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Paraphrasing in APA

Paraphrasing is the art of putting information into your own words while writing a research paper, in order to maintain the academic integrity of your project. This is important because you need to use solid evidence as a researcher, but you need to put information into the proper format to avoid plagiarism. The American Psychological Association (APA) created a writing style in 1929 that calls for uniformity and consistency in giving credit to sources in your research.

How to properly paraphrase

If you do not properly paraphrase your source material following the APA style, you are at the risk of losing credibility as a writer and possibly plagiarizing. Although paraphrasing is not difficult, it does take time and a little forethought to do it correctly. There are several steps you should follow in order to achieve success.

1. Read the original source

The first step in creating an effective paraphrase is to carefully read the original source. Read it the first time to get the overall understanding, and then do a second closer reading in order to gather details and material that will help you formulate your argument.

2. Take notes in your own words

After reading the original source and determining what details can help you formulate your argument, take a minute to jot down some notes. Be careful to put everything into your own words. Change the structure of the sentence as well as the vocabulary.

Also, take a moment to take notes on the context of the source. Why was it written? Who wrote it? When was it written?

3. Construct a paraphrase

In order to construct a paraphrase, you need to include the same information, but with different sentence structure and different vocabulary. APA rules say that a paraphrase should be approximately the same length as the original.

You also need to add contextual text around the paraphrase so it fits within your paper.

4. Double check the original source to avoid duplication

Although an extra step, it is always a good idea to read through the original source one more time to make sure that you have chosen different words and varied the sentence structure. This is a good time to add the APA requirements of author and year of the source so that you have it handy.

5. Include an APA in-text citation

Even though you are putting a paraphrase into your own words, APA requires an in-text citation for paraphrasing. You can create a parenthetical citation or a narrative citation to accomplish this.

Remember: All in-text citations will also need a corresponding APA reference in the APA reference page . For this article, we’re just focusing on in-text citations in paraphrases.

For both types of in-text citation, you will need the following source information:

• Author’s last name
• Year published
• single page: p. #
• page range: pp. #-#

Parenthetical citation

For an APA parenthetical citation , write your paraphrase and then add the author and year in parenthesis at the end. Use a comma between the author and the year inside the parenthesis, and put the period for the end of the sentence outside the parenthesis.

Oh, say can you see by the dawn’s early light What so proudly we hailed at the twilight’s last gleaming? (Key, 1814).

My parents traveled from Italy to Germany and then France. As the oldest child, I traveled with them after being born in Naples. They were very close, and shared that love they had for each other with me (Shelley, 1818, p. 78).

Narrative citation

In a narrative citation, you introduce the author’s name as part of the sentence, and put the year in parenthesis.

Francis Scott Key (1814) wrote very special words while overlooking a battle: Oh, say can you see by the dawn’s early light, what so proudly we hailed at the twilight’s last gleaming?

For further details, visit this guide on APA in-text citations.

Paraphrasing example

Franklin Delano Roosevelt gave an inaugural address in January 1933 during the Great Depression. This is an excerpt taken from an online source :

This is preeminently the time to speak the truth, the whole truth, frankly and boldly. Nor need we shrink from honestly facing conditions in our country today. This great Nation will endure as it has endured, will revive and will prosper….

1. Read original source text

In order to paraphrase, read through the text once to get the gist of it, and then again for deeper understanding. The context of this passage is also significant. It was given by a U.S. president during the Great Depression. What do you think he was trying to achieve?

Next take notes in your own words. Without immediately looking at the text, jot down what you think is the main point or concept of it. Next, take notes on the context of the source (you can look at the source for this).

For this passage, a few example notes could be:

• Facing truth
• Harsh current reality
• Believing that this great nation will endure and eventually prosper again
• Speech by President Roosevelt in 1933
• Given during the Great Depression
• He was addressing his citizens

Now’s the time to construct the paraphrase. Based on the notes above, a paraphrase would look something like this:

With his inaugural speech, Roosevelt was carefully trying to prepare citizens of the Nation to face the harsh reality that the Great Depression had caused, while also reassuring them that the country would endure and eventually prosper again.

4. Double check with the original source

The paraphrase above doesn’t not look too similar to the original, but we could still change a few words that were also in the original phrase (like “Nation,” “endure,” and “prosper). Revised, it looks like this:

With his inaugural speech, Roosevelt was carefully trying to prepare citizens of the United States to face the harsh reality that the Great Depression had caused, while also reassuring them that the country would eventually bounce back .

5. Add an APA in-text citation

An APA in-text citation means including the source’s author, year published, and page numbers (if available). The paraphrase already has the author’s name, but the year published needs to be added in parentheses. This is from an online source so no page number is needed.

With his inaugural speech, Roosevelt (1933) was carefully trying to prepare citizens of the United States to face the harsh reality that the Great Depression had caused, while also reassuring them that the country would eventually bounce back.

Examples of poor paraphrasing

Most people who fail at paraphrasing use the same sentence as the original source, and just change a word or two. If this is the case, the paraphrase would look something like this:

This great country will endure as it has endured, will come back to life and will prosper. So, first of all, let me show my strong belief that the only thing we have to worry about is fear itself…”

Another problem with paraphrasing occurs when you do half the job. Although the first and third sentences change the sentence structure and vocabulary in the sample below, there are some sections that are taken word-for-word from the original.

“From Italy they visited Germany and France. I, their eldest child, was born at Naples, and as an infant accompanied them in their rambles. I remained for several years their only child. Much as they were attached to each other, they seemed to draw inexhaustible stores of affection from a very mine of love to bestow them upon me.

