and Germany as Divided Nations:The Systematic
Impact', Asian SLCN~~ lS(11) Nov. 1975, p. 958.
I

Abul Hasan. 'stage Aids to the Writer' in Handbook for Indian Writers, ed. by
HX. Kaul, New @elhi:Munshiram Manoharlal, 1975, pp. 5 9,60. (lks is an
example of a c o r h s i t e book).

3.3.3 Preparing a hate for unpublished documents

The notes for manuscdpts and unpublished documents contain information in the
following order: I

1 Title of the dodument

2 Date
3 Folio number
4 Name of the cc/llection

t
5 Name and add ess of the institution where situated
6 Page number(s of the particular citation.
for example:
Diary of C.D. ~$shmukh, 1964, M 297 DeshrnukhPapers, Nehru Memorial
Museum and Library, New Delhi.

3.4 GENERAL RECOMMENDATIONS FOR THE

COMPILA~IONOF NOTES AND FOOTNOTES
You should remember ithat there are certain guidelines for compiling notes and
footnotes-as shown hereunder. I
I

3.4.1 Footnotes q d the printed page

It should be carefully observed that the length of the printed page containing
foothotesis equal to q t of other printed pages. The footnote should appear on the
page on which the referpnce to it has been cited.
3.4.2 Avoid too many footnotes
Too many footnotes an a page should be avoided as these discourage from
reading the text. To do so, if the footnotes are in great numbers, some of these
should be accommodated in the body of the text itself. In other words, the author
should not provide notes for known and accepted scholarship and so avoid citing a
number of footnotes. However, when there are many footnotes and they are
necessary, accommodate them in a single paragraph under a single footnote instead
of a number of them. The details of the footnotes should be given in the order of the
quotations cited in the paragraph.

3.4.3 Principles for notes and footnotes

The principles for rendering notes and footnotes are designed to reduce the burden
of describing complete bibliographical details in each and every entry of the
footnote. The entry which appears in the book for the first time is, however, entered
with complete bibliographicaldetails. In the later entries, the same reference is to be
shortened. In order to write anote in a shorter form, the following gene& rules may
be observed:
ibid., meaning, the same, (not in italics), takes the place of as many of the
details as are identical with those in the immediately preceding note.
op. cit., meaning in the work cited (not in italics), takes the place of title and
publishing data of a work cited earlier but not in the immediately preceding
note.
loc. cit., meaning in the place cited (not in italics). If reference is to be made to
the same page d a publication as a preceding but not irnmediateb preceding
reference, the last name of the author and the term loc. cit., are used.
idem or id. (not in italics), is used to replace an author's name in successive
references within a single note to several works by the same author. The u ~ of~ e
this is now discouraged.
Some examples:
V.K.R.V. Rao. Agricultuml Labour in India, Bombay: Asia, 1962, p. 135.
Manorarna Savur.'Labour and Productivity in Tea Industry'. Economic and
Political Weekty, vol. 8, no. 11, Mar. 17,1973, pp. 55 1-5.
bid. pp. 556-9.
Rao, op. cit., p. 73 and passim (note the italics) Savur, loc. cit.
A shortened reference to a book and an article should include only the last name of
the author (entry element) and short title of the book in italics, followed by the page
number of the reference. The short title contains only the key words of the title,
without changing .the order of words in the title.
Readings in ~ommukityorganisation Practice Readings
Islamic Modemisatwlt in India and Islamic
Pakistan, 1857- I W. Modemisation
American Dictionary of Printing Printing and
and Book-making. Book-keeping

