How to Cite a Press Release in APA Format (7th Edition)
Complete guide to citing press releases in APA 7. Covers organizational press releases, PR newswires, and company announcements.
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Understanding Press Release Citations in APA Format
Citing press releases in APA format is essential for ensuring proper attribution and maintaining academic integrity. This guide will provide a comprehensive understanding of how to format press release citations according to the APA 7th edition guidelines. By following these rules, you can effectively cite press releases in your academic writing.
Basic Structure of a Press Release Citation
A press release citation in APA format typically includes the following elements: the author (or organization), the publication date, the title of the press release, the name of the website or publisher, and the URL. The general format is as follows:
Author, A. A. (Year, Month Day). Title of the press release. Website Name. URL
Here, the author's name is formatted as last name followed by initials. If the press release is published by an organization, the organization's name is used as the author.
Example of a Press Release Citation
Example 1: Press Release by an Organization
Here is an example of how to cite a press release published by an organization:
American Heart Association. (2023, October 1). New guidelines for heart health released. American Heart Association. https://www.heart.org/new-guidelines
In this example, the organization (American Heart Association) is listed as the author. The publication date includes the year, month, and day. The title of the press release is in sentence case and italicized. Lastly, the website name and URL are provided.
Individual Author Example
If an individual authored the press release, the citation format would look like this:
Smith, J. A. (2023, October 1). Innovative technology in healthcare unveiled. Tech Innovations. https://www.techinnovations.com/new-tech
In this case, the author's name is inverted, using the last name first, followed by the initials. The publication date and title are formatted similarly to the previous example.
Why Citation Rules Matter
Following APA citation rules is crucial for several reasons. First, it promotes clarity and consistency in academic writing. When readers encounter citations formatted according to established guidelines, they can easily locate the original sources. Second, proper citation helps avoid plagiarism, which is a serious academic offense. By giving credit to authors and organizations, you uphold ethical standards in scholarship.
Practical Tips for Citing Press Releases
- Check for Author Information: Sometimes press releases do not list an individual author but are published by organizations. Always verify who is responsible for the content.
- Use the Correct Date Format: Ensure that the date is formatted correctly, including the year, month, and day. This is essential for transparency regarding when the information was published.
- Maintain Consistency: When citing multiple press releases, ensure that you maintain the same formatting style throughout your work. This includes consistent use of italics, capitalization, and punctuation.
Common Pitfalls to Avoid
- Neglecting the URL: Always include the URL where the press release can be accessed. This allows readers to verify the information and access additional details.
- Incorrect Title Formatting: Remember that the title of the press release should be in sentence case and italicized. Avoid using title case, as it does not conform to APA guidelines.
- Forgetting to Include the Website Name: Always include the name of the website or organization that published the press release. This is crucial for proper attribution.
Citing Press Releases Accepted for Publication
If a press release has been accepted for publication but is not yet available, you should cite it as follows:
Smith, J. A. (in press). Innovative technology in healthcare unveiled. Tech Innovations.
In this case, “in press” replaces the publication year. This format is specifically for works that have been formally accepted, ensuring clarity regarding the publication status.
Conclusion
Understanding how to correctly cite press releases in APA format is vital for academic writing. By adhering to the guidelines outlined in this guide, you can accurately attribute your sources and maintain the integrity of your work. Remember to check author information, use the correct date format, and include URLs. By avoiding common pitfalls and following best practices, you will enhance the quality of your citations and overall academic writing.
Step-by-Step Instructions
What You Need
- Access to the press release you want to cite
- Basic information about the author(s) of the press release
- Publication date of the press release
- Title of the press release
- Source or publisher of the press release (e.g., organization or website)
Step-by-Step Instructions for Creating a Press Release Citation in APA 7th Edition
1. Identify the Author(s)
- Action: Look for the author or organization that issued the press release. This can typically be found at the top or bottom of the document.
- Verification: Ensure the name is complete. If it is an organization, use the full name.
- Time Estimate: 5 minutes.
- Tip for Efficiency: If the press release is from a well-known organization, their name will often be their official title.
2. Format the Author's Name
- Action: If the author is an individual, format their name by writing the last name first, followed by a comma, and then their first and middle initials with periods. For example, "Smith, J.A." If the author is an organization, use the full name as it appears.
- Verification: Double-check the formatting to ensure proper punctuation and order.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Keep a consistent template for formatting names to streamline the process.
3. Determine the Publication Date
- Action: Find the publication date of the press release, usually located near the title or at the end of the document.
- Verification: Make sure you have the complete date, including the year, month, and day.
- Time Estimate: 2 minutes.
- Tip for Efficiency: If the press release is online, check the webpage for the publication date in the metadata or footer.
