How to Cite a Working Paper in APA Format (7th Edition)
Complete guide to citing working papers in APA 7. Covers SSRN, NBER, RePEc preprints, and unpublished drafts.
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Understanding Working Paper Citation Format in APA Style
Citing working papers in APA format is essential in academic writing. The American Psychological Association (APA) provides specific guidelines to ensure clarity and consistency. This guide will cover the rules for citing working papers, including examples, explanations, and practical tips for accurate citation.
Basic Structure of a Working Paper Citation
A working paper citation typically includes the author's name, the date of publication, the title of the work, the document number (if applicable), and the URL or DOI if available. The format follows the standard APA structure, which emphasizes the organization and presentation of information.
Author Formatting
Single Author
For single authors, the format includes the last name followed by a comma and the first and middle initials. The initials are separated by periods but not spaces.
Example:
Smith, J.D.
Explanation: In this example, "Smith" is the last name, and "J.D." represents the first and middle initials. This formatting helps maintain a consistent style throughout the reference list.
Two Authors
When there are two authors, both names should be inverted and separated by an ampersand (&). Each author's name follows the same format as above.
Example:
Smith, J.D., & Johnson, A.B.
Explanation: In this case, both authors are listed with their last names first, followed by their initials. The use of "&" instead of "and" is a key feature of APA style.
More than Two Authors
For works with three or more authors, list the first author's name in the inverted format followed by the others in the same way, using an ampersand before the last author.
Example:
Smith, J.D., Johnson, A.B., & Lee, C.M.
Explanation: This format allows readers to identify the main contributors to the work quickly.
Citing 21 or More Authors
If a work has 21 or more authors, list the first 19 authors, insert an ellipsis (...), and then add the final author's name.
Example:
Smith, J.D., Johnson, A.B., Lee, C.M., Brown, D.E., White, F.G., Green, H.I., Taylor, J.K., Adams, L.M., Wilson, N.O., Martin, P.Q., Clark, R.S., Thompson, T.U., King, V.W., Wright, X.Y., Scott, Z.A., Young, A.B., Hall, B.C., Allen, C.D., Harris, E.F., ... Williams, Z.Y.
Explanation: This format helps avoid long lists while still providing adequate attribution. The ellipsis indicates omitted authors and keeps the citation concise.
Including Author Titles and Suffixes
When listing authors, include titles and suffixes in the reference list.
Example:
Smith, J.D., Jr.
Explanation: Including suffixes like Jr. or Sr. helps clarify the identity of the author. However, academic and professional credentials are generally omitted.
Date Formatting
When citing sources that require precise dating, use the Year, Month Day format. This applies to materials such as newspapers, magazines, and social media posts.
Example:
Smith, J.D. (2023, October 15). Title of the working paper. URL
Explanation: The specific date is crucial for these sources, as it helps locate the exact version of the work being cited.
Title Formatting
The title of the working paper should be in italics and in sentence case, meaning only the first word and proper nouns are capitalized.
Example:
Smith, J.D. (2023). The effects of social media on academic performance.
Explanation: This format ensures that the title is easily identifiable and follows APA guidelines for capitalization and italics.
Practical Tips for Citing Working Papers
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Be Consistent: Ensure that your formatting matches throughout your reference list. This consistency aids readability and professionalism in your work.
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Pay Attention to Dates: Always check whether a specific date is necessary for the source. Using the correct format will help your reader locate the source more easily.
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Watch for Author Counts: Keep track of the number of authors when citing. Using the ellipsis correctly for 21 or more authors can prevent confusion.
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Double-Check Titles: Make sure to format titles correctly. Italicize and use sentence case to adhere to APA guidelines.
Common Pitfalls
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Ignoring the Author Format: Failing to invert author names or using "and" instead of "&" can lead to citation errors. Always double-check these elements.
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Neglecting Specific Dates: Omitting the month and day when required can result in incomplete citations. Make sure to review when specific dates are necessary.
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Misplacing Ellipses: Remember that ellipses are only used for citations with 21 or more authors. Misuse can cause confusion about the number of contributors.