3.4.4 Number your footnotes consecutively

Footnotes should be numbered consecutively throughout an article or a chapter in a
book. The number should not be enclosed in parenthesis or followed by a full stop
or a dash. Footnote numbers are 'superior figures'; they should be typed slightly
above the line in the main body of the text, thus:
A Guide to Language L e w
The footnote reference number will be the same as the reference in the text but now
it will precede the entry, thus:
3A Guide to Language Lemming
A footnote number in the text should came afrer all punctuation (including
parentheses) except a dash; and always after a quotation-not after the author's
-.-=COW name or the introductohy verb or the colon pl.eceding quoted matter. The footnotes
that appear on a manuscript page may not necessarily appear on the same page of
the printed mattel. Th&yshould, therefore, be thoroughly checked at the time of
proof-reading. At the dme of inkrptetation or deletion of a footnote, the serial
number should bk Chaqkged and comected. The interpolationof additional naes in
the serial numbering in the form of 27a or 27A is unsc-Iy and shows
inexcusable laziruess. '
* '
3.4.5 FootRu&&f& Ulustrative matter
Footnotes to illustratidp matter such as maps, charts, graphs, etc. are not numbered
with the text footnotesi They are shown by using superior reference marks, such as:
*(qterisk), t(dagger), ' tt(doubledagger); §(section mark), '(((parallels).

3.4.6 No@ esaekobwledging permission .

Notes acknowledging @mission to reprint are generally given in the front matter of
the book.If they should appear, without numbering, on the first page of
the chapter. ,
3.4.7 Sjpeciaityping for foothotes
Footnotes should be tiped separately in double space because they are composed in
a smaller type and n d separate treatment. They should be added after each
chapter and marked &th legends, such as:
'Footnotes to CHqpter 8' or
'Notes to chaptdr7
*
Each note should sta* $kitha paragraph indention and end with a full stop.

3.4.8 Be cin&&/qin footnotes *

All notes should be cbnhstent in their referencing system. Also, the placement of
notes should be consistept.They +odd be either at the foot of the page, $ the end
.
7
. &each chapter, or at &$end d~puhIk&un. , *
I
, . * - Actkity : .
W e Wowing books k a e referred to on a page of text. The order of reference is as
i
indicated in the supe 'or numbers following the title of the book. How would you
have listed them as fwtnotes at the end of the page?
Vdume ~ e & ~diti- ~ u t h d s umber mtle ~ompller/1- page
Number State- oq Name of of Editor/ numbers
ment . volumes Book Trans-
1 lator
- Twentieth -I
Mark - Fielding: Ronald Pke 64
century ~Spilka 3 A Paulson
'Views 4 Collection (ed) Englewood
3,.L:,
.,< of Critical Cliffs,
Essays' New
Jersey
Publisher
I "
Prentice-
Hall
d Date 1962
- - A n d ~eorge - A Litemry Albert Plea
I herbu urn History C. Baugh New York 847
I '
and
Donald
of Jhghnd2 PPMieher
Appleton
I F. Bond Date
- I 1967
New
Poetry Nissim - Ten Twen- R Partha- P k e
in India Ezekiel tie& snrthy Delhi 37
Century P u w
lndiw Oxford
P a d University
Press
Da&
I 1976
(Check your answeds with the example given at the end of the Unit)
This Unit stresses the importance of giving notes and footnotes in noncreative
works. They are given is because a reader often needs additional information
regarding an author's publication (place, year, pages, etc.).
Modes of furnishing such infamation differ in case of a book, a periodic* or an
unpublished document: Your attention is particularly invited to the section which
offers general guidelines for arranging notes and footnotes.

3.6 ACTIVITY: AID TO ANSWERS

Your footnotes should be arranged like this:
3NissimEzekiel. Ten Twentieth Cenmry Indian Poets ed., R Parthasarthy, New
Poetry in India, Delhi: Oxford University Press, 1976, p. 37.
Now do the other two in the same way.

3.7 GLOSSARY
You will find in the glossary a list of words referred to in-his Unit.
Compilec One who collects material, articles, poems,
Monograph: A separate treatise on a single author, ob*t

Secondary souras: WO*

as explained above
~ i c b h~ ecritical
r
+. into a volume
or class of objects
Primary sources: The original texts to which an author might have referred to while
writing a book
comments on the primary sources
*
+ v -.