How to Format References in APA, MLA & Chicago

Updated 14 November 2026 · Standard formula, shown below

This guide walks you through formatting references for the three most common citation styles: APA, MLA, and Chicago. You’ll learn the general rules, see examples for books, articles, and websites, and get tips to avoid the usual mistakes. No special software is needed—just your document and a careful eye.

What You’ll Need

The source details: author(s), title, year, publisher, URL/DOI, etc.
A current style guide or a reliable online guide (like Purdue OWL) for the exact rules.
A word processor with a hanging indent feature (Word, Google Docs, etc.).

Step-by-Step

Identify the citation style your assignment, journal, or publisher requires. Ask if you’re unsure—mixing styles is a common error.
Gather all source information before you start. For a book: author(s), full title, edition, publisher, year. For a journal article: author(s), article title, journal name, volume, issue, page range, DOI or URL. For a website: author or organization, page title, site name, publication date, URL, and access date if required.
Order your reference list alphabetically by the first author’s last name. If there’s no author, use the title (ignore A, An, The).
Format the hanging indent: in Word or Google Docs, select the references, go to Paragraph settings, and set “Special: Hanging” with 0.5 inch. This means the first line is flush left, and subsequent lines are indented.
Apply the correct structure for each style:
- APA (7th ed.): Author, A. A. (Year). Title of work. Publisher. DOI/URL. For journal articles: Author, A. A. (Year). Title of article. Journal Name, Volume(Issue), pages. DOI.
- MLA (9th ed.): Author Last, First. Title of Book. Publisher, Year. For articles: Author Last, First. “Title of Article.” Journal Name, vol. Volume, no. Issue, Year, pp. pages. Database, DOI/URL.
- Chicago (Notes-Bibliography): Author Last, First. Title of Book. Place: Publisher, Year. For articles: Author Last, First. “Title of Article.” Journal Name Volume, no. Issue (Year): pages. DOI/URL.
Check punctuation and capitalization: APA uses sentence case for titles (only first word and proper nouns capitalized), while MLA and Chicago use title case (major words capitalized).
Include DOIs or URLs when available. In APA, format as https://doi.org/xxxx. In MLA, include as plain text. In Chicago, add a period after the URL.
Double-check every element against the original source. One wrong page number or misspelled author name can cost you marks.

Common Mistakes

Inconsistent spacing: Use double spacing in APA, single spacing in MLA and Chicago (but double between entries in Chicago). Check your style guide.
Wrong order of elements: For example, putting the year before the author in MLA, or forgetting the volume/issue in a journal article.
Missing hanging indent: This is the most visible formatting error.
Using the wrong capitalization: APA sentence case vs. MLA/Chicago title case.
Forgetting the DOI or URL: Many instructors require it for online sources.
Not alphabetizing correctly: Remember that “Mc” is filed as “Mac” and numbers are spelled out.

Tips

Use a reference manager like Zotero or EndNote to auto-generate references—but always proofread, as they can make errors.
Keep a copy of the style guide’s official quick guide (e.g., APA Style website, MLA Handbook, Chicago Manual of Style) open while you work.
For a source with multiple authors, learn the ampersand (&) vs. “and” rule: APA uses & in the reference list, MLA uses “and,” and Chicago uses “and.”
If you’re citing a source you found in another source (secondary citation), cite the original if possible; if not, follow the style’s rules for citing indirectly.
Save a template with the correct formatting (hanging indent, spacing) so you don’t have to redo it each time.

Troubleshooting

My hanging indent isn’t working: Make sure you’ve selected the entire list, not just one line. In Word, go to Paragraph → Indentation → Special → Hanging. In Google Docs, Format → Align & indent → Indentation options → Special indent → Hanging.
I don’t know the publisher for a website: Use the site name as the publisher if no organization is listed. If the author and publisher are the same, omit the publisher in APA.
The DOI is missing: If there’s no DOI, use the URL of the article’s landing page. If it’s a print article, you can omit the DOI.
I have multiple works by the same author: In APA, order by year (earliest first). In MLA, alphabetize by title. In Chicago, order by year.
My reference list is too long: That’s fine—just keep the formatting consistent. If you’re citing many sources, consider using a reference manager to keep track.

Frequently Asked Questions

Do I need to include the access date for websites?

In APA 7th ed., include the access date only if the content is designed to change (e.g., a wiki). In MLA, include it if there’s no publication date. In Chicago, it’s optional but recommended for undated content.

How do I cite a source with no author?

In APA, move the title to the author position. In MLA, start with the title. In Chicago, you can use the title in place of the author in the bibliography.

What’s the difference between a reference list and a bibliography?

A reference list includes only sources you cited in the text. A bibliography includes all sources you consulted, even if not cited. APA uses a reference list; MLA and Chicago can use either, depending on the assignment.

How do I cite a source with multiple authors?

In APA, list up to 20 authors; for more, use ellipsis after the 19th. In MLA, list all authors; for more than three, you can list the first author followed by “et al.” In Chicago, list all authors in the bibliography; in notes, you can use “et al.” for four or more.

Should I use italics for titles?

Yes—book titles, journal names, and website names are italicized. Article titles and chapter titles are placed in quotation marks. This rule is consistent across all three styles.

Can I use a citation generator instead of formatting manually?

Yes, but always double-check the output against the official style guide. Generators often make mistakes with missing periods, wrong capitalization, or incorrect author formatting.

Method: the standard formula for this calculation, rounded as each result states. See how the calculators work or report an error.