How To Cite A Letter In Apa

Citing a letter in APA style requires a specific format that differs slightly depending on whether the letter is published or unpublished. Proper citation not only gives credit to the original author but also allows readers to locate the source if it is publicly accessible. This comprehensive guide provides a detailed explanation of how to cite both published and unpublished letters in APA format, complete with examples and additional considerations.

Citing Published Letters in APA

Published letters are those that have appeared in a book, journal, newspaper, magazine, or online archive. These letters are accessible to the public and should be cited so that readers can easily find them.

Basic Format

The basic format for citing a published letter in APA includes the author of the letter, the date of the letter, the recipient (if known), and the source where the letter was published.

Format:

Author, A. A. (Year, Month Day). Title of letter (if applicable). In Editor, E. E. (Ed.), Title of book/journal/collection (pp. xxx-xxx). Publisher.

Example:

Darwin, C. (1859, November 24). Letter to Joseph Hooker. In F. Darwin (Ed.), The life and letters of Charles Darwin (Vol. 2, pp. 229-231). John Murray.

Key Elements Explained

• Author, A. A.: This is the author of the letter, not the editor or compiler of the publication in which the letter appears. Provide the last name, followed by initials.
• Year, Month Day: The date the letter was written. Be as specific as possible. If only the year is known, that is sufficient.
• Title of letter: If the letter has a specific title, include it in italics. If there is no title, you can provide a brief description in square brackets (e.g., [Letter to Jane Austen]).
• In Editor, E. E. (Ed.): This indicates the editor of the book or journal where the letter was published. Use "Ed." for a single editor and "Eds." for multiple editors.
• Title of book/journal/collection: The title of the publication in which the letter is found, italicized.
• (pp. xxx-xxx): The page numbers where the letter appears in the publication.
• Publisher: The name of the publisher of the book or journal.

Examples of Published Letter Citations

Here are a few more examples to illustrate different scenarios:

1. Letter in a Book:

   Kafka, F. (1922, January 31). Letter to Milena Jesenská. In J. Born & M. Müller (Eds.), Briefe an Milena (pp. 145-146). S. Fischer Verlag.

2. Letter in a Journal:

   Plath, S. (1963, February 4). Letter to Aurelia Plath. The Letters of Sylvia Plath, 1956-1963, 2(1), 456-458.

3. Letter in a Collection:

   Roosevelt, E. (1933, March 27). Letter to Lorena Hickok. In L. Hickok, Eleanor Roosevelt, Reluctant First Lady (pp. 34-35). Dodd, Mead & Company.

4. Letter from an Online Archive:

   Woolf, V. (1929, April 18). Letter to Vita Sackville-West. The Letters of Virginia Woolf. Retrieved from [website URL] Note: Replace "[website URL]" with the actual URL where the letter is found.

In-Text Citations for Published Letters

When referencing a published letter in the body of your paper, use the following format for in-text citations:

• Parenthetical Citation: (Author, Year)
  • Example: (Darwin, 1859)
• Narrative Citation: Author (Year)
  • Example: Darwin (1859) discussed…

If you are citing a specific part of the letter, you can also include the page number:

• (Darwin, 1859, p. 230)
• Darwin (1859, p. 230) mentioned…

Citing Unpublished Letters in APA

Unpublished letters are those that have not been formally published and are typically found in archives, personal collections, or private holdings. Citing unpublished letters requires providing enough information for readers to understand the source, even if they cannot directly access it.

Basic Format

The basic format for citing an unpublished letter in APA includes the author of the letter, the date of the letter, the recipient, and the location where the letter is stored.

Format:

Author, A. A. (Year, Month Day). Title of letter (if applicable). [Letter to Recipient, R. R.]. Name of Collection, Archive, or Personal Holder, Location.

Example:

Fitzgerald, F. S. (1920, November 15). [Letter to Maxwell Perkins]. Charles Scribner's Sons Archive, Princeton University Library, Princeton, NJ.

Key Elements Explained

• Author, A. A.: The author of the letter, provided with the last name followed by initials.
• Year, Month Day: The date the letter was written. Be as specific as possible.
• Title of letter: If the letter has a title, include it in italics. If not, provide a brief description in square brackets.
• [Letter to Recipient, R. R.]: This clarifies that it is a letter and identifies the recipient.
• Name of Collection, Archive, or Personal Holder: The name of the archive, collection, or individual that holds the letter.
• Location: The city and state (or country) where the archive or collection is located.

Examples of Unpublished Letter Citations

Here are several examples to cover different scenarios:

1. Letter from an Archive:

   Hemingway, E. (1940, July 2). [Letter to Maxwell Perkins]. Ernest Hemingway Collection, John F. Kennedy Presidential Library, Boston, MA.

2. Letter from a Personal Collection:

   Salinger, J. D. (1951, June 1). [Letter to William Maxwell]. Personal collection of Jane Smith.

