APA style is a set of formatting and writing rules published by the American Psychological Association, now in its 7th edition. It governs everything from your title page and margins to how you cite sources and structure your reference list. Whether you’re writing a college research paper or preparing a manuscript for publication, the rules below will walk you through each layer of APA formatting so you can get it right the first time.
Page Layout and Font
Every APA paper uses the same basic page setup. Set 1-inch margins on all sides, double-space all text (including the title page and reference list), and indent the first line of each paragraph by half an inch. Left-align your body text rather than using full justification.
APA 7th edition accepts several font options. The most common choices are 12-point Times New Roman, 11-point Calibri, or 11-point Arial. Pick one and use it consistently throughout the paper, including headings and the reference list. Page numbers go in the top-right corner of every page, starting with the title page as page 1.
Setting Up the Title Page
Your title page is the first thing a reader (or your professor) sees, and APA has specific rules for what goes on it. Center your title in the upper half of the page in boldface, using standard upper and lowercase letters. Below the title, add your full name (first name, middle initial, last name) without any titles like “Dr.” or degrees like “PhD.” Beneath your name, list your institutional affiliation, meaning the school or organization where you conducted the research.
The details diverge depending on whether you’re writing a student paper or a professional manuscript:
- Student papers: Include the course number and name, the instructor’s name, and the assignment due date below your affiliation. The page header contains only the page number. You do not need a running head or an author note.
- Professional manuscripts: Add a running head in the page header, which is a shortened version of your title typed in all capital letters, flush left, with the page number flush right. The running head cannot exceed 50 characters including spaces and punctuation. Professional papers also include an author note in the bottom half of the title page, with paragraphs covering your ORCID iD, any affiliation changes, disclosures or acknowledgments, and contact information.
If you’re a student, your instructor may have specific preferences that override the default APA template. Always check your assignment guidelines before formatting.
Headings and Paper Structure
APA uses five levels of headings to organize content, though most papers only need two or three. Level 1 headings are centered, boldface, and in title case. Level 2 headings are flush left, boldface, and in title case. Level 3 headings are flush left, bold italic, and in title case. Each heading level signals a step deeper into a subtopic, similar to an outline.
A typical APA paper follows this structure: title page, abstract (if required), body, and reference list. The abstract is a single paragraph, usually 150 to 250 words, summarizing the paper’s purpose, methods, results, and conclusions. Not every assignment requires one, so check with your instructor or the journal’s submission guidelines. The body of the paper begins on a new page, with your full title repeated in bold at the top before you start writing.
In-Text Citations
Every time you paraphrase, quote, or reference someone else’s idea, you need an in-text citation. APA uses an author-date system, meaning you provide the author’s last name and the year of publication. You can do this two ways:
- Parenthetical citation: Place the author and year in parentheses at the end of the sentence. Example: Sleep deprivation impairs cognitive function (Ahmed, 2016).
- Narrative citation: Work the author’s name into the sentence and put only the year in parentheses. Example: As Ahmed (2016) notes, sleep deprivation impairs cognitive function.
The rules shift slightly depending on how many authors a source has. For a work by two authors, name both every time you cite it. Use “and” between names in a narrative citation and an ampersand (&) in a parenthetical one: (Wegener & Petty, 1994). For a work by three or more authors, list only the first author’s last name followed by “et al.” every time, even the very first citation: (Kernis et al., 1993). Note that “et” does not get a period after it, only “al.” does.
When you include a direct quote, add the page number after the year: (Ahmed, 2016, p. 45). For sources without page numbers, such as websites, use a paragraph number or section heading instead.
Building the Reference List
Your reference list appears on its own page at the end of the paper, with the word “References” centered in bold at the top. Every source you cited in the text must appear here, and every entry on the list must have a corresponding in-text citation. Double-space all entries and use a hanging indent, meaning the first line of each entry is flush left and subsequent lines are indented half an inch.
Journal Articles
The basic format for a journal article is: Author, A. A., & Author, B. B. (Year). Title of the article. Title of the Periodical, Volume(Issue), Page range. https://doi.org/xxxxx. The article title uses sentence case, meaning only the first word, the first word after a colon, and proper nouns are capitalized. The journal title uses title case and is italicized along with the volume number. If a DOI (digital object identifier) is available, always include it as a clickable link at the end.
Websites
For a webpage on a website, the format is: Author or Organization. (Year, Month Day). Title of the page. Site Name. URL. If the author and the site name are the same (for example, a company publishing on its own website), omit the site name to avoid repetition. If no date is available, use (n.d.) in place of the year.
AI-Generated Content
APA 7th edition now includes guidance on citing generative AI tools like ChatGPT, Claude, or Gemini. Because AI outputs are not retrievable by other readers in the same way a published article is, APA treats them similarly to personal communications but with a formal reference entry. The general approach is to name the AI tool as the author, provide the version or model, the date the output was generated, and a description of the prompt. Check the APA Style website for the most current formatting template, as these guidelines are relatively new and may be updated.
Writing Style and Tone
APA style favors clear, concise, and formal prose. Write in the third person for most academic papers, though first person (“I” or “we”) is acceptable when describing your own research actions. Avoid colloquial expressions, contractions, and overly complex sentences. Each paragraph should focus on a single idea and transition logically to the next.
Use the active voice when possible. “Researchers surveyed 200 participants” is stronger and clearer than “Two hundred participants were surveyed by researchers.” The passive voice is fine when the actor is unknown or less important than the action, but defaulting to active voice tightens your writing.
APA also requires bias-free language. This means choosing terms that respect people’s identities regarding age, disability, gender, race, ethnicity, sexual orientation, and socioeconomic status. Use the terms that people use for themselves, put the person before the condition (“people with disabilities” rather than “disabled people” unless the group prefers identity-first language), and avoid language that implies evaluation or judgment. Chapter 5 of the Publication Manual covers these guidelines in detail.
Formatting Numbers and Statistics
APA has specific rules for when to spell out numbers versus using numerals. Spell out numbers zero through nine when they appear in general text. Use numerals for 10 and above. Always use numerals for numbers that represent statistical or mathematical functions, ages, dates, scores, and exact sums of money. If a sentence begins with a number, spell it out regardless of size, or rearrange the sentence so it doesn’t start with a numeral.
For statistical results, report exact values and use standard notation. Italicize statistical symbols like p, t, M (mean), and SD (standard deviation). Round most statistics to two decimal places, except for p-values, which go to three.
Quick Formatting Checklist
- Margins: 1 inch on all sides
- Spacing: Double-spaced throughout, with no extra space between paragraphs
- Font: 12-point Times New Roman, 11-point Calibri, or 11-point Arial
- Paragraph indent: 0.5 inch for the first line of every paragraph
- Page numbers: Top-right corner of every page
- Title page: Centered bold title, author name, affiliation (plus course info for students)
- Running head: Professional papers only, all caps, 50 characters max
- References: Separate page, hanging indent, alphabetical by author’s last name
- In-text citations: Author-date format, ampersand in parenthetical citations, “and” in narrative ones