An APA style paper is a document formatted according to the rules set by the American Psychological Association, widely used in psychology, education, nursing, social sciences, and business courses. The current standard is the 7th edition of the APA Publication Manual, which governs everything from margins and fonts to how you cite sources and organize your sections. If your instructor or journal asks for “APA format,” here’s exactly what that means and how to set it up.
Page Layout and Font Requirements
Every APA paper starts with the same basic formatting. Type your paper on standard 8.5″ x 11″ paper with 1-inch margins on all sides. The entire document, from the title page through the references, is double-spaced with no extra spacing between paragraphs.
The 7th edition doesn’t mandate a single font but recommends several options that are considered accessible and legible. Sans serif choices include 11-point Calibri, 11-point Arial, and 10-point Lucida Sans Unicode. Serif options include 12-point Times New Roman, 11-point Georgia, and 10-point Computer Modern. Pick one and use it consistently throughout the paper. Most instructors default to 12-point Times New Roman if they don’t specify otherwise.
Page Numbers and Running Heads
Page numbers appear in the top-right corner of every page, starting with the title page as page 1. If you’re writing a student paper, the page number is all you need in the header. Professional papers (those intended for journal submission) also include a running head: a shortened version of your title, written in all capital letters, flush left in the header on every page. This distinction matters because many students add a running head when their instructor doesn’t require one.
Title Page Setup
The title page is page 1 and includes your paper’s title, your name, and your institutional affiliation, all centered and double-spaced. For a student paper, you’ll also typically include the course number and name, the instructor’s name, and the assignment due date. Professional papers replace those details with an author note, which lists the author’s department, any conflicts of interest, and contact information.
Your title should be bold, centered, and positioned in the upper half of the page. Capitalize major words (title case). There’s no need for a separate cover sheet or decorative formatting.
Abstract and Keywords
An abstract is a brief summary of your paper, typically 150 to 250 words, placed on its own page immediately after the title page. It gives readers a snapshot of your research question, methods, results, and conclusions. Student papers don’t usually require an abstract unless the instructor specifically asks for one, particularly for longer or more complex assignments. Professional papers almost always include one.
Keywords appear directly below the abstract. Indent the first line, type “Keywords:” in italics, and then list three to five terms that capture the main topics of your paper. These help readers and databases find your work.
Body Structure and Headings
The body of an APA paper uses a system of five heading levels to organize content, though most student papers only need two or three. Level 1 headings are centered, bold, and in title case. Level 2 headings are flush left, bold, and in title case. Level 3 headings are flush left, bold italic, and in title case. Each heading level signals a new layer of organization within your argument.
For research-based papers, the body typically follows a predictable structure. An introduction presents the research question and reviews existing literature. A method section describes how the study was conducted. A results section reports the findings. A discussion section interprets those findings and addresses their significance. Not every APA paper follows this exact sequence. Literature reviews, theoretical essays, and course papers may organize sections differently, but the heading system and formatting rules stay the same.
How In-Text Citations Work
APA uses an author-date citation system. Every time you reference someone else’s idea, data, or words, you include the author’s last name and the year of publication. You can do this two ways.
A narrative citation weaves the author’s name into your sentence: “Jones (1998) found that students often struggled with citation formatting.” A parenthetical citation places the credit at the end of the sentence in parentheses: “Students often struggled with citation formatting (Jones, 1998).” Both are correct, and mixing them throughout your paper reads more naturally than relying on just one style.
When you quote someone directly, you also need a page number. A direct quote looks like this: “Students often had difficulty using APA style” (Jones, 1998, p. 199). When you paraphrase, restating an idea in your own words, the page number is encouraged but not strictly required. You still need the author and year.
For works with two authors, name both every time you cite them. For works with three or more authors, list only the first author’s last name followed by “et al.” (meaning “and others”) on every citation, including the first one.
Reference List Formatting
The reference list starts on a new page after the body of your paper. Center the word “References” in bold at the top. Every source you cited in the text gets a full entry here, and every entry on the reference list should appear somewhere in your text.
Alphabetize entries by the first element of each reference, which is usually the first author’s last name. When a work has no author, alphabetize it by its title instead. Each entry uses a hanging indent: the first line sits flush with the left margin, and any additional lines are indented 0.5 inches. This is the opposite of a normal paragraph indent, and most word processors have a hanging indent option in their paragraph settings.
The format of each reference depends on the source type (journal article, book, website, etc.), but most entries follow the same general pattern: Author last name, initials. (Year). Title of work. Source information. DOI or URL. DOIs (digital object identifiers) are stable links assigned to academic articles. When a DOI is available, always include it. DOIs and URLs can appear as live hyperlinks (blue and underlined) or as plain text, depending on your instructor’s preference.
Student Papers vs. Professional Papers
APA’s 7th edition formally distinguishes between student papers and professional papers, and the differences are mostly on the title page and in the front matter. Student papers include course information on the title page and only need a page number in the header. Professional papers include an author note on the title page and add a running head to every page. Professional papers intended for journal submission must always include an author note, while student papers almost never do.
Abstracts and keywords are standard in professional papers but optional in student papers. The citation rules, reference formatting, heading levels, and page layout are identical in both versions. When in doubt about which format your instructor expects, ask. Most undergraduate and graduate coursework follows the student paper format.
Quick Formatting Checklist
- Margins: 1 inch on all sides
- Spacing: Double-spaced throughout, including the title page and references
- Font: 12-point Times New Roman, 11-point Calibri, or another APA-recommended font used consistently
- Page numbers: Top-right corner on every page
- Title page: Paper title (bold), author name, affiliation, and course details (for student papers)
- Paragraph indent: 0.5-inch indent on the first line of every body paragraph
- References: New page, alphabetized, hanging indent, DOIs included when available