4. Record the Title of the Press Release
- Action: Write down the title of the press release exactly as it appears. This should be in sentence case, meaning only the first word and proper nouns are capitalized.
- Verification: Ensure that the title is not italicized and matches the original.
- Time Estimate: 3 minutes.
- Tip for Efficiency: Copy and paste the title directly if it is available electronically.
5. Identify the Source or Publisher
- Action: Determine the source or publisher of the press release. This might be the organization itself or a website where the press release is hosted.
- Verification: Make sure to note the official name of the organization or website.
- Time Estimate: 3 minutes.
- Tip for Efficiency: If you have the press release open online, the source is often noted in the URL or at the top of the page.
6. Construct the Citation
- Action: Combine all the elements into the correct APA format. The basic structure is:
- Author(s). (Year, Month Day). Title of the press release. Source.
- Example: Smith, J.A. (2023, October 1). New product launch announced. Tech Innovations Inc.
- Verification: Review the citation for correct punctuation, italics, and capitalization.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Use a citation generator to help with formatting, but always double-check for accuracy.
7. Alphabetize Your Citation
- Action: If you are adding this citation to a reference list with other sources, ensure it is alphabetized by the last name of the first author or the first letter of the organization.
- Verification: Check to see that the citation fits seamlessly into the list without disrupting the alphabetical order.
- Time Estimate: 2 minutes.
- Tip for Efficiency: Use a word processor with sorting features to help organize your references automatically.
8. Review Your Citation
- Action: Go through your citation one last time to ensure that it adheres to all APA 7th edition guidelines.
- Verification: Check for any missing elements or incorrect formatting.
- Time Estimate: 3 minutes.
- Tip for Efficiency: Consider using APA style guides or online resources for quick references on formatting rules.
By following these steps, you will be able to create a proper APA citation for a press release, ensuring it meets all necessary requirements for academic writing.
Common Errors for Press Release Citation Citations
Students focus on sentence case rules but forget that proper nouns are always capitalized regardless of case rules
How to Avoid It:- Identify all proper nouns in the title including names of people
- Ensure names of places, organizations, and institutions are capitalized
- Capitalize specific geographic names and locations mentioned
- Maintain capitalization of brand names and historical events referenced
Students forget that subtitles are treated as separate sentences for capitalization purposes
How to Avoid It:- Locate all colons in the title that separate main title from subtitle
- Capitalize the first word immediately following each colon without exception
- Apply sentence case or title case rules to remaining subtitle words appropriately
- Ensure subtitle capitalization matches the type of title case being used
Students don't know when acronyms should be in all capitals versus following sentence case rules
How to Avoid It:- Identify well-known acronyms like CDC, NASA, APA, FBI that are widely recognized
- Keep these acronyms in all capitals regardless of sentence case rules
- For lesser-known acronyms, follow standard usage or title case rules
- Check if acronym is commonly written in all caps in professional contexts
Students partially apply rules but are inconsistent, mixing sentence and title case
How to Avoid It:- Choose correct case type for the source type first
- Apply rules consistently throughout the entire title without exception
- Double-check all words against the chosen case rules
- Review title for consistent application of capitalization throughout
Students focus on sentence case rules but forget the basic rule to always capitalize the first word
How to Avoid It:- Always capitalize the first word of any title without exception
- This applies regardless of sentence case or title case formatting used
- Check the very first character of the title for proper capitalization
- Ensure first word is capitalized even if it's a minor word type
Students extend italics beyond appropriate boundaries or apply them inconsistently
How to Avoid It:- Review italics boundaries carefully in citation formatting
- Italicize only titles and volume numbers in reference lists
- Keep all other elements like publisher location in plain text
- Ensure italics start and stop at appropriate points
Students omit periods after initials, especially when multiple initials are present
How to Avoid It:- Add period after each initial in author name formatting
- Ensure all initials have periods following them consistently
- Check that no initials are missing periods in reference lists
- Verify spacing between initials with periods is correct
Students space initials like regular words, not realizing they should be compact
How to Avoid It:- Remove spaces between initials in author name formatting
- Keep initials together without spacing between them
- Maintain periods after each initial without extra spacing
- Check that initials appear as M.K. not M. K. in citations
Students focus on the year in parentheses but forget the period after closing parenthesis
How to Avoid It:- Add period after closing parenthesis of year in citations
- Ensure year is in parentheses followed by period consistently
- Check that year information is complete with proper period
- Verify spacing between year period and title is correct
Students focus on internal punctuation but forget the citation must end with a period
How to Avoid It:- Add period at the very end of the citation reference
- Ensure citation ends with proper punctuation consistently
- Check that no citation is missing final period in reference list
- Verify that final period is not preceded by extra spacing
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Validation Checklist
Before submitting your Press Release Citation citation, verify:
- In APA 7th edition, single authors are formatted with last name followed by a comma and first and middle initials. The initials should be separated by periods but not spaces. This format applies to all reference types including journal articles, books, and webpages. The author's name should be inverted (last name first) in the reference list only. This rule ensures consistency across all citation formats and makes alphabetical ordering more efficient in reference lists.