3. Letter with No Known Recipient:

   Dickinson, E. (1862, April 15). [Letter to an Unknown Recipient]. Thomas Wentworth Higginson Papers, Houghton Library, Harvard University, Cambridge, MA.

4. Letter with a Title:

   Angelou, M. (1970, August 10). Letter Regarding Book Proposal. [Letter to Robert Loomis]. Random House Records, Columbia University Rare Book & Manuscript Library, New York, NY.

In-Text Citations for Unpublished Letters

When referencing an unpublished letter in the body of your paper, use the following format for in-text citations:

• Parenthetical Citation: (Author, Year)
  • Example: (Fitzgerald, 1920)
• Narrative Citation: Author (Year)
  • Example: Fitzgerald (1920) wrote…

If the letter is part of a collection you have examined extensively, you might also include the name of the collection in the first in-text citation:

• (Fitzgerald, 1920, Charles Scribner's Sons Archive)

However, for subsequent citations, you can revert to the standard format:

• (Fitzgerald, 1920)

Specific Scenarios and Considerations

Letters Written by the Same Author in the Same Year

If you are citing multiple letters written by the same author in the same year, differentiate them by adding a lowercase letter after the year (e.g., 1920a, 1920b). Assign these letters based on the alphabetical order of their titles (or a descriptive element if untitled).

Example:

Fitzgerald, F. S. (1920a, November 1). [Letter to Maxwell Perkins regarding This Side of Paradise]. Charles Scribner's Sons Archive, Princeton University Library, Princeton, NJ.

Fitzgerald, F. S. (1920b, November 15). [Letter to Maxwell Perkins regarding revisions]. Charles Scribner's Sons Archive, Princeton University Library, Princeton, NJ.

In-text citations would then be:

• (Fitzgerald, 1920a)
• (Fitzgerald, 1920b)

Letters Originally in a Language Other Than English

If the letter is originally in a language other than English, you should provide the citation in the original language, followed by an English translation in square brackets.

Example:

Kafka, F. (1922, Januar 31). Brief an Milena Jesenská [Letter to Milena Jesenská]. In J. Born & M. Müller (Eds.), Briefe an Milena (pp. 145-146). S. Fischer Verlag.

Describing the Content of the Letter

When discussing the content of a letter in your paper, provide enough context so that the reader understands the significance of the letter. This may involve summarizing key points or quoting relevant passages.

Example:

In a letter dated November 15, 1920, F. Scott Fitzgerald expressed his concerns about the revisions needed for his novel This Side of Paradise (Fitzgerald, 1920). He wrote, "I am anxious to get the revisions right, but I am also feeling the pressure of time."

Including the Recipient’s Name in the Citation

While the APA format primarily focuses on the author of the letter, including the recipient's name can provide valuable context, especially for unpublished letters. Make sure to include the recipient’s name in the description within square brackets:

• [Letter to Jane Smith]

This helps readers understand the nature and context of the letter more effectively.

Accessing Letters Online

Many archives and libraries are digitizing their collections, making letters available online. If you accessed a letter online, include the URL in your citation:

Example:

Woolf, V. (1929, April 18). Letter to Vita Sackville-West. The Letters of Virginia Woolf. Retrieved from [website URL]

Make sure the URL leads directly to the letter, if possible. If the letter is part of a larger online collection, provide the URL for the collection's main page.

Permission to Quote from Unpublished Letters

Before quoting extensively from unpublished letters, be aware that you may need to obtain permission from the copyright holder. Copyright laws protect the intellectual property of the author, and you may need to seek permission from the author’s estate or the archive that holds the letter.

Differences Between APA 6th and 7th Editions

The 7th edition of the APA Publication Manual provides more explicit guidance on citing unpublished materials, including letters. Key changes include:

• Emphasis on Specificity: The 7th edition emphasizes the importance of providing as much detail as possible about the location of the letter, including the name of the collection and the archive.
• Clarity in Descriptions: The use of square brackets to describe the letter (e.g., [Letter to…]) is more clearly defined in the 7th edition.
• URL Inclusion: The inclusion of URLs for online letters is more explicitly encouraged, making it easier for readers to access the source.

Common Mistakes to Avoid

• Incorrect Dates: Ensure the date is accurate and consistent with the information available.
• Missing Information: Do not omit key details such as the archive name or location.
• Incorrect Format: Adhere strictly to the APA format guidelines for letters.
• Lack of Clarity: Provide enough context so that the reader understands the significance of the letter.
• Failure to Obtain Permission: Ensure you have the necessary permission before quoting extensively from unpublished letters.

Conclusion

Citing letters in APA style is crucial for academic integrity and providing proper credit to the original authors. Whether the letter is published or unpublished, following the correct format ensures that your citations are accurate and comprehensive. By paying attention to detail and providing as much information as possible, you enable your readers to understand the context of the letter and locate it if necessary. This guide has provided a thorough overview of how to cite letters in APA format, complete with examples and considerations for specific scenarios. By adhering to these guidelines, you can ensure that your citations are both accurate and effective.