How to Cite an Email in APA (7th edition)
Learn how to cite emails, letters, and personal communications in APA format (7th edition). This guide includes the reference list format, in-text citation examples, and key formatting rules.
APA Reference List Format
Here is the standard APA format for citing an email in your reference list:
Not included in the reference list — APA cites emails as personal communications in-text only: (A. A. Sender, personal communication, April 20, 2024).
APA In-Text Citation
Use one of these formats when referencing this source within your paper:
Parenthetical
(A. A. Sender, personal communication, April 20, 2024)
Narrative
A. A. Sender (personal communication, April 20, 2024) confirmed...
Key APA Formatting Rules
- An email is a personal communication: cite it in-text only and do NOT add it to the reference list.
- The in-text citation gives the sender's initials and surname, the words “personal communication,” and the exact date.
- Only cite emails your reader cannot retrieve; recoverable archived messages are cited like a webpage instead.
- Get the sender's permission before quoting a private email.
Step-by-Step Guide
- Gather source information: Collect the author name, title, publication date, and URL or DOI for your email.
- Format the reference: Arrange the elements following the APA (7th edition) template shown above.
- Create the in-text citation: Add a parenthetical or narrative citation in your paper where you reference this source.
- Add to your reference list: Include the full formatted citation at the end of your paper.
- Double-check formatting: Verify italics, punctuation, capitalization, and hanging indents match APA requirements.
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