How to Cite Government Reports in APA

• Hannah Berry (Ph.D.)
• Published on 10/11/2024

Citing government reports in APA style requires adherence to specific guidelines to ensure clarity and consistency. APA formatting for government publications is particularly important when referencing reports authored by government agencies, as these documents are often cited in research to provide authoritative and reliable data.

This article provides an in-depth explanation on how to cite such reports, particularly focusing on the author, source, and in-text citation components, with examples for clarity.

CITATION ELEMENTS FOR A GOVERNMENT REPORT

When citing a report from a government agency, the format generally follows the standard pattern for citing a report but with specific considerations for government entities. The basic structure is as follows:

• Author: The author of a government report is typically the specific agency, department, or organization responsible for creating and distributing the content of the report. Unlike traditional sources that often list individuals as authors, government reports commonly use group authorship, which refers to an entity rather than an individual.
• Year: The year of publication is a crucial element that indicates when the report was officially published or made available. It provides context for the information and helps readers assess the timeliness of the data or recommendations presented in the report.
• Title of the Report: The title of the report should be italicized and follow APA guidelines for capitalization. In APA format, only the first word of the title, the first word after a colon, and proper nouns (e.g., names of organizations, places, or people) are capitalized. This rule ensures consistency in formatting while maintaining readability.
• Report Number: Many government reports are assigned a report number or publication number for identification and tracking purposes. If this number is available, it should be included immediately after the report title in parentheses.
• Publisher: The publisher element in the citation refers to the overarching government department or agency responsible for issuing or distributing the report. This is particularly important when the agency listed as the author is a subdivision of a larger organization. The parent agency should be listed in the source element as the publisher if it is not already mentioned as the author.
• URL or DOI: The final element of the citation is the URL (Uniform Resource Locator) or DOI (Digital Object Identifier), which provides the reader with direct access to the report. Including the URL or DOI allows users to retrieve the exact document cited, enhancing transparency and accessibility in academic work.

EXAMPLE CITATIONS FOR A GOVERNMENT REPORT

Identifying the Authorship: Ensure to accurately identify the specific government agency or department responsible for the report. Often, this will be prominently displayed on the cover page or title page of the document. If the report is authored by a subsidiary or department within a larger agency, use the specific name of that division as the author. Handling Corporate Authors: When the author of the report is a corporate entity like a government agency, use the full name of the organization as it appears on the document. Avoid abbreviations unless they are commonly accepted (e.g., CDC for Centers for Disease Control and Prevention). If the agency is part of a larger organization, such as a department within a ministry, clarify this in the citation for accuracy. Including Report Numbers: If the report includes a specific identification number or code, such as a publication number or report number, include it in parentheses immediately following the title. This helps in uniquely identifying the document and locating it accurately. Format the number exactly as it appears on the report. Using Retrieved from URLs: When citing online government reports, include the URL where the report can be accessed. Use the phrase “Retrieved from” followed by the URL. Ensure the URL leads directly to the specific report rather than a general website homepage. Ensuring Accessibility: Double-check that the URL provided is functional and leads directly to the full text of the report. Government websites may update their URLs or reorganize their content, so ensure the link provided is current and accessible to readers. If the report has a DOI (Digital Object Identifier), use it instead of a URL for a more stable and reliable reference. Using Sentence Case for Titles: Ensure that the title of the report is formatted in sentence case, where only the first word of the title and any proper nouns are capitalized. This rule applies to the title both in the in-text citation and in the reference list.