Academic Paper Formatting Guide: APA, MLA, and Chicago Styles Explained

Learn how to format your paper in APA, MLA, and Chicago styles—step-by-step and high-level. An up-to-date dissertation formatting guide for students.

Formatting Guide: APA, MLA, and Chicago Styles Explained

Formatting is not just cosmetic. Committee readers, external examiners, and journal editors expect your dissertation to follow a recognized style precisely. Lapses can trigger unnecessary revisions, delays, or lower evaluations. This dissertation formatting guide synthesizes the most used styles—APA (7th ed.), MLA (9th ed.), and Chicago (17th ed.)—with two layers of help for each: first a high-level overview that explains what matters and why, and then a step-by-step manual that you can follow to set up your document correctly. Because universities sometimes add local rules (e.g., a wider left margin for binding), always cross-check with your institutional manual after you apply the base style.

---

APA Formatting (American Psychological Association, 7th ed.)

APA style is built for clarity, readability, and consistent structure. It is ideal for social sciences, education, business, and many health fields. For student papers, APA 7th standardizes layout and reduces unnecessary elements. For example, running heads are no longer required for student work unless your department specifies otherwise, while page numbers appear in the header on every page. Fonts are more flexible than in the past (e.g., 11-pt Calibri or Arial, 12-pt Times New Roman, 11-pt Georgia) so choose one legible font and use it consistently. Margins are 1 inch on all sides, and the text is double-spaced throughout—including block quotations, headings, references, and figure/table notes. Title pages for student papers follow a clear template: centered title in bold title case, author name, institutional affiliation, course, instructor, and due date. Your References list is alphabetized, double-spaced with hanging indents, and DOIs/URLs are presented as live hyperlinks (no “Retrieved from” unless content is designed to change). These choices improve readability and ensure machines (and humans) can parse your citations.

APA’s internal logic links in-text citations and reference entries tightly: every in-text citation must map to a full reference, and every reference must be cited at least once in the text. This prevents missing or “orphaned” sources and keeps your dissertation credible.

APA offers two distinct in-text citation styles:

1. Parenthetical citation → The author and year appear in parentheses at the end of a sentence or clause.
   1. Example: Recent research highlights the importance of clear dissertation structure (Smith, 2023).
   1. Use parenthetical citations when you want to keep the author’s name out of the sentence itself and place emphasis on the idea or finding.
2. Narrative citation → The author’s name is integrated into the sentence, followed by the year in parentheses.
   1. Example: Smith (2023) emphasizes that consistent headings improve readability.
   1. Use narrative citations when you want to highlight the researcher or directly attribute the point to them as part of your argument.

Both styles require page numbers (p.) or paragraph numbers (para.) for direct quotations. For example:

• Parenthetical: Formatting is “often underestimated by graduate students” (Smith, 2023, p. 45).
• Narrative: Smith (2023, p. 45) argues that formatting is “often underestimated by graduate students.”

Beyond citations, APA’s heading system (Levels 1–5) provides a blueprint for structuring large projects like dissertations. Each level signals a hierarchy:

• Level 1: Centered, bold, title case (main chapters, e.g., Methodology).
• Level 2: Flush left, bold, title case (major subsections).
• Level 3: Flush left, bold italic, title case (smaller subdivisions).
• Level 4: Indented, bold, title case, period at the end, text begins on same line.
• Level 5: Indented, bold italic, title case, period at the end, text begins on same line.

Using these consistently turns a sprawling dissertation into a scannable, navigable document. This matters because supervisors and examiners often skim before reading in detail. A clear heading structure helps them follow your argument, locate sections quickly, and — importantly — approve your draft faster.

Step-by-Step Manual (how to format a paper in APA style)