Conclusion
Citing working papers in APA format is a crucial skill for effective academic writing. By following the outlined rules and examples, you can create accurate and professional citations. Remember to pay attention to author formatting, date specifications, and title presentations. Consistency and clarity are key in ensuring that your work is respected and understood in the academic community.
Step-by-Step Instructions
What You Need
Before creating a working paper citation in APA format, gather the following materials:
- The working paper itself or a reliable source that contains all necessary citation information.
- A computer or notepad for writing.
- Access to the APA 7th edition manual or a reliable online citation guide for reference.
- A citation management tool (optional) to help organize your references.
Step-by-Step Instructions
1. Identify the Author(s)
Action: Look at the title page or header of the working paper to find the author's name.
Verification: Make sure to note down the author's full name as it appears, paying attention to the order of first and last names.
Time Estimate: 2-3 minutes.
Tip for Efficiency: If there are multiple authors, list them all at once to save time.
2. Format the Author(s) Name(s)
Action: For a single author, format the name as Last name, initials (e.g., Smith, J.D.). For two authors, format it as Last name, initials and Last name, initials (e.g., Smith, J.D. & Doe, A.B.).
Verification: Ensure that you have inverted the names correctly and added periods between initials, without spaces.
Time Estimate: 2-4 minutes.
Tip for Efficiency: Create a template for authors to streamline the process for multiple authors.
3. Handle Multiple Authors (21 or More)
Action: If there are 21 or more authors, list the first 19 authors, followed by an ellipsis (...), and then the final author's name (e.g., Smith, J.D., Doe, A.B., Johnson, C.D., ... Roberts, E.F.).
Verification: Confirm that the ellipsis is not italicized or bracketed.
Time Estimate: 3-5 minutes.
Tip for Efficiency: Use a spreadsheet to quickly format long author lists.
4. Add Titles and Suffixes
Action: Include any titles or suffixes for authors, such as Jr., Sr., II, or III, after the initials (e.g., Smith, J.D., Jr.).
Verification: Check that suffixes are properly placed and separated by commas from the initials.
Time Estimate: 2-3 minutes.
Tip for Efficiency: Make a quick note of any titles or suffixes while reviewing the author names.
5. Determine the Publication Date
Action: Find the date of publication. If it includes a specific day, format it as Year, Month Day (e.g., 2023, October 15).
Verification: Ensure you have the correct year, month, and day without ordinal suffixes.
Time Estimate: 2-4 minutes.
Tip for Efficiency: If available, copy the date directly from the source to avoid errors.
6. Construct the Citation
Action: Combine the formatted author(s), date, title of the working paper, and any additional publication details (e.g., working paper series information) into a complete citation. The format will look something like this:
Smith, J.D., & Doe, A.B. (2023, October 15). Title of the working paper. Publisher or Institution.
Verification: Review the citation for proper punctuation and formatting, ensuring it adheres to APA guidelines.
Time Estimate: 3-5 minutes.
Tip for Efficiency: Keep a checklist of APA formatting rules to verify your citation quickly.
7. Check the Title Format
Action: Ensure the title of the working paper is in sentence case. Only the first word, proper nouns, and the first word after a colon or dash should be capitalized.
Verification: Confirm that the title matches the original document closely and follows the capitalization rules.
Time Estimate: 2-3 minutes.
Tip for Efficiency: Read the title aloud to catch any errors in capitalization.
8. Finalize and Save Your Citation
Action: Double-check all elements of your citation for accuracy and format it according to your document's structure. Save your citation in your preferred format, such as a word processor or citation management tool.
Verification: Review the citation once more to ensure it meets all APA 7th edition requirements before submitting or using it.
Time Estimate: 3-5 minutes.
Tip for Efficiency: Consider maintaining a dedicated document for all your citations to streamline future referencing.
By following these steps, you will create a properly formatted working paper citation in APA style. Remember to take your time and refer back to the APA manual as needed to ensure accuracy.
Common Errors for Working Paper 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 Working Paper 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 sources that require more specific dating than just the year, use Year, Month Day format. This applies to newspapers, magazines, blog posts, social media posts, and some online sources where the specific date is important for locating the source. The month should be spelled out, followed by the day number without ordinal suffixes. This format replaces the APA 6 practice of including (Year, Month Day) for these source types, simplifying the reference format while maintaining specificity.
