how to cite a letter in apa format

3 min read 07-02-2025

Meta Description: Learn how to properly cite personal letters, professional correspondence, and emails in APA format. This comprehensive guide covers various scenarios and provides clear examples to help you avoid citation errors. Master APA letter citations with ease!

While not a traditional academic source, letters can be important evidence in research. Knowing how to cite a letter in APA format is crucial for maintaining academic integrity and giving credit where it's due. This guide will walk you through the process, covering different types of letters and offering clear examples.

Citing Personal Letters in APA

Personal letters, while valuable for certain research projects, aren't typically included in formal academic papers. However, if a personal letter is integral to your work, you should cite it appropriately. Because personal letters lack formal publication details, your citation will rely heavily on the letter's characteristics.

Example:

[Author's Last Name, A. A. (Year, Month Day). Title of letter. Personal communication.]

Author's Last Name, A. A.: Replace with the letter writer's last name and initials.
Year, Month Day: Provide the date the letter was written.
Title of letter: If the letter has a title, include it here in italics. Otherwise, you can describe the letter's content briefly (e.g., "Letter regarding family history").
Personal communication: This designation is crucial as it signifies the letter's informal nature.

Note: Personal communications are not included in your reference list.

Citing Professional Letters in APA

Professional letters, such as business correspondence or official communications, warrant a more formal citation. The approach depends on whether the letter is an archival document or an email.

Citing a Hard Copy Professional Letter:

If you are citing a hard copy letter that is part of an archive, you will need to include more details.

Example:

[Author's Last Name, A. A. (Year, Month Day). Title of letter. [Collection Name]. [Archive Name].]

Author's Last Name, A. A.: The letter writer's last name and initials.
Year, Month Day: The letter's date.
Title of letter: The letter's title, if any, in italics.
Collection Name: The name of the archive collection where the letter is housed.
Archive Name: The name and location of the archive.

This information allows others to locate the original letter. Remember to replace the bracketed information with the correct details.

Citing an Email in APA

Emails are increasingly used for professional communication. Their citation resembles that of personal letters, but with added specifics.

Example:

[Author's Last Name, A. A. (Year, Month Day). Subject of email. Email to [Recipient's Name].]

Author's Last Name, A. A.: The sender's last name and initials.
Year, Month Day: Date the email was sent.
Subject of email: The subject line of the email in italics.
Email to [Recipient's Name]: Specifies who the email was sent to. If this is not relevant to your research, you can omit this part.

Again, email communications are not included in the reference list.

In-Text Citations for Letters

Regardless of the letter type, in-text citations follow a consistent format. You'll generally use the author's last name and the year (or date if the year is unavailable).

Examples:

Paraphrasing: Smith (2023) detailed his experiences in the letter.
Direct quote: "The journey was arduous," Smith wrote in his letter (2023).

If you're citing a letter lacking an author's name, consider using a descriptive title or a shortened version of it.

Frequently Asked Questions

How do I cite a letter if I don't know the author?

If the author is unknown, use a descriptive title in place of the author's name.

What if the letter is handwritten?

If the letter is handwritten, you can still follow the basic structure of the citation, making sure to note it's a handwritten letter in your description if needed.

Can I cite a letter from my own collection?

Yes, you can cite letters from your personal collection using the appropriate format, providing all accessible details about the letter's origins and context.

Conclusion

Citing letters in APA format requires careful attention to detail. This guide covers diverse scenarios, ensuring you correctly attribute the source and uphold academic integrity in your research. Remember to always prioritize accuracy and clarity when citing any source, including personal and professional letters and emails. By following these guidelines, you can confidently integrate letters into your academic work while adhering to APA style.