How to Cite a Personal Communication in APA

Personal communications like emails, interviews, and conversations are valuable sources of information, but APA 7th edition treats them differently from published sources. Unlike most citations, personal communications appear only in in-text citations and are NOT included in your reference list. This guide explains the correct format and when to use personal communication citations.

Why Personal Communications Are Different

Personal communications—emails, interviews, phone calls, and letters—cannot be accessed by readers. Because your audience cannot verify or retrieve the source themselves, APA style requires:

• Citation only in the text, not in the reference list
• Complete identification information (person’s name and initials)
• Specific date of the communication
• Type of communication (interview, email, letter, etc.)

Basic Personal Communication Citation Format

(Author Initials. Author Last Name, personal communication, Month Day, Year)

Example:

(J. Smith, personal communication, March 15, 2023)

Step-by-Step Personal Communication Citation Instructions

Step 1: Identify the Communicator

Use the person’s initials and last name. If multiple people were involved, list them all.

Single Person:

J. Smith

Multiple People:

J. Smith & M. Jones

Step 2: Specify the Communication Type

Identify the type of personal communication.

Types:

personal communication
personal email
telephone interview
personal interview
phone conversation
text message
letter
unpublished lecture notes
class lecture

Step 3: Include the Complete Date

Include Month Day, Year of the communication.

Examples:

March 15, 2023
January 3, 2023
December 20, 2022

Personal Communication Citation Examples

Email from Colleague

(M. Johnson, personal email, March 14, 2023)

Personal Interview

(R. Williams, personal interview, March 20, 2023)

Telephone Conversation

(K. Martinez, phone conversation, March 10, 2023)

Letter (Personal)

(L. Thompson, personal letter, March 8, 2023)

Class Lecture or Unpublished Notes

(Professor Anderson, class lecture, March 15, 2023)

Text Message or Chat Communication

(A. Chen, personal text message, March 12, 2023)

Conversation or Discussion

(J. Wilson, personal conversation, March 18, 2023)

In-Text Citation Examples

Personal communications are cited only parenthetically in your text. There is no reference list entry.

Direct Quote from Interview

When asked about climate change policy, Dr. Anderson stated, "We need comprehensive
solutions that address both environmental and economic concerns" (R. Anderson, personal
interview, March 20, 2023).

Paraphrase from Email

According to a March 14 email, the project timeline has been extended by two weeks
(M. Johnson, personal email, March 14, 2023).

Information from Phone Call

The funding decision will be announced next month (K. Martinez, phone conversation,
March 10, 2023).

Class Lecture Information

As noted in Professor Thompson's lecture, historical context is essential for understanding
current policy (Professor Thompson, class lecture, March 15, 2023).

Multiple Sources in Same Sentence

Research on this topic remains limited (R. Williams, personal interview, March 20, 2023;
M. Johnson, personal email, March 14, 2023).

Special Personal Communication Scenarios

Conducted Interview (Formal Research)

(J. Smith, personal interview, April 5, 2023)

Expert Opinion via Email

Dr. Martinez noted in an email that "this approach requires careful consideration"
(C. Martinez, personal email, March 12, 2023).

Information from Class Discussion

Classroom discussion revealed several perspectives on this issue (Professor Anderson,
class lecture, March 18, 2023).

Feedback from Professor/Mentor

According to feedback received on the draft, revision of the methodology section is recommended
(Professor Lee, personal email, March 16, 2023).

Information from Professional Conference or Workshop

If it’s an unpublished presentation:

(Dr. Williams, presentation at the National Conference on Education, March 22, 2023)

Note: If the presentation was published in proceedings, cite it as a conference paper instead.

What NOT to Include in Personal Communication Citations

Personal communication citations should NOT include:

• Page numbers (personal communications don’t have pages)
• Publication information
• URLs or DOIs
• Complete addresses
• Extensive biographical information
• Full spelled-out words (use initials only)

Reference List Note

IMPORTANT: Personal communications do NOT appear in your reference list.