1. Page setup. In your word processor, set 1-inch margins on all sides, double spacing, and a page number in the upper-right header on every page. Choose one approved font (e.g., 11-pt Calibri or Arial, 12-pt Times New Roman, or 11-pt Georgia) and use it throughout. Do not mix fonts across body text, headings, tables, or figures unless your university instructs otherwise.
2. Title page. Start a new page. Center the title in bold title case about three to four lines from the top, followed by your name, institutional affiliation, course code/name, instructor, and due date (all double-spaced). Running head is not required for student papers unless mandated. Place the page number in the header (Page 1). Abstract. On the next page, include a concise 150–250-word abstract summarizing the problem, method, results, and implications. Indent the first line of paragraphs normally; do not add extra spacing before/after paragraphs.
3. Headings. Apply the five-level heading scheme consistently. For example, Chapters (e.g., “Method”) are Level 1 (Centered Bold); nested sections (e.g., “Participants”) use Level 2 (Left-aligned Bold); deeper subsections use Level 3 (Left-aligned Bold Italic), etc. This hierarchy is not cosmetic—it signals argument structure to readers.
4. Tables and figures. Number them separately (Table 1, Figure 1), provide clear titles above (for tables) or below (for figures), and include notes as needed. Place each close to its first mention. Keep fonts consistent and ensure captions are double-spaced.
5. In-text citation. Use author–date: (Nguyen, 2022) or Nguyen (2022). For direct quotations, include a locator: (Nguyen, 2022, p. 45). For three or more authors, cite the first author followed by et al.
6. Reference list. Start on a new page titled References (bold, centered). Entries are alphabetized and formatted with a hanging indent. Present DOIs and URLs as hyperlinks. Provide author initials for up to 20 authors before using an ellipsis. Example article:
   Smith, J. A., & Patel, R. (2023). Title of article. Journal Name, 34(2), 123–135. https://doi.org/xxxxx
   These specifics (hyperlinked DOIs/URLs; up to 20 authors) reflect APA 7th updates aimed at completeness and accessibility.
7. Final checks for dissertations. Some programs require a wider left margin for binding (e.g., 1.5 inches), a specific order of preliminaries (title page, approval page, abstract, acknowledgments, table of contents, lists of tables/figures), or running heads on all pages. Apply APA first, then layer any local rules.

Why this matters: APA’s consistency helps examiners verify sources quickly and follow your argument without friction. Getting these details right can reduce rounds of corrections and speed committee approvals.

MLA Formatting (Modern Language Association, 9th ed.)

MLA style is dominant in the humanities—literature, languages, cultural studies—where page-based source navigation is essential. MLA 9th emphasizes source transparency through the author-page in-text citation and a Works Cited list built from core elements (author, title, container, contributor, version, number, publisher, publication date, location). Unlike APA, MLA usually does not require a separate title page; instead, you place the title on the first page above the text. Every page carries a running header with your last name and page number in the upper-right corner. Works Cited entries use a hanging indent, are double-spaced, and prioritize DOIs when available (or stable URLs/permalinks). These features support scholarly practice where specific page references and edition details matter as much as the year.

MLA’s philosophy is modular: you assemble citations using the core elements in a fixed order, punctuated consistently. This design accommodates the diversity of humanities sources—books with editors or translators, chapters in edited volumes, performances, and web texts. For in-text citations, you include the author’s surname and page number without a comma, (Davis 217), which keeps the reader’s focus on where the idea appears in the source rather than when it was published.

Step-by-Step Manual (MLA formatting)

1. Page setup. Use 1-inch margins all around, double spacing throughout (including block quotes and Works Cited), and a readable 12-pt Times New Roman (or another legible font your department approves). Insert a header with your last name and the page number in the upper-right corner, ½ inch from the top, on every page.
2. First page and title. Unless your institution mandates a separate title page, create a block at the top left with your name, instructor/supervisor, course, and date (double-spaced), then center your title in title case on the next double-spaced line (no bold/underline). Start your introduction on the line after the title.
3. Headings and sections. MLA does not prescribe a fixed multi-level heading system the way APA does, but it allows headings to improve navigation in long texts. If you use them, format consistently (e.g., bold Level 1 chapter titles; italic Level 2 subsections). Consistency is more important than the specific typographic choice.
4. In-text citations. Use author-page. Narrative example: According to Davis (217) …; parenthetical: (Davis 217). For two authors, use (Ng and Pérez 45). For three or more, use the first author’s name followed by et al. Quotations longer than four lines are set as block quotations (double-spaced, indented one inch, no quotation marks).
5. Works Cited page. Begin on a new page titled “Works Cited” (centered). Maintain double spacing and use hanging indents. Build each entry from the core elements, in order, adding only what applies. Prefer a DOI when available; otherwise use a stable permalink or URL. Examples:
   Book: Lastname, Firstname. Title of Book. Publisher, Year.
   Journal article: Lastname, Firstname. “Article Title.” Journal Name, vol. 10, no. 2, 2023, pp. 22–40. https://doi.org/xxxxx.
   The MLA Style Center and major academic libraries emphasize using DOIs where possible and structuring entries via core elements to keep citations adaptable and accurate.
6. Figures, tables, and captions. Label tables (“Table 1”) and figures (“Fig. 1”) and include concise captions that help the reader interpret your data. Place them close to the first mention. Keep fonts consistent with the main text and maintain double spacing.
7. Final checks for dissertations. Humanities programs sometimes require a separate title page, an approvals page, or specific ordering of front matter. Apply MLA basics, then follow your graduate school template precisely.

