What format is typically used to cite references in the main body of a report?

In academic writing, nearly every reference to a source has two parts: the indication in the body of your paper that you’re referring to a source, and the publication information a reader needs to track that source down later. The three citation styles used in this guide—MLA, APA, and Chicago style footnotes—use different methods for that initial signal that a source is being used.

Both MLA and APA are what’s known as “in-text” citation styles, which means that you give some brief information about the source directly in your sentence or paragraph, but refer readers to a section later in your paper for the full publication details. (MLA calls this later section the “Works Cited,” while APA calls it the list of “References.”) In MLA format, references to a source should mention the author’s name and the exact page you’re using directly in your paragraph. You would normally give the page number in parentheses, directly after you quote or paraphrase the source. You may give the author’s name in the parentheses, too, or include it in your sentence. Here are two very simple examples of how this might look:

In the Nicomachean Ethics, Aristotle suggests that such people “think happiness is some plain or obvious thing, like pleasure, wealth, or honour” (2).

The Nicomachean Ethics suggests that such people “think happiness is some plain or obvious thing, like pleasure, wealth, or honour” (Aristotle 2).

In either case, the reader will know to look for “Aristotle” in your Works Cited to find the rest of the information about your source.

In APA format, references to a source should mention the author’s name and give the publication year of the source. You would normally give the year in parentheses. You may give the author’s name in the parentheses, too, or include it in your sentence. (If you include the name in your sentence, give the year directly after; if you put the name and year in parentheses, put them at the end of the sentence where you quote or paraphrase the source.) Here are two very simple examples of how this might look:

Geller (2001) found that women who shop with their mothers spend twice as much on a dress as those who shop with friends.

Studies suggest that women who shop with their mothers spend twice as much on a dress as those who shop with friends (Geller, 2001).

In either case, the reader will know to look for “Geller” in your list of References to find the rest of the information about your source.

The alternative to “in-text” citations are footnotes, which give publication information at the bottom of the page. This guide describes Chicago style footnotes (and only one aspect of Chicago style—see Why Are There Different Citation Styles? and More Notes on Chicago Style Footnotes for more information). With footnotes, you are not required to mention the author, page, or year directly in your sentence. You only need to include the footnote number and to put the author and page number at the bottom of the page. But you might include one or more of these details directly in your sentence, anyway, depending on what you were trying to emphasize about the quotation. Below are some simple examples of what it might look like to introduce a source using footnote style. The references are to a band called “Rage Against the Machine,” whose music has an explicitly political message.

Rage’s adamancy in the need for an uprising is expressed by its call-to-arms, “Sleep now in the fire!”3

Rage’s adamancy in the need for an uprising is even more visible in its 1999 call-to-arms, “Sleep now in the fire!”3

One band’s adamancy in the need for an uprising is expressed by its call-to-arms, “Sleep now in the fire!”3

These examples give almost identical information, but they emphasize different elements. The first one characterizes the band as having an overall mood or message. The second one begins to imply that Rage’s ideas may have evolved over time. The third seems to treat the band as one of a collection of bands with political agendas.

In any of these cases, your reader will know to look at footnote number three for information about your source.

There are many different citation styles that continue to evolve as technology and varieties of resources increase. Generally, a citation style is established by a ruling body, typically one of a specific profession or subject area, and provides rules and conventions that best fit the types of sources used by that profession/ subject area.

While in school, you should use the style required by your assignment or professor.

APA Style

APA Style, currently in its 7th edition, is a citation protocol established by the American Psychological Association. This style was developed to ensure consistency and to provide style rules for scientific writing. 

APA is most often used in the disciplines of:

• Social Sciences (including Psychology, Education, Sociology, Economics, Criminal Justice, etc.)
• Business
• Nursing

What does APA Style include?

• the format & structure of your paper
• how you cite other authors within the body of your paper
• how you compile a references page at the end of your paper

MLA Style

MLA Style, currently in its 8th edition, is a citation protocol established by the Modern Language Association. This style was developed for students to support the writing process.

MLA is most often used in the Humanities disciplines including, but not limited to:

• English Language & Literature
• Comparative Literature
• Cultural Studies
• Foreign Languages
• Other areas in the humanities

What does MLA Style include?

• the format & page layout of your paper
• stylistic technicalities (e.g. abbreviations, footnotes, quotations)
• how you cite other authors within the body of your paper
• how you compile a references page at the end of your paper

Chicago Style

Chicago Style, currently in its 17th edition, is a citation protocol established by the University of Chicago. 

Chicago Style is most often used in the disciplines of:

• History
• Religion

What does Chicago Style include?

• instruction for manuscript preparation and publication
• guidelines for style, grammar and usage
• rules for documenting your sources in-text including the Notes-Bibliography System (NB) and the Author-Date System
• guidelines for a Bibliography at the end of your paper

Other Styles

First, it's important that you use the citation style required by your assignment or professor (your syllabus or assignment guidelines/description should list the required citation style but if not, ask your professor).

If you are permitted to choose a citation style to use, it may be easiest to choose one of the most common citation styles (APA, MLA, Chicago).

You may also want to choose a citation style based on the field of study you are working in. Here is a brief list of some major disciplines and the citation styles most commonly associated with them:

A larger listing of disciplines and citation styles can be accessed on OWL at Purdue website.

What are the most commonly used citation in report writing?

What is citation format?

How to cite References?

What is referencing in report writing?