- For works with two authors, both names should be inverted (last name first) and separated by an ampersand (&) rather than the word 'and'. Each author's name follows the single author format (Last name, initials). The ampersand should be preceded by a comma. This format is used in both reference lists and parenthetical citations, but narrative citations use 'and' instead of '&'. This rule distinguishes APA from other citation styles and maintains consistency across multi-author works.
- For works with 21 or more authors, list the first 19 authors, insert an ellipsis (...), then list the final author. The ellipsis replaces authors 20 through the second-to-last author. All listed authors follow the standard inverted format. This rule prevents extremely long citation lists while still providing key attribution information. The ellipsis should not be italicized or bracketed. This change from APA 6th edition's 7+ author rule provides more comprehensive author listing.
- Author titles, suffixes, and credentials (like Jr., Sr., II, III, Ph.D., M.D.) should be included in the reference list. Suffixes like Jr., Sr., II, and III follow the initials, separated by commas. Academic and professional credentials are generally omitted from reference list entries but may be included in special circumstances. Titles like Dr., Professor, or military ranks are not included in reference list citations. This rule provides complete identification when needed while avoiding unnecessary credential inflation.
- For works accepted for publication but not yet published, use (in press) instead of the year. This format is used for journal articles that have been accepted but not yet published, books under contract, or similar forthcoming works. The phrase 'in press' appears in parentheses exactly as it would for a year, followed by a period. In APA 7, this usage is clarified to apply only to works that have been formally accepted for publication, not works merely submitted or under review. This represents a minor change from APA 6.
- When including URLs for websites, online documents, or other sources without DOIs, present them as live hyperlinks without any special formatting or punctuation. APA 7 removes the 'Retrieved from' prefix that was required in APA 6 for most URLs. URLs should be presented in their simplest form, beginning with http:// or https://, and should be hyperlinks in digital documents. Do not add a period at the end of a URL unless it is part of the original URL. This simplification makes citations cleaner while maintaining functionality for digital access to sources.
- When a URL or DOI leads to a broken or inactive link, APA 7 provides several options for handling the citation. If the source is available through an archive like the Internet Archive, include the archived URL. If the source cannot be located, include as much information as possible and note that the resource is no longer available. For journal articles with broken DOIs, include the DOI but add a note indicating it's inactive. The principle is to provide enough information for readers to locate the source if possible, while acknowledging access limitations. This represents more detailed guidance than APA 6 provided for handling broken links.
Special Cases
Understanding Special Cases and Edge Cases in Citing Press Releases in APA Format
Citing press releases in APA format can present unique challenges, particularly when dealing with special cases and edge cases. In this guide, we will explore the specific guidelines from the APA 7th edition regarding author names, publication status, and the presentation of essential information. We will also provide practical tips and highlight common pitfalls to help ensure accurate citation.
Author Names
Single Author
For a press release authored by a single individual, the format is straightforward. The last name is followed by a comma and the initials for the first and middle names. For example:
Example:
Smith, J.A. (2023). Title of the press release. Organization Name. URL
In this case, "Smith" is the author's last name, followed by their initials "J." for the first name and "A." for the middle name.
Two Authors
When a press release has two authors, both names must be inverted (last name first), separated by an ampersand (&), and formatted using initials. Here is how you would cite it:
Example:
Doe, J.A., & Brown, R.B. (2023). Title of the press release. Organization Name. URL
The ampersand connects the two authors, and the format remains consistent with the rules for single authors.
More Than Two Authors
For more complex cases with three or more authors, the format becomes more detailed. If there are 21 or more authors, list the first 19, insert an ellipsis, and then include the final author. The ellipsis is not italicized or bracketed.
Example:
Johnson, A.B., Smith, C.D., Lee, E.F., Williams, G.H., Garcia, I.J., Taylor, K.L., ... Martinez, N.O. (2023). Title of the press release. Organization Name. URL
This method allows for comprehensive acknowledgment of contributions while keeping citations manageable.
Author Titles and Suffixes
When it comes to titles and suffixes, the APA guidelines are clear. Author titles such as "Dr." or "Professor" should not be included in the reference list. However, suffixes like "Jr." or "III" can be added after the initials, separated by a comma.