Paraphrase:

My parents visited Italy and then Germany and France. I, their eldest child, was born at Naples. I traveled with them and was their only child for a few years. They loved each other and they seemed to draw inexhaustible stores of affection from a very mine of love.

In addition to the word-for-word similarities, this paraphrase doesn’t mention the original source’s author, year published, or page number (Shelley, 1818, p. 78).

Key takeaways

• In order to avoid plagiarism, APA delineates the way to give credit to sources when you are paraphrasing.
• In APA style, parenthetical citations demand the author and year of source.
• In order to create a stellar paraphrase, you need to change the structure and the words, but keep the main idea intact.

Published October 28, 2020.

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What Are Paraphrase and Summary?

Paraphrase (narrative citation), summary (parenthetical citation).

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Paraphrase and Summary:

• Incorporate a portion of the source into your essay by conveying its meaning in your own words.
• Paraphrase aims to replicate all of the ideas of the source passage, while summary aims to express only its main point(s).
• Are introduced by a signal phrase, incorporating the source passage into the flow of the essay.  Typically, the signal phrase will indicate to the reader something about the source of the paraphrase.
• End with a citation indicating the author of the source and, in APA style, the year it was published.

When do I use Paraphrase and Summary?  

• When you want to call attention to  what  a source says, but how it says it is not important.
• When you only want to convey a source's main idea in a short amount of time.
• Use paraphrase and summary frequently.  APA is designed for the social and health sciences, which typically have less need for direct quotation than the humanities.  

How Do I Paraphrase/Summarize a Source?  

• Read and understand the source.
• Identify the main points and supporting information of the portions you want to paraphrase/summarize.
• Re-write those portions in your own words, being careful not to use similar phrasing of sentence structure. 
• Does it properly convey the meaning of the original? 
• Are the sentence structure and phrasing too similar?

The struggle to fill nursing positions is different from the effort to add to the physician workforce. One main reason: there are not enough faculty to teach incoming nursing students. Either faculty are leaving due to retirement -- like their counterparts in health-care settings, they too are aging – or they’re gaining higher salaries elsewhere in practice settings other than teaching.

Moore, M. (2015, June 5). The nursing shortage and the doctor shortage are two very different things.  The Washington Post .  https://www.washingtonpost.com

Paraphrase:

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Paraphrasing examples.

• In-Text Citation for More Than One Author

In-Text Citation for Group or Corporate Authors

No author and/or no date.

When you write information from a source in your own words, cite the source by adding an in-text citation at the end of the paraphrased portion as follows:

Mother-infant attachment became a leading topic of developmental research following the publication of John Bowlby's studies (Hunt, 1993).

Note : If you refer to the author's name in a sentence you do not have to include the name again as part of your in-text citation, instead include the year of publication following his/her name:

Hunt (1993) noted that mother-infant attachment became a leading topic of developmental research after the publication of John Bowlby's studies.

Original Source

Homeless individuals commonly come from families who are riddled with problems and marital disharmony, and are alienated from their parents. They have often been physically and even sexually abused, have relocated frequently, and many of them may be asked to leave home or are actually thrown out, or alternatively are placed in group homes or in foster care. They often have no one to care for them and no one knows them intimately.

Source from: 

Rokach, A. (2005). The causes of loneliness in homeless youth. The Journal of Psychology , 139, 469-480. 

Example: Incorrect Paraphrasing

The homeless come from families with problems. Frequently, they have been physically or sexually abused, or have lived in group homes. Usually no one cares for them or knows them intimately (Rokach, 2005). 

Note : In this incorrect example the writing is too similar to the original source. The student only changed or removed a few words and has not phrased the ideas in a new way. 

Example: Correct Paraphrasing

Many homeless experience isolation in part due to suffering from abuse or neglect during their childhood (Rokach, 2005).

Note : The example keeps the idea of the original writing but phrases it in a new way.

In-Text Citation For Two or More Authors/Editors

No Known Author:

Note that in most cases where a personal author is not named, a group author may be cited instead (eg. Statistics Canada). However, in certain cases, such as religious ancient texts, the author is unknown. Where you'd normally put the author's last name, instead use the first one, two, or three words from the title. Don't count initial articles like "A", "An" or "The". You should provide enough words to make it clear which work you're referring to from your References List.

If the title in the References list is in italics, italicize the words from the title in the in-text citation.

If you are citing an article, a chapter of a book or a page from a website, put the words in double quotation marks.

Capitalize the titles using title case (every major word is capitalized) even if the reference list entry uses sentence case (only first word is capitalized).

( Cell Biology , 2012, p. 157)

("Nursing," 2011, p. 9)

No Known Date of Publication :

Where you'd normally put the year of publication, instead use the letters "n.d.".

(Smith, n.d., p. 200)

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Running text (Author, Date). Author (Date) running text.

Parenthetical Format . The citation can appear within or at the end of a sentence and includes the author and date separated by a comma. If at the end of a sentence a full stop is placed after the citation.  Growth occurs at every stage of life (Newman & Newman, 2017). Case study research does not employ the scientific method (Barlow et al., 2017) although it is an important tool for qualitative researchers (Travers, 2001). Narrative Format . The author is used as part of the text, the date appears directly after the author in parentheses. If the date is used as a part of the text, just separate the author and date with a comma.  As discussed by Newman and Newman (2017), growth occurs at every stage of life. In 2019, Hiscock et al. pointed out that half of Australian children and adolescents who experienced mental health issues did not receive professional treatment.

