The APA format for a letter applies to two distinct situations: formatting a personal or professional letter in APA style, and citing a letter you found in an archive, book, or online collection. For a letter you are writing, APA style does not provide a specific template, but you can adapt its general principles: 1-inch margins, double-spacing, a readable font (e.g., Times New Roman 12 pt), and a clear, professional structure. For citing a letter you are referencing in a research paper, APA has a specific format that depends on whether the letter is published or unpublished.
Background: Why APA Style Matters for Letters
The American Psychological Association (APA) style was developed for academic writing in the social sciences, but its rules are often applied to other documents, including letters. When instructors or employers ask for an “APA format letter,” they usually mean one of two things: a letter that follows APA’s general formatting guidelines (margins, font, spacing) or a citation for a letter used as a source. Understanding the difference is crucial because the two are very different. A letter you write for a course or a professional setting should look clean and formal, while a citation for a letter you read must follow strict APA rules so readers can locate the original material.
How to Format a Letter You Are Writing in APA Style
APA does not have an official letter template, but you can apply its core formatting rules to create a professional document. Here are the key elements:
- Margins: Use 1-inch margins on all sides.
- Font: Use a standard font like Times New Roman (12 pt), Arial (11 pt), or Calibri (11 pt).
- Spacing: Double-space the entire letter, including the body and closing.
- Alignment: Left-align the text; do not justify it.
- Header: In APA style, include a page number in the top right corner. For a professional letter, you may also add a running head (a shortened title) in the top left, but this is optional for a letter.
- Structure: A typical APA-formatted letter includes your contact information, the date, the recipient’s contact information, a salutation, the body, a closing, and your signature.
Example of a letter’s opening block:
123 Main Street
Anytown, NY 12345
January 15, 2025
Dr. Jane Smith
Department of Psychology
State University
456 College Ave
Othertown, NY 54321
Dear Dr. Smith:
This is the body of the letter. It should be double-spaced and left-aligned. Each paragraph is indented half an inch.
Sincerely,
John Doe
How to Cite a Letter in APA Format
Citing a letter in APA style depends on whether the letter is unpublished (e.g., in an archive) or published (e.g., in a book or online). The general format for an unpublished letter is:
Author, A. A. (Year, Month Day). Title of the letter [Letter]. Collection Name (Call number or identifier). Repository Name, Location.
For example:
Darwin, C. (1859, March 15). Letter to Asa Gray [Letter]. Darwin Correspondence Project (Letter no. 1234). Cambridge University Library, Cambridge, United Kingdom.
For a published letter (e.g., in a book), the format is:
Author, A. A. (Year). Title of the letter [Letter to X]. In E. Editor (Ed.), Book title (pp. xx–xx). Publisher. (Original work published year)
If you are citing a letter you received personally, treat it as a personal communication. APA says to cite personal communications in the text only, not in the reference list, because they are not recoverable. For example: (J. Doe, personal communication, January 15, 2025).
APA Letter Template
Your Name
Your Address
City, State ZIP
Email | Phone
Date
Recipient Name
Recipient Title
Organization
Address
Dear _______ :
This is the body of the letter. It should be double-spaced, with each paragraph indented. State your purpose clearly and professionally. Use a formal tone and avoid contractions.
Sincerely,
Your Signature (if printed)
Your Typed Name
Sample (fictional):
Alex Johnson
789 Oak Street
Springfield, IL 62704
alex.johnson@email.com | (555) 123-4567
February 3, 2025
Dr. Maria Garcia
Chair, Psychology Department
Lincoln University
100 University Drive
Springfield, IL 62704
Dear Dr. Garcia:
I am writing to inquire about the undergraduate research assistant position in your lab. I am a sophomore majoring in psychology, and I have completed coursework in research methods. I have attached my resume and would appreciate the opportunity to discuss how I can contribute to your team.
Sincerely,
Alex Johnson
Choosing the Correct APA Letter Format
To decide which APA letter format to use, ask yourself: Am I writing a letter, or am I citing one? If you are writing a letter for a class or a job application, follow the general APA formatting rules described above. If you are writing a research paper and need to reference a letter you read, use the citation format. If you are referencing a letter you received personally, use the personal communication citation in the text. If you are unsure, ask your instructor or supervisor for clarification, because some institutions have specific preferences.
Common Mistakes and How to Avoid Them
One common mistake is confusing the citation format for a letter with the format for a general web page. For example, if you find a letter in an online archive, you must include the archive name and the letter’s identifier, not just the URL. Another mistake is forgetting to double-space the letter when writing it in APA style. Also, when citing a personal communication, students often include it in the reference list, but APA explicitly says not to. Finally, ensure that the letter’s title in the citation is in italics and that you use the correct punctuation and capitalization.
APA Letter vs. Other Formats
APA letter format is often compared to MLA (Modern Language Association) format. The main differences are: APA uses a title page for academic papers, while MLA does not require one for letters. APA prefers double-spacing and a running head, while MLA also uses double-spacing but has a different header format. For citations, APA uses the author-date method, while MLA uses author-page. For a letter you are writing, the differences are minimal; the main thing is to follow the specific style guide your instructor or organization requires.
Frequently Asked Questions
1. Does APA have an official letter format?
No, APA does not provide a specific template for letters. However, you can apply APA’s general formatting rules (margins, font, spacing) to create a professional letter.
2. How do I cite a letter in APA if it’s from an archive?
Use the format: Author, A. A. (Year, Month Day). Title of the letter [Letter]. Collection Name (Identifier). Repository Name, Location. Include as much information as available.
3. Can I cite a personal email as a letter in APA?
Yes, treat it as a personal communication. Cite it in the text only, not in the reference list. For example: (J. Doe, personal communication, January 15, 2025).
4. Should a letter I write in APA style be double-spaced?
Yes, APA style requires double-spacing throughout the document, including the body of the letter. Some instructors may prefer single-spacing for letters, so check your assignment guidelines.
5. What font should I use for an APA letter?
APA recommends a readable font like Times New Roman (12 pt), Arial (11 pt), or Calibri (11 pt). Use the same font throughout the letter.
6. How do I cite a letter published in a book?
Use the chapter format: Author, A. A. (Year). Title of the letter [Letter to X]. In E. Editor (Ed.), Book title (pp. xx–xx). Publisher. (Original work published year)
Final Tips for APA Letter Success
Always check the latest edition of the APA Publication Manual (7th ed.) for updates. If you are writing a letter for a specific purpose, such as a cover letter, consider adding a subject line in bold. For citations, use a citation generator with caution—always verify the output against the official APA guidelines. If your situation involves legal, tax, or financial matters, consult a qualified professional for advice.