- Article titles in APA 7 references should use sentence case, meaning only the first word of the title, the first word of the subtitle (after a colon), and proper nouns are capitalized. This applies to journal articles, magazine articles, and newspaper articles. The rule emphasizes natural language capitalization rather than the more formal title case used for book and journal titles. Subtitles are treated as separate sentences for capitalization purposes.
- Journal and periodical titles use title case in APA 7 references. All major words (nouns, pronouns, verbs, adjectives, adverbs) are capitalized, while minor words (articles, short prepositions, conjunctions) are lowercase unless they are the first or last word of the title or subtitle. This rule applies to journal names, magazine titles, and newspaper titles in reference list entries.
- Report titles in APA 7 references use sentence case capitalization. Only the first word of the report title, the first word of the subtitle (after a colon), and proper nouns are capitalized. This applies to technical reports, government reports, working papers, and other similar documents. The rule treats reports as articles or other works that are part of a larger series or organizational output.
- Conference paper titles use sentence case in APA 7 references. Capitalize only the first word of the paper title, the first word of the subtitle (after a colon), and proper nouns. This applies to papers presented at conferences, symposia, and similar academic gatherings. The rule treats conference papers as articles or works within the larger conference proceedings.
- 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.
Special Cases
Understanding Special Cases and Edge Cases in APA Working Paper Citations
When citing working papers in APA format, it is crucial to understand the specific guidelines that govern author attribution, publication details, and date formatting. Special cases and edge cases arise from variations in authorship and publication context. This guide will help clarify those situations and offer practical tips for accurate citation.
General Formatting Rules
Before diving into special cases, it's important to review the basic rules for citing working papers in APA format:
- Single Author: Last name, followed by a comma and first initials (e.g., Smith, J.D.)
- Two Authors: Both names inverted and separated by an ampersand (&) (e.g., Smith, J.D., & Doe, A.B.)
- Three to 20 Authors: All authors listed in inverted format, separated by commas and an ampersand for the last author (e.g., Smith, J.D., Doe, A.B., & Brown, C.L.)
- 21 or More Authors: List the first 19 authors, followed by an ellipsis, then the final author's name (e.g., Smith, J.D., Doe, A.B., Brown, C.L., ... Green, M.N.)
- Author Titles and Suffixes: Include suffixes like Jr. or II, but omit academic titles.
- Specific Dates: Use the Year, Month Day format when applicable.
Special Cases
Citing Multiple Works by the Same Author
When citing multiple works by the same author published in the same year, use lowercase letters (a, b, c) after the year to differentiate them. For example, if John Smith published two papers in 2023, the citations would be as follows:
- Smith, J.D. (2023a). Title of the first working paper. Publisher.
- Smith, J.D. (2023b). Title of the second working paper. Publisher.
This differentiation is important for clarity and helps readers locate the specific work you are referencing.
Citing Works with No Author
In cases where a working paper does not have a clearly identified author, cite the organization responsible for the work as the author. Use the organization’s full name in the citation. For example:
- American Psychological Association. (2023). Title of the working paper. Publisher.
If the organization is well-known, you may abbreviate the name in subsequent citations. For example, after the first citation, you could refer to the APA as "APA" in subsequent references. This rule is important to maintain clarity while still giving credit where it is due.
Edge Cases
Citing Anonymous Works
If a working paper is published anonymously, use the title in place of the author in the citation. The title should be in italics, followed by the publication year. For example:
- Title of the working paper. (2023). Publisher.
This approach allows you to cite the work appropriately while providing necessary information to guide readers.
Citing a Working Paper with Multiple Editions or Versions
When a working paper has multiple editions or versions, it is essential to specify which version you are citing. Include the edition or version number in parentheses after the title. For example:
- Smith, J.D. (2023). Title of the working paper (Version 2). Publisher.
This clarification is vital, as it helps the reader locate the exact document you are referencing, especially in scholarly discussions where different versions may have significant variations.