Common Examples

Long Paraphrases & Paragraphs

When paraphrasing or summarising using one source over several sentences or even a whole paragraph, cite the source in the first sentence. There is no need to cite the work again in this paragraph provided it is clear that this is the only source being paraphrased. The  APA Style and Grammar Guidelines provide this example:

          Velez et al. (2018) found that for women of color, sexism and racism in the workplace were associated with poor work and mental health outcomes, including job-related burnout, turnover intentions, and psychological distress. However, self-esteem, person–organization fit, and perceived organizational support mediated these effects. These findings underscore the importance of considering multiple forms of workplace discrimination in clinical practice and research with women of color, along with efforts to challenge and reduce such discrimination.

You must reintroduce the citation if the paraphrase continues across multiple paragraphs.  If the paragraph or sentence contains information from multiple sources, then cite as often as required to make sure the source is clearly acknowledged. The  APA Style and Grammar Guidelines provide this example:

           Play therapists can experience many symptoms of impaired wellness, including emotional exhaustion or reduced ability to empathize with others (Elwood et al., 2011; Figley, 2002), disruption in personal relationships (Elwood et al., 2011; Robinson-Keilig, 2014), decreased satisfaction with work (Elwood et al., 2011), avoidance of particular situations (Figley, 2002; O’Halloran & Linton, 2000), and feelings or thoughts of helplessness (Elwood et al., 2011; Figley, 2002; O’Halloran & Linton, 2000).

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Paraphrasing

Summarising.

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To paraphrase is to communicate the author’s work in your own words and to acknowledge the source:

• Used to rewrite text in your own words
• Used to clarify meaning
• Used to shorten a longer statement, but keep the main ideas
• Giving credit to the original author of the idea

Elements of a good paraphrase:

Change the structure of the original passage

Change the words

Give a citation / reference

To summarise is to describe broadly the findings of a study without directly quoting from it.  Summarising involves repeating the main ideas of a passage in your own words.  A summary concentrates on the important points rather than the details.

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A paraphrase restates an author's idea in your own words. Paraphrasing is an effective writing strategy because it allows authors to summarize and synthesize information from one or more sources, focus on significant information, and compare and contrast relevant details. You should paraphrase the majority of the time, using direct quotes sparingly, if at all.

Paraphrased In-Text Citations

Narrative in-text citation

Smith (2018) noted that the majority of the users were satisfied with the service they received.

Parenthetical in-text citation

The majority of the users were satisfied with the service they received (Smith, 2018).

Long Paraphrases

When a paraphrase continues for several sentences, cite the work being paraphrased on first mention. Once the work has been cited, it is not necessary to repeat the citation.

          Velez et al. (2018) found that for women of color, sexism and racism in the workplace were associated with poor work and mental health outcomes. However, self-esteem and organizational support mediated these effects. These findings underscore the importance of considering multiple forms of workplace discrimination in clinical practice and research with women of color.

Adapted from American Psychological Association publication manual (7th ed.).

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Paraphrasing is a fundamental skill in academic writing, especially when adhering to specific citation styles like APA (American Psychological Association). In this article, we will explore the nuances of paraphrasing in APA, understand the distinction between citations and paraphrases, and uncover valuable tips to ensure your paraphrased content is not flagged as plagiarism.

What Is APA Citation Style?

APA citation style is widely used in various academic disciplines, including psychology, social sciences, and education. It provides a standardized format for citing sources in research papers, ensuring consistency, credibility, and ease of comprehension for readers. Proper APA citation style is essential for acknowledging the work of others and avoiding plagiarism .

What Is the Difference Between a Citation and a Paraphrase?

Citations and paraphrases serve distinct purposes in academic writing. A citation is a direct reference to a source, providing readers with the exact location of the quoted or paraphrased material. In contrast, a paraphrase involves restating someone else’s ideas or information in your own words, preserving the original meaning while avoiding verbatim repetition.

How to Paraphrase in APA Examples

Let’s look at several APA paraphrasing examples to know exactly what we’ve dealing with.

Examples of Citing Paraphrased Information in APA at the Beginning of a Sentence

Examples of Citing Paraphrased Information in APA in the Middle of a Sentence

Another way to cite your sources is to mention them at the end of the sentence.

Here’s how you can paraphrase the original information into your work without it being considered plagiarism.

Original text : The complexity of disaster experience calls for considerations at many different levels of inquiry: environmental, psychological, social, political, and cultural. Yet, the crux of disaster experience is the dynamic interplay of environmental challenges and losses embedded within collective processes of mutual exchanges of aid and support. Hence, the featured research findings are organized along the three most distinct operational facets of an all-embracing construct of social support: received social support (e.g. ‘being actually helped by others in times of need’), perceived social support (e.g. ‘subjective appraisals of being reliably connected to others’), and social embeddedness(e.g. ‘types and frequency of interpersonal and community connections’). Source: Kaniasty, K. (2019).  Social support, interpersonal, and community dynamics following disasters caused by natural hazards. Current Opinion in Psychology . doi:10.1016/j.copsyc.2019.07.026 

Tips for Correct Paraphrasing

Effective paraphrasing not only demonstrates your understanding of the source material but also safeguards against plagiarism. Here are essential tips to master the art of paraphrasing in APA.

Before embarking on the paraphrasing journey, it is crucial to have a deep understanding of the source material. Delve into the text, dissecting complex ideas and concepts. Simplify intricate passages in your mind to grasp the core message. This comprehension forms the foundation of effective paraphrasing.

Paraphrasing involves substituting words with synonyms and reorganizing sentence structure while retaining the original meaning. A thesaurus can be a valuable tool in finding appropriate synonyms . By reshaping sentences and words creatively, you can convey the same information without copying the source verbatim.

