How to Cite Personal Communications and Emails
Personal communications like emails, interviews, phone calls, and text messages require special citation handling because they're not recoverable by readers. This guide explains how to cite these sources in APA, MLA, and Chicago styles.
What Are Personal Communications?
Personal communications are private exchanges not accessible to your readers. They include:
- Private emails and email correspondence
- Personal interviews (in-person, phone, or video)
- Telephone conversations
- Text messages and instant messages
- Personal letters
- Memos not available publicly
- Private social media messages
Because readers cannot access personal communications, most citation styles handle them differently from published sources. Some styles include them only in in-text citations, while others require full documentation.
APA Style: Personal Communications
Basic Rules for APA 7th Edition
In APA style, personal communications are cited only in-text and do NOT appear in the reference list. This is because readers cannot retrieve or verify these sources.
In-text citation format:
(Initial(s). Surname, personal communication, Month Day, Year)
APA Examples
Personal Email
In-text citation (parenthetical):
Research shows significant improvements in student outcomes (M. Johnson, personal communication, January 15, 2024).
In-text citation (narrative):
M. Johnson (personal communication, January 15, 2024) indicated that student outcomes improved significantly.
Personal Interview
In-text citation:
According to the director, the program has exceeded expectations (S. Lee, personal communication, February 10, 2024).
Telephone Conversation
In-text citation:
The new policy takes effect immediately (R. Martinez, personal communication, March 5, 2024).
Text Message
In-text citation:
The meeting was rescheduled to next week (K. Chen, personal communication, April 12, 2024).
Important APA Notes
- Use initials and surname, never just initials or just surname
- Always include the exact date (Month Day, Year)
- Never include these in your reference list
- If the communication is retrievable (posted online, archived), cite it differently
MLA Style: Personal Communications
Basic Rules for MLA 9th Edition
Unlike APA, MLA requires personal communications to appear in your works cited list. Describe the medium of communication clearly.
MLA Examples
Personal Interview
Works cited:
Rodriguez, Maria. Personal interview. 15 Jan. 2024.
In-text citation:
(Rodriguez)
Email Message
Works cited:
Johnson, Michael. "Re: Research Project Update." Received by Sarah Thompson, 22 Feb. 2024.
In-text citation:
(Johnson)
Telephone Interview
Works cited:
Davis, Robert. Telephone interview. 10 Mar. 2024.
In-text citation:
(Davis)
Text Message
Works cited:
Chen, Kevin. Text message to the author. 5 Apr. 2024.
In-text citation:
(Chen)
Letter
Works cited:
Williams, Jennifer. Letter to the author. 18 May 2024.
In-text citation:
(Williams)
Chicago Style: Personal Communications
Basic Rules for Chicago 17th Edition
Chicago style includes personal communications in footnotes/endnotes but typically not in the bibliography. However, some types of personal communications may be included in the bibliography.
Chicago Examples (Notes-Bibliography)
Personal Interview
Footnote/Endnote:
1. Patricia Brown, interview by author, January 20, 2024.
Bibliography (if substantial):
Brown, Patricia. Interview by author. January 20, 2024.
Email Message
Footnote/Endnote:
2. Michael Johnson, email message to author, February 15, 2024.
Bibliography (typically omitted):
(Email correspondence is usually not included in bibliography)
Telephone Conversation
Footnote/Endnote:
3. Robert Davis, telephone conversation with author, March 10, 2024.
Chicago Examples (Author-Date)
In the author-date system, personal communications can be cited similarly to notes-bibliography or noted in-text as "personal communication."
In-text citation:
(Maria Rodriguez, pers. comm.)
Or with full information:
Maria Rodriguez (personal communication with author, January 15, 2024) stated that...
Published vs. Personal Interviews
It's crucial to distinguish between personal interviews you conducted and published interviews:
Personal Interviews You Conducted
These are unpublished, private communications. Follow the rules for personal communications in your citation style.
Published Interviews
Interviews published in magazines, newspapers, online, or broadcast are cited as the published source type, not as personal communications.
APA example (published interview):
Gates, B. (2024, January 10). The future of technology [Interview]. In Tech Today. https://www.techtoday.com/gates-interview
Quick Reference Table
| Communication Type | APA | MLA | Chicago |
|---|---|---|---|
| In-text only | Works cited entry | Note only | |
| Interview | In-text only | Works cited entry | Note + optional bibliography |
| Phone Call | In-text only | Works cited entry | Note only |
| Text Message | In-text only | Works cited entry | Note only |
Special Considerations
Informed Consent and Ethics
When citing personal communications, especially interviews, consider ethical implications:
- Obtain permission before citing someone's private communication
- Some institutional review boards (IRBs) require consent for research interviews
- Consider anonymizing sources if discussing sensitive topics
- Respect confidentiality agreements and professional boundaries
Anonymous or Confidential Sources
When you must protect a source's identity, handle it carefully:
APA approach:
(Anonymous healthcare worker, personal communication, March 15, 2024)
MLA approach:
Anonymous. Personal interview. 15 Mar. 2024.
Group Emails or Memos
For emails sent to multiple recipients or internal memos, clarify the context:
APA example:
(J. Smith, personal communication to project team, April 10, 2024)
Social Media Direct Messages
Private messages on social media platforms are personal communications:
APA:
(M. Rodriguez, personal communication, January 20, 2024)
MLA:
Rodriguez, Maria. Direct message to the author. 20 Jan. 2024.
Video Calls and Virtual Meetings
Zoom calls, Skype conversations, and other video communications:
MLA example:
Thompson, Sarah. Video call with the author. 5 Feb. 2024.
Best Practices
- Keep records - Save emails, notes, or recordings (with permission) of communications
- Note exact dates - Record the specific date of communication
- Use full names - Include first and last names when possible
- Describe medium clearly - Specify whether email, phone, text, etc.
- Be consistent - Use the same format for all personal communications
- Verify accuracy - Confirm details with the source when possible
Common Mistakes to Avoid
- Including personal communications in APA reference lists - They should only appear in-text
- Omitting the date - Always include the exact date
- Using vague descriptors - Be specific about the communication type
- Citing without permission - Obtain consent when appropriate
- Treating published interviews as personal communications - Published interviews are different
- Forgetting to distinguish the medium - Specify email, phone, interview, etc.
When to Use Alternative Sources
Personal communications have limitations in academic writing because readers cannot verify them. Consider these alternatives when possible:
- Published interviews instead of personal interviews
- Published reports or press releases instead of personal emails
- Conference presentations or webinars instead of private conversations
- Social media posts (public) instead of direct messages (private)
Use personal communications primarily when the information is unique, essential to your argument, and unavailable in published form.
Citation Help for All Source Types
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