Formatting and Examples
Here are some examples demonstrating correct APA formatting for various cases:
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Single Author:
- Smith, J.D. (2023). Understanding the impacts of climate change. University Press. -
Two Authors:
- Smith, J.D., & Doe, A.B. (2023). Advanced topics in psychology. Academic Press. -
21 or More Authors:
- Smith, J.D., Doe, A.B., Brown, C.L., Johnson, E.F., Lee, G.H., ... Green, M.N. (2023). Comprehensive study on behavioral patterns. Research Institute. -
Anonymous Work:
- The effects of social media on youth. (2023). Social Research Council.
Practical Tips
- Check Author Order: Make sure to verify the order of authors listed in the source. The first author is usually the primary contributor.
- Use DOI When Available: If the working paper is available online, including a DOI (Digital Object Identifier) is recommended. It provides a direct link to the source.
- Avoid Common Pitfalls: An often overlooked aspect is the correct use of initials. Ensure there are periods after each initial, and do not add spaces between them.
Conclusion
Understanding the special cases and edge cases in APA citation for working papers is crucial for maintaining academic integrity and ensuring clarity in your writing. By following the outlined rules and examples, you can effectively cite working papers in a manner that respects the contributions of authors and aids your readers in locating the sources. Being diligent in your citation practices will enhance the credibility of your work and support the broader academic community.
Frequently Asked Questions
What is a working paper and how do I cite it in APA format?
A working paper is a preliminary version of a research paper that has not yet been peer-reviewed or published in a formal academic journal. When citing a working paper in APA format, you should include the author's last name, first initials, the year of publication, the title of the paper in italics, the working paper series (if applicable), and a URL if available. For example, you would format it like this: Author, A. A. (Year). Title of the paper. Working Paper Series. URL. This format allows readers to locate the source easily while acknowledging the work's preliminary status.
How do I cite a working paper with multiple authors in APA style?
When citing a working paper with multiple authors in APA style, list all the authors in the order they appear on the paper. Use an ampersand (&) before the last author's name. For instance, if you are citing a paper authored by Smith, J., Doe, J., and Johnson, R., the citation would look like this: Smith, J., Doe, J., & Johnson, R. (Year). Title of the paper. Working Paper Series. URL. Remember to follow the correct punctuation and italicization rules for titles. This ensures that proper credit is given to all authors involved in the research.
What if the working paper does not have a DOI or URL?
In cases where a working paper does not have a DOI or a URL, you should still include as much information as possible in your citation. Include the authors, year, title of the paper, and any available details such as the institution or organization that produced the working paper. The citation format would look like this: Author, A. A. (Year). Title of the paper. Institution Name. If the working paper is available in print, you can mention that it is unpublished, but it is recommended to provide a URL whenever possible to aid in locating the document.
Can I cite a working paper that is still in progress?
Yes, you can cite a working paper that is still in progress, but you should indicate that it is a draft or unpublished work to inform readers about its status. In your citation, include the authors, year, title, and mention that it is a draft or unpublished working paper. For example: Author, A. A. (Year). Title of the paper (Unpublished draft). Working Paper Series. This way, you acknowledge the work's preliminary nature while still allowing others to cite it if relevant to their research.
How do I format the title of a working paper in my citation?
In APA format, the title of a working paper should be in italics and in sentence case, meaning you only capitalize the first word of the title, the first word after a colon, and any proper nouns. For instance, if the working paper is titled 'Exploring new methodologies in social science research,' your citation would include it as: Author, A. A. (Year). Exploring new methodologies in social science research. Working Paper Series. URL. This formatting helps maintain consistency and clarity in your references.
Are there specific guidelines for citing working papers from different fields?
While the basic APA citation format for working papers generally remains the same across fields, some disciplines may have specific conventions or additional requirements. For example, economics or social sciences might emphasize the institution or series in which the working paper is published. Always check with your academic institution or publisher for any specific guidelines that might apply to your field. Additionally, resources like the APA Publication Manual and the APA Style website provide comprehensive guidance for various citation scenarios. For more detailed information, you can visit the APA Style website at: https://apastyle.apa.org.
Last Updated: 2025-10-27
Reading Time: 10 minutes
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