While rephrasing, the core idea and intention of the source must remain intact. It is essential to preserve the author’s message and avoid any distortions. Ensure that your paraphrase accurately reflects the source’s meaning, providing a fresh perspective without altering the content’s essence.

Even in the process of paraphrasing, always acknowledge the source. In-text citations following APA guidelines are necessary. Include the author’s last name and the publication year to provide clear attribution . This practice not only maintains academic integrity but also allows readers to trace the original source.

Utilize plagiarism detection tools as a final step to verify your paraphrased content. These tools help ensure that your paraphrased text does not unintentionally resemble the original source too closely. Thoroughly checking for similarities and making necessary adjustments guarantees that your work remains free from plagiarism concerns.

Paraphrasing in APA is an essential skill for any student or researcher. By understanding the intricacies of APA citation style, distinguishing between citations and paraphrases, and following our tips for correct paraphrasing, you can ensure your academic work is both credible and free from plagiarism. Mastering this skill empowers you to incorporate the ideas of others seamlessly while maintaining the integrity of your own writing.

How to properly paraphrase in APA style?

To paraphrase effectively in APA style, read and understand the original text, then express the ideas in your own words while retaining the original meaning . Always provide an in-text citation with the author’s last name and publication year, even when paraphrasing. Ensure the citation is placed correctly within the sentence.

What are the APA citation guidelines for paraphrasing?

When paraphrasing in APA style, include the author’s last name and the publication year in parentheses at the end of the paraphrased sentence. If the author’s name is mentioned in the text, include the year in parentheses immediately afterward.

Can I use a paraphrasing tool for APA style?

Yes, of course you can . Ine of such tools is AcademicHelp’s Paraphraser, which is specifically tailored in accordance to student needs. However, it’s essential to proofread your text just in case. It’s necessary to understand the content and then manually compare it to APA guidelines to ensure accuracy.

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In-text basics (paraphrasing).

When using APA format, follow the author-date method of in-text citation. This means that the author's last name and the year of publication for the source should appear in the text, like, for example, (Jones, 1998). One complete reference for each source should appear in the reference list at the end of the paper.

If you are referring to an idea from another work but  NOT  directly quoting the material (i.e. paraphrasing ), or making reference to an entire book, article or other work, you only have to make reference to the author and year of publication and not the page number in your in-text reference. APA guidelines, however, do encourage including a page range for a summary or paraphrase when it will help the reader find the information in a longer work.

Regardless of how they are referenced, all sources that are cited in the text must appear in the reference list at the end of the paper.

Source: Purdue OWL

When you write information from a source in your own words, cite the source by adding an in-text citation at the end of the paraphrased portion as follows:

Mother-infant attachment became a leading topic of developmental research following the publication of John Bowlby's studies (Hunt, 1993).  

If you refer to the author's name in a sentence you do not have to include the name again as part of your in-text citation, instead include the year of publication following his/her name:

Hunt (1993) noted that mother-infant attachment became a leading topic of developmental research after the publication of John Bowlby's studies.

Paraphrasing Examples

Original Source

Homeless individuals commonly come from families who are riddled with problems and marital disharmony, and are alienated from their parents. They have often been physically and even sexually abused, have relocated frequently, and many of them may be asked to leave home or are actually thrown out, or alternatively are placed in group homes or in foster care. They often have no one to care for them and no one knows them intimately.

Source from: 

Rokach, A. (2005). The causes of loneliness in homeless youth. The Journal of Psychology , 139, 469-480. Retrieved from Academic Search Premier database.

Example: Incorrect Paraphrasing

The homeless come from families with problems. Frequently, they have been physically or sexually abused, or have lived in group homes. Usually no one cares for them or knows them intimately (Rokach, 2005). 

Note : In this incorrect example the writing is too similar to the original source. The student only changed or removed a few words and has not phrased the ideas in a new way. 

Example: Correct Paraphrasing

Many homeless experience isolation in part due to suffering from abuse or neglect during their childhood (Rokach, 2005).

Note : The example keeps the idea of the original writing but phrases it in a new way.

Three or More Authors/Editors (In-text citations)

No Author and/or No Date

No Known Author:

Where you'd normally put the author's last name, instead use the first one, two, or three words from the title. Don't count initial articles like "A", "An" or "The". You should provide enough words to make it clear which work you're referring to from your References List.

If the title in the References list is in italics, italicize the words from the title in the in-text citation.

If you are citing an article, a chapter of a book or a page from a website, put the words in double quotation marks.

( Cell Biology , 2012)

("Nursing," 2011)

No Known Date of Publication :

Where you'd normally put the year of publication, instead use the letters "n.d.".

(Smith, n.d.)

More Than One Author/Editor

Two Authors or Editors

Provide each author's last name and the year of publication each time you cite the work in-text.

Three or More Authors or Editors

Provide the first author's last name followed by "et al.," and the year of publication every time you cite the work in-text.

Have a question about paraphrasing or in-text citations that isn't answered on this page? Check out these sites for more detailed information:

• Paraphrasing (American Psychological Association)
• In-Text Citations (American Psychological Association)
• APA In-Text Citations (Excelsior OWL)
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• Next: Sample Papers and Reference Lists >>
• Last Updated: Sep 5, 2023 12:04 PM
• URL: https://lib.lavc.edu/apa

Encyclopedia for Writers

Writing with ai, apa paraphrase.

• © 2023 by Jennifer Janechek - University of Iowa

Table of Contents

How should a paraphrased passage be cited?

When paraphrasing a passage, it is essential to express the ideas of the author in your own original words; however, the author’s message and meaning should always be preserved.