Example:
Brown, R.B., Jr. (2023). Title of the press release. Organization Name. URL
In this instance, the suffix "Jr." provides additional context about the author without cluttering the citation with unnecessary titles.
Publication Status
Works Accepted for Publication
For press releases or any works that have been accepted for publication but are not yet published, use the phrase (in press) in place of the year. This change clarifies the status of the work.
Example:
Smith, J.A. (in press). Title of the press release. Organization Name. URL
This format indicates that the work has been formally accepted for publication, distinguishing it from works that are merely submitted or under review.
Practical Tips and Common Pitfalls
Tips for Proper Citation
-
Double-Check Author Names: Ensure that you have the correct names and initials. This is particularly important for authors with common last names or multiple authors with similar names.
-
Use the Correct Symbols: Remember to use the ampersand (&) for citations and the word "and" for narrative citations. This distinction is critical for clarity.
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Follow the Format Consistently: Always adhere to the formatting rules outlined in the APA guide. Consistency enhances readability and professionalism.
Common Pitfalls
-
Overcomplicating Citations: Some may be tempted to include titles or credentials inappropriately. Stick to the guidelines to avoid unnecessary complexity.
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Ignoring Publication Status: Failing to indicate whether a work is in press can mislead readers regarding the currency of the information. Always specify the status accurately.
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Neglecting the Ellipsis Rule: When dealing with 21 or more authors, it can be easy to forget to use an ellipsis. Ensure you follow the correct format to maintain clarity.
Conclusion
Citing press releases in APA format requires careful attention to detail, particularly regarding author names, titles, and publication status. By following the guidelines outlined in the APA 7th edition and using the examples provided, you can ensure that your citations are accurate and consistent. Paying attention to special cases and edge cases is crucial for proper attribution and maintaining academic integrity. Always remember that clear and precise citations enhance the credibility of your work and allow readers to locate the original sources easily.
Frequently Asked Questions
How do I cite a press release in APA format?
To cite a press release in APA format, you should start with the author's name, if available, followed by the publication date in parentheses. Next, include the title of the press release in italics, followed by the description 'Press release' in square brackets. Finally, provide the name of the organization and the URL if the press release is retrieved online. For example: Author, A. A. (Year, Month Day). Title of press release [Press release]. Organization Name. URL. If no author is listed, begin with the organization name. For more details, refer to the APA Publication Manual or the official APA Style website.
What if there is no author for the press release?
If there is no individual author listed for the press release, you should start the citation with the name of the organization that issued the press release. This organization is treated as the author. For example, if the press release is from the American Red Cross and has no individual author, you would format it as: American Red Cross. (Year, Month Day). Title of press release [Press release]. URL. This approach helps ensure that the source is still properly credited. Always check the press release for any indications of an author before making this decision. For more information, you can visit the APA Style website.
Do I need to include the retrieval date for press releases?
In APA format, you do not need to include the retrieval date for press releases unless the content is likely to change over time. For example, if the press release contains information that is static, such as a product launch or an event announcement, a retrieval date is not necessary. However, if you are citing a press release that may be updated regularly, such as one that includes ongoing events or updates, it is prudent to include the retrieval date. For a comprehensive understanding of this guideline, visit the APA Style website.
Can I use a press release as a source in my research paper?
Yes, you can use a press release as a source in your research paper, especially if it is relevant to your topic. Press releases can provide valuable information about new products, company announcements, or research findings. However, it is important to critically evaluate the press release's credibility and the organization behind it. Consider the potential bias in the information presented. If you are using the press release to support your argument, ensure that it is accompanied by other scholarly sources to strengthen your research. For more guidance, consult your institution's writing center or the APA Style website.
How should I format the title of the press release in my citation?
In your citation of a press release, the title should be italicized and only the first word of the title, the first word after a colon, and any proper nouns should be capitalized. For example, if the title of the press release is 'New Product Launch: Innovative Solutions for 2023', it should be cited as 'New product launch: Innovative solutions for 2023 [Press release].' This formatting ensures clarity and aligns with APA style guidelines. For additional formatting tips, refer to the APA Publication Manual or the APA Style website.
What if the press release is part of a larger document or report?
If the press release is included as part of a larger document or report, you should cite the entire document instead of just the press release. In this case, provide the author (if available), the publication date, the title of the document, and the publisher. For example: Author, A. A. (Year). Title of the larger document. Publisher. If the press release can be accessed independently, you may still cite it separately, ensuring clarity on which source you are referencing. For guidance on citing various types of documents, check the APA Style website.
Last Updated: 2025-10-27
Reading Time: 10 minutes
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