Why this matters: MLA’s author-page logic aligns with how humanities scholars read—by close engagement with passages. Accurate headers, consistent spacing, and properly constructed Works Cited entries demonstrate scholarly discipline and expedite your committee’s review.

Chicago Formatting (Chicago Manual of Style, 17th ed.)

Chicago offers two systems: Notes & Bibliography (NB)—favored in history, theology, and many humanities—and Author-Date—more common in social sciences. Most humanities dissertations use NB because footnotes allow you to provide source details, context, and brief commentary without cluttering your main argument. In NB, you place a superscript number in the text; at the bottom of the page (or at the end of the chapter/document), a corresponding footnote/endnote provides a full citation the first time, and a shortened note for subsequent references. A separate Bibliography lists all sources alphabetically. Author-Date mirrors APA’s logic (in-text cites like “Nguyen 2022, 45” with a reference list) and is acceptable if your field prefers it. Chicago prioritizes flexibility and thoroughness, which is why committees trust it for archival and historical research.

Layout is familiar: 1-inch margins, 12-pt Times New Roman, double spacing in the body, and a title page with centered information (title, author, institution, degree, and date). Long quotations are set as block quotes. Because Chicago privileges notes, it rewards careful documentation and cross-referencing—habits that reduce revision cycles since readers can verify sources immediately.

Step-by-Step Manual (Chicago formatting)

1. Page setup and preliminaries. Set 1-inch margins and double spacing for the body text. Include a title page (no page number displayed), followed by a numbered sequence for front matter as your graduate school requires (abstract, acknowledgments, table of contents, list of figures/tables). Place Arabic page numbers in the header or footer beginning with the first page of the main text.
2. Notes & Bibliography (NB). Use superscript numerals placed after punctuation to signal notes. In the first footnote for a source, provide a full citation: author’s first and last name, Title in Italics (Place: Publisher, Year), page. For later citations of the same source, use a shortened note (author’s last name, shortened title, page). Example:
   1. John Smith, The Study of History (New York: Academic Press, 2020), 45.
   2. Smith, Study of History, 52.
      Your Bibliography entry condenses information and alphabetizes by author surname: Smith, John. The Study of History. New York: Academic Press, 2020. This NB pattern—full first note, shortened subsequent notes, and alphabetized bibliography—is the standard Chicago workflow.
3. Author-Date variant. If your program requires Author-Date, use parenthetical citations: (Smith 2020, 45). The Reference list then begins with the year after the author’s name: Smith, John. 2020. The Study of History. New York: Academic Press. Choose one system and apply it consistently throughout.
4. Quotations and block formatting. Short quotations remain within quotation marks. Longer passages are set as block quotations (indented, double-spaced, no quotation marks). Many university Chicago guides describe blocks as five or more lines or ≈100+ words; follow your department’s specification.
5. Figures, tables, and captions. Give each table or figure a number and a concise caption. For NB style, cite the source in a note if you reproduce or adapt a figure; for Author-Date, include a full bibliographic entry and reference the figure in-text.
6. DOIs and URLs. Chicago accepts both DOIs and URLs. In NB, include them at the end of the note or in the bibliography entry; in Author-Date, include them in the reference. When a DOI exists, prefer it because it is more stable.
7. Final checks for dissertations. Many graduate schools using Chicago require an approval page, specific order of front matter, and sometimes a slightly wider binding margin. Apply Chicago first; then align with your departmental template.

Why this matters: Chicago’s NB system gives you granular control over source commentary and archival references, which can be decisive in examiner evaluations for historical or textual studies. Using it consistently minimizes revision cycles because evidence and interpretation are tightly linked on the page.

---

Conclusion

Precise formatting communicates scholarly discipline before your committee reads a single paragraph. If your field uses APA, follow its author-date logic, clear heading structure, and modernized reference rules (hyperlinked DOIs/URLs, flexible fonts). If you write in the humanities and need MLA, rely on the author-page system, consistent headers, and a Works Cited list built from core elements. For Chicago, choose Notes & Bibliography when footnoted argumentation is appropriate or Author-Date when your field prefers parenthetical citations. In every case, apply the base style first, then layer your university’s template (margins for binding, order of preliminaries, page-numbering conventions). Doing so reduces corrections, shortens review cycles, and increases your chances of approval or publication. If you want a second set of expert eyes, AcademicEditorHub.com can implement these styles precisely, audit your citations, and deliver a submission-ready manuscript.