Charges of plagiarism can be avoided by including the proper citation of the work you are drawing from in your paraphrase. The APA requires a paraphrase to include the author’s last name and the work’s year of publication, but also suggests that the page number of the original text be included.

Let’s look at an example of a cited paraphrase:

Original text: “A yellow flower is yellow because it reflects yellow light and absorbs other wavelengths. The red glass of a stained glass window is red because it transmits red light and absorbs other wavelengths. The process by which we perceive the colours of natural objects around us can therefore be described as a ‘subtractive’ process” (Pender, 1998, p. 14). [1]

Paraphrase: Pender explains that through subtractive process , humans see the color of objects based on the wavelengths of light that are absorbed by each object (Pender, 1998, p. 14). [1]

Note: The paraphrase maintains the ideas of the original passage while expressing the message in a new voice. The original author is also cited properly.

How should a summarized passage or work be cited?

When summarizing a passage or work from another writer, briefly outline in your own original words the major ideas presented in the source material. As brevity is the key feature of a summary, it is essential to express the main concepts of the original passage in as concise a manner as possible. Consider using a summary—rather than a short or block quotation—when preserving the original wording of the source material is not necessary for the reader to understand the ideas under discussion.

Let’s look at an example of a cited summary:

Original text: “In their everyday life, people generally assume that they see the world around them the way it really is. When camping in Colorado, hikers believe they see the horizon as dotted with snow-covered mountaintops. When laying on the beach in North Carolina, sunbathers believe they see pelicans flying above the breaking waves. And these people would nearly always be right. Indeed, it is difficult to imagine not believing that the sights and sounds delivered to conscious awareness by perceptual systems are accurate renderings of the outside world. It would be difficult to know how to act if one could not trust one’s senses to accurately report what the world outside is like” (Balcetis, 2010, p. 77). [2]

Summary: In Social Psychology of Visual Perception , Balcetis (2010) argues that because humans rely on the sensory information received from their body, they form preconceived beliefs about their surroundings that manifest as imaginary visual occurrences (p. 77). [2]

Note: The summary maintains the ideas of the original passage while concisely expressing its main concepts. The original author is also cited properly.

How should multiple sources be cited in a single parenthetical reference?

If multiple works need to be cited in the same set of parentheses, simply arrange them in alphabetical order by the author’s last names, or the order in which they would be listed in the References page. Use a semicolon to separate each work from the next one.

Let’s look at an example of multiple authors being cited:

In the past thirty years, Parkinson’s disease has been written about extensively by recognized figures in the field (Dorros, 1989; Duvoisin, 1991; Hauser & Zesiewicz, 1996). [3][4][5]

Note: This example includes the in-text citations of three works arranged in alphabetical order by authors’ names, separated by semi-colons, and enclosed in parentheses.

• Formatting In-text Citations (APA)

[1] Pender, K. (1998). Digital colour in graphic design . Burlington, VT: Elsevier Science & Technology.

[2] Balcetis, E. (2010). Social psychology of visual perception . Hoboken, NJ: Taylor & Francis.

[3] Dorros, S. (1989). Parkinson’s: A patient’s view . Cabin John, MD: Seven Locks Press.

[4] Duvoisin, R. C. (1991). Parkinson’s disease: A guide for patient and family . New York, NY: Raven Press.

[5] Hauser, R. A., & Zesiewicz, T. A. (1996). Parkinson’s disease: Questions and answers . Coral Springs, FL: Merit.

The Elements of Style

Brevity - Say More with Less

Clarity (in Speech and Writing)

Coherence - How to Achieve Coherence in Writing

Flow - How to Create Flow in Writing

Inclusivity - Inclusive Language

The Elements of Style - The DNA of Powerful Writing

Recommended

Academic Writing – How to Write for the Academic Community

Structured Revision – How to Revise Your Work

Professional Writing – How to Write for the Professional World

Authority & Credibility – How to Be Credible & Authoritative in Research, Speech & Writing

Citation Guide – Learn How to Cite Sources in Academic and Professional Writing

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APA 7th referencing guide: Paraphrasing

• Referencing and APA style
• How to cite sources within the text
• How to reference sources in your reference list
• Paraphrasing
• Using the style with EndNote software
• More information

About paraphrasing

Most pieces of writing you do at university will expect you to refer to other sources as evidence to support and justify the point that you make. The key way to use sources in your writing is to paraphrase their ideas. Paraphrasing is using another person’s ideas but putting them into your own words and showing your interpretation of these ideas.  It is not just changing a few words in a sentence from the original text, and it must still have a citation with the author’s surname or organisation’s name plus the year it was published. You do not have to include a page number unless you are paraphrasing or summarising an idea from a particular page.

Callanan, G. A. & Tomkowicz, S. M. (2011). Legal yes, ethical no: using the case of debit card overdraft fees as a business ethics teaching tool. Journal of the Academy of Business Education , 12, 85-100.

Idea in the source which you want to paraphrase:-

This simultaneous attention to profit maximization on the one hand and the ethical expectations of society on the other creates a conflict that organizations confront on a daily basis. In this sense, organizations are pulled in two different directions; actions that allow for profit maximization, even if they are legal, could be questionable from an ethics standpoint and thereby fail to satisfy the expectations of society (pp. 85-86).

Unacceptable paraphrase i.e. plagiarism:-

This immediate consideration to profit maximization on the one hand and the moral expectations of society on the other creates a struggle that organizations confront on a regular basis. Therefore, organizations are pulled in two different directions; activities that allow for profit expansion, even if they are lawful, could be disputed from an ethics standpoint and thereby fail to fulfil the expectations of society.