Your reference list should contain only sources that readers can access. Since personal communications are private and not retrievable, they appear only in in-text citations.

Example Reference List (without personal communications):

Anderson, R., & Smith, J. (2023). Academic research methods. Oxford University Press.

Chen, L. (2023). Digital transformation strategies. Technology Press.

Thompson, L. K. (2023). Environmental policy analysis. Environmental Studies Quarterly, 45(2),
123-145.

The personal communications cited in the text do NOT appear here.

Ethical Considerations

When Citing Personal Communications

• Ask permission: Always ask before citing someone’s personal communication
• Maintain privacy: Do not share private details or sensitive information
• Verify accuracy: Confirm the content accurately represents what was communicated
• Date carefully: Ensure you have the exact date of the communication
• Honor confidentiality: If the communication was private, handle it respectfully

When NOT to Cite Personal Communications

• Information that is confidential or sensitive
• Communications where the person has requested not to be quoted
• Casual remarks not intended for formal citation
• Information better obtained from published sources

Distinguishing Personal Communication from Published Sources

Personal Communication

(J. Smith, personal email, March 14, 2023)
NOT in reference list

Published Source (Include in Reference List)

Smith, J. (2023). Email communication strategies. *Journal of Communication*, 15(2), 45-67.
https://doi.org/10.1234/jc.2023.001

If someone publishes their research or ideas, cite the published work instead of personal communication.

Common Personal Communication Citation Errors

• Including in reference list - Personal communications only appear as in-text citations
• Missing the date - Always include the specific date
• Using full first names - Use initials only (J. Smith, not John Smith)
• Forgetting the communication type - Always specify (interview, email, etc.)
• Incomplete date - Include Month Day, Year
• Adding page numbers - Personal communications don’t have pages
• Including a URL - Personal communications are not online/retrievable
• Not asking permission - Always seek permission before citing someone
• Incorrect placement - Only cite in the text, never in reference list

Citing Different Types of Personal Communications

Interview Transcript (Unpublished)

(R. Williams, personal interview, April 10, 2023)

Email Correspondence

(M. Johnson, personal email, March 14, 2023)

Letter or Memo

(L. Thompson, personal letter, March 8, 2023)

Conversation or Discussion

(J. Anderson, personal conversation, March 12, 2023)

Classroom Discussion

(Professor Chen, class discussion, March 15, 2023)

Unpublished Lecture or Presentation

(Dr. Martinez, presentation at department seminar, March 20, 2023)

When to Use Personal Communications in Academic Writing

Good Uses:

• Expert opinions not published elsewhere
• Primary source information (eyewitness accounts, research data)
• Unpublished research findings
• Personal narratives or experiences
• Direct quotes from interviews

Limited Use:

• Should not be your primary source of information
• Should supplement published sources
• Not suitable for major arguments without published support

Quick Reference Guide

Type	Format	In Reference List?
Email	(J. Smith, personal email, Date)	No
Interview	(J. Smith, personal interview, Date)	No
Phone Call	(J. Smith, phone conversation, Date)	No
Letter	(J. Smith, personal letter, Date)	No
Lecture	(Professor Anderson, class lecture, Date)	No

Verification Checklist

Before using a personal communication citation, verify:

• ✓ You have permission to cite this person
• ✓ The date is accurate and complete
• ✓ The person’s name and initials are correct
• ✓ The communication type is specified
• ✓ You’re using initials, not full first names
• ✓ The citation appears only in text, not in reference list
• ✓ No personal or confidential information is disclosed
• ✓ The information is accurate to what was communicated

Related Guides

• Complete APA 7th Edition Citation Guide
• APA In-Text Citation Guide
• APA Reference List Format
• How to Cite a Source with No Author in APA

Personal communications provide valuable insights and primary information. By properly citing them using APA 7th edition guidelines, you acknowledge the contributions of individuals while maintaining ethical standards and academic integrity.