Acceptable paraphrase:-

Callanan and Tomkowicz (2011, pp. 85-86) have argued that the ethical expectations of society and the attention placed on profit maximisation create a struggle for most organisations, which they have to deal with every day; organisations are often pulled in two opposing directions, one being the actions which will maximise profit and the other being the expectations of society.

If you are unsure how to paraphrase, please speak to the Learning Development team for your faculty: https://www.lancaster.ac.uk/library/learning-development/

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• Last Updated: Sep 6, 2023 3:48 PM
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Paraphrasing in APA

If you’re taking a class in the social sciences, such as psychology, sociology, or political science, you’re probably using APA (American Psychological Association) format. One important use of formatting guidelines is to standardize the way you incorporate and cite sources in your papers.

Sources are incorporated into papers as quotations, summaries, or paraphrases. Paraphrasing is also called “indirect discourse” because instead of directly writing what the source says, you’re putting it in your own words. The source is represented indirectly, but still with proper citation.

Some people have the misconception that if they change the wording of a source, as we do in a paraphrase, they no longer must cite the source. This isn’t true; it’s always important to let readers know when you’re using ideas from a source. This lets readers see the depth of your research.

Let’s look at how to properly incorporate paraphrases using APA format.

Letting the reader know when a paraphrase starts

In a quotation, it is easy for a reader to tell when the quote begins and ends because the quote is enclosed in quotation marks. Paraphrases lack quotation marks, but it’s still important to show the readers when you’re shifting into material from a source. You don’t want readers to be confused about whether they’re reading your idea or an idea from a source.

Narrative citation

It’s important to organize your paraphrase so it’s clear where it begins and ends, so it’s not abruptly dropped in. Narrative citation involves working some amount of the citation information into the sentence that transitions into the paraphrase.  This information is part of the signal phrase that lets the reader know that a source is coming. A narrative citations usually includes the following information:

• Last Name of the Author
• Year of Publication
• Single page — p. 1
• Page range — pp. 1-5

The first time you use the source, include the author’s full name. You may also want to include something about his or her credentials so it’s clear to the readers why this person is a relevant authority.

Narrative format:

Last Name of the Author (Year of Publication) other paraphrase text (Page number).

Narrative example:

Bryan Stevenson, author of Just Mercy (2014), explained how the traditional agriculture base of the Alabaman economy had to change as a result of several factors, including the migration of African Americans to other areas of the country in the 1940s (p. 24).

After the first mention of an author, you can switch to using just their last name. You can also  use an appropriate pronoun if it would be clear to readers whom the pronoun refers to, such as if there are several paraphrases from the same author in one paragraph.

An appropriate verb is also part of the signal phrase. In the example above, that verb is “explained.” In APA format, these verbs are in simple past tense or past perfect tense.

Letting the reader know when a paraphrase ends

Just like with the beginning of a paraphrase, the end needs to be signaled to the reader in some way.

Parenthetical citation

Parenthetical citations go at the end of a quote or paraphrase. In APA format, the information in a parenthetical citation is the author’s last name, a comma, and the year of publication. If the author’s last name and the date were given at the beginning of the paraphrase, they do not have to be repeated at the end. A page number is optional for a paraphrase, but it is a good idea. Part of the reason for citations is to allow a reader to follow your research. If the source you are paraphrasing is long or complex, a page number would help the reader find the original material. Place a lowercase ‘p’ followed by a period and a space before the page number. If you’re paraphrasing material over more than one page, use two lowercase p’s followed by a period.

Parenthetical format:

Paraphrase text (Last Name of the Author, Year of Publication, Page number).

Stevenson (2014) explains that proximity allows us to see that people can’t be reduced to their worst actions (pp. 17-18).

Parenthetical example:

Proximity allows us to see that people can’t be reduced to their worst actions (Stevenson, 2014, pp. 17-18).

When there are no page numbers or listed authors

Of course, some sources, such as web pages, do not have page numbers. Sometimes a writer will cite the paragraph number. In this case, write ‘para’ followed by a period, a space and the paragraph number. If the paraphrase is over more than one paragraph, add an ‘s’. If the text is long enough that counting out the paragraphs would be unreasonable, you can include another identifying feature, like the chapter name or number.

Despite fanciful theories rarely based in fact, the National Oceanic and Atmospheric Administration (2019) has maintained that the natural environment is the main cause of vessel disappearances in the Bermuda Triangle (para. 3).

The parenthetical citation goes within the sentence, so the period is to the right of the parenthesis.

The information comes from an unpaginated source, so the paragraph number was used instead.

Notice also that in this example there is no person given as the author. Rather, the information is credited to the National Oceanic and Atmospheric Administration. Likewise, on the website where this information is found, no person is given as the author. The organization is considered the author. On the references page, the name of the organization will be in the author position.

Some organizations have well-known abbreviations. If that is the case, the first time you refer to an organization, use the full name in the citation but include the abbreviation immediately after in square brackets. For all further citations, you can just use the abbreviation. If you’re unsure whether an organization’s abbreviation is well-known, err on the side of clarity for the reader and use the full name.

Connection to the references page

A reader can take the information in an in-text citation and find the source on the references page. The references page provides the full citation. With this, a reader can easily find the text herself if she wants to read further. An in-text citation includes the author’s last name. This is the first piece of information on a references page citation, which makes it easy to match up the in-text citation to the right source.

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Paraphrasing

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When you write information from a source in your own words, cite the source by adding an in-text citation at the end of the paraphrased portion as follows:

Mother-infant attachment became a leading topic of developmental research following the publication of John Bowlby's studies (Hunt, 1993).

Note : If you refer to the author's name in a sentence you do not have to include the name again as part of your in-text citation, instead include the year of publication following his/her name:

Hunt (1993) noted that mother-infant attachment became a leading topic of developmental research after the publication of John Bowlby's studies.

Paraphrasing Examples

Original Source

Homeless individuals commonly come from families who are riddled with problems and marital disharmony, and are alienated from their parents. They have often been physically and even sexually abused, have relocated frequently, and many of them may be asked to leave home or are actually thrown out, or alternatively are placed in group homes or in foster care. They often have no one to care for them and no one knows them intimately.

Source from: 

Rokach, A. (2005). The causes of loneliness in homeless youth.  The Journal of Psychology , 139, 469-480. 

Example:  Incorrect  Paraphrasing

The homeless come from families with problems. Frequently, they have been physically or sexually abused, or have lived in group homes. Usually no one cares for them or knows them intimately (Rokach, 2005). 

Note : In this incorrect example the writing is too similar to the original source. The student only changed or removed a few words and has not phrased the ideas in a new way. 

Example:  Correct  Paraphrasing

Many homeless experience isolation in part due to suffering from abuse or neglect during their childhood (Rokach, 2005).

Note : The example keeps the idea of the original writing but phrases it in a new way.

No Author and/or No Date

No Known Author:

Note that in most cases where a personal author is not named, a group author may be cited instead (eg. Statistics Canada). However, in certain cases, such as religious ancient texts, the author is unknown. Where you'd normally put the author's last name, instead use the first one, two, or three words from the title. Don't count initial articles like "A", "An" or "The". You should provide enough words to make it clear which work you're referring to from your References List.

If the title in the References list is in italics, italicize the words from the title in the in-text citation.

If you are citing an article, a chapter of a book or a page from a website, put the words in double quotation marks.

Capitalize the titles using title case (every major word is capitalized) even if the reference list entry uses sentence case (only first word is capitalized).

( Cell Biology , 2012, p. 157)

("Nursing," 2011, p. 9)

No Known Date of Publication :

Where you'd normally put the year of publication, instead use the letters "n.d.".

(Smith, n.d., p. 200)

In-Text Citation For Two or More Authors/Editors

In-Text Citation for Group or Corporate Authors

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What is paraphrasing?

Paraphrasing means expressing someone else’s ideas or thoughts in your own words while maintaining the original meaning. It can make your text more concise, clear, and suitable for a specific audience. Paraphrasing is an important skill in both academic writing and professional communication.

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Want to make sure your document is plagiarism-free? In addition to our paraphrasing tool, which will help you rephrase sentences, quotations, or paragraphs correctly, you can also use our anti-plagiarism software to make sure your document is unique and not plagiarized.

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Frequently asked questions

The act of putting someone else’s ideas or words into your own words is called paraphrasing, rephrasing, or rewording. Even though they are often used interchangeably, the terms can mean slightly different things:

Paraphrasing is restating someone else’s ideas or words in your own words while retaining their meaning. Paraphrasing changes sentence structure, word choice, and sentence length to convey the same meaning.

Rephrasing may involve more substantial changes to the original text, including changing the order of sentences or the overall structure of the text.

Rewording is changing individual words in a text without changing its meaning or structure, often using synonyms.

It can. One of the two methods of paraphrasing is called “Fluency.” This will improve the language and fix grammatical errors in the text you’re paraphrasing.

Paraphrasing and using a paraphrasing tool aren’t cheating. It’s a great tool for saving time and coming up with new ways to express yourself in writing.  However, always be sure to credit your sources. Avoid plagiarism.  

If you don’t properly cite text paraphrased from another source, you’re plagiarizing. If you use someone else’s text and paraphrase it, you need to credit the original source. You can do that by using citations. There are different styles, like APA, MLA, Harvard, and Chicago. Find more information about citing sources here.

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Paraphrasing without crediting the original author is a form of plagiarism , because you’re presenting someone else’s ideas as if they were your own.

However, paraphrasing is not plagiarism if you correctly cite the source . This means including an in-text citation and a full reference, formatted according to your required citation style .

As well as citing, make sure that any paraphrased text is completely rewritten in your own words.

Plagiarism means using someone else’s words or ideas and passing them off as your own. Paraphrasing means putting someone else’s ideas in your own words.

So when does paraphrasing count as plagiarism?

• Paraphrasing is plagiarism if you don’t properly credit the original author.
• Paraphrasing is plagiarism if your text is too close to the original wording (even if you cite the source). If you directly copy a sentence or phrase, you should quote it instead.
• Paraphrasing  is not plagiarism if you put the author’s ideas completely in your own words and properly cite the source .

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APA Citation Guide (7th edition): Quotes vs Paraphrases

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What's the Difference?

Quoting vs paraphrasing: what's the difference.

There are two ways to integrate sources into your assignment: quoting directly or paraphrasing.

Quoting  is copying a selection from someone else's work, phrasing it exactly as it was originally written. When quoting place quotation marks (" ") around the selected passage to show where the quote begins and where it ends. Make sure to include an in-text citation. 

Paraphrasing  is used to show that you understand what the author wrote. You must reword the passage, expressing the ideas in your own words, and not just change a few words here and there. Make sure to also include an in-text citation. 

Quoting Example

There are two basic formats that can be used:

Parenthetical Style:

Narrative Style:

Quoting Tips

• Long Quotes
• Changing Quotes

What Is a Long Quotation?

A quotation of more than 40 words. 

Rules for Long Quotations

There are 4 rules that apply to long quotations that are different from regular quotations:

• The line before your long quotation, when you're introducing the quote, usually ends with a colon.
• The long quotation is indented half an inch from the rest of the text, so it looks like a block of text.
• There are no quotation marks around the quotation.
• The period at the end of the quotation comes before your in-text citation as opposed to after, as it does with regular quotations.

Example of a Long Quotation

At the end of Lord of the Flies the boys are struck with the realization of their behaviour:

The tears began to flow and sobs shook him. He gave himself up to them now for the first time on the island; great, shuddering spasms of grief that seemed to wrench his whole body. His voice rose under the black smoke before the burning wreckage of the island; and infected by that emotion, the other little boys began to shake and sob too. (Golding, 1960, p.186)

Changing Quotations

Sometimes you may want to make some modifications to the quote to fit your writing. Here are some APA rules when changing quotes:

Incorrect spelling, grammar, and punctuation

Add the word [sic] after the error in the quotation to let your reader know the error was in the original source and is not your error.

Omitting parts of a quotation

If you would like to exclude some words from a quotation, replace the words you are not including with an ellipsis - ...

Adding words to a quote

If you are adding words that are not part of the original quote, enclose the additional words in square brackets - [XYZ]

Secondary Source Quotes

What is a secondary source.

In scholarly work, a primary source reports original content; a secondary source refers to content first reported in another source.

• Cite secondary sources sparingly—for instance, when the original work is out of print, unavailable, or available only in a language that you do not understand.
• If possible, as a matter of good scholarly practice, find the primary source, read it, and cite it directly rather than citing a secondary source.

Rules for Secondary Source Citations

• In the reference list, provide an entry only for the secondary source that you used.
• In the text, identify the primary source and write “as cited in” the secondary source that you used. 
• If the year of publication of the primary source is known, also include it in the in-text citation.

Example of a Secondary Source Use

Quote & In-Text Citation

Reference List Entry

Paraphrases

Paraphrasing example.

When you write information from a source in your own words, cite the source by adding an in-text citation at the end of the paraphrased portion as follows:

If you refer to the author's name in a sentence you do not have to include the name again as part of your in-text citation, instead include the year of publication following his/her name:

NOTE : Although not required, APA encourages including the page number when paraphrasing if it will help the reader locate the information in a long text and distinguish between the information that is coming from you and the source.

Paraphrasing Tips

• Long Paraphrases

Original Source

Homeless individuals commonly come from families who are riddled with problems and marital disharmony, and are alienated from their parents. They have often been physically and even sexually abused, have relocated frequently, and many of them may be asked to leave home or are actually thrown out, or alternatively are placed in group homes or in foster care. They often have no one to care for them and no one knows them intimately.

Source from: 

Rokach, A. (2005). The causes of loneliness in homeless youth. The Journal of Psychology, 139, 469-480. 

Example: Incorrect Paraphrasing

Example: correct paraphrasing.

If your paraphrase is longer than one sentence, provide an in-text citation for the source at the beginning of the paraphrase. As long as it's clear that the paraphrase continues to the following sentences, you don't have to include in-text citations for the following sentences.

If your paraphrase continues to another paragraph and/or you include paraphrases from other sources within the paragraph, repeat the in-text citations for each.

Additional Resource

• Paraphrasing (The Learning Portal)

Tip sheet on paraphrasing information

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How to Paraphrase in APA Format

How to Do In-Text Citations in a Research Paper

Paraphrasing is an important skill to acquire in your writing. It allows you to put ideas from sources into your own words and avoid quoting large blocks of text. Even if you paraphrase a source instead of quoting it, American Psychological Association format requires you to cite the text that the paraphrased information comes from .

Guidelines for Paraphrasing

Paraphrasing is not just rearranging the words used in your source, or rewriting a sentence using different vocabulary. The language and phrasing you use in a paraphrased sentence should be your own, and sound like the writing you use in the rest of your essay. If the first attempt at your paraphrased sentence is too close to the original, rewrite your sentence with a different arrangement of words and different vocabulary. If you repeat a phrase of two or more words from your source , you should put this phrase in quotes to signify its origin. If you cannot write a paraphrasing of your source that you are satisfied with, quote directly from your source instead.

Citing Paraphrased Material in APA Style

Whenever you paraphrase material in APA format, you must place an in-text citation in your paper, noting the source you paraphrased. An in-text citation is closed in parentheses, and contains the last name of the source's author and the year the source was published. You may also include the page number of the cited information, though this is not required for paraphrased references. Note that other writing styles will require different information for this in-text citation -- Modern Language Association, for instance, requires only author name and page number. For example, say you were paraphrasing in APA the following sentence from Mircea Eliade's "The Myth of the Eternal Return":

"In fact, the myths of many peoples allude to a very distant epoch when men knew neither death nor toil nor suffering and had a bountiful supply of food merely for the taking."

A paraphrasing of this sentence, with an in-text citation, might look as follows:

One recurring theme in mythology is an ancient time period where humanity lived without the threat of starvation or the burdens of work and pain (Eliade, 2005, p. 91).

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• APA Style Blog: Citing Paraphrased Work in APA Style
• Williams College: Tips on Paraphrasing
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Jon Zamboni began writing professionally in 2010. He has previously written for The Spiritual Herald, an urban health care and religious issues newspaper based in New York City, and online music magazine eBurban. Zamboni has a Bachelor of Arts in religious studies from Wesleyan University.

APA Citation Guide (7th edition) : Paraphrasing

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Paraphrasing

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Paraphrasing examples.

• In-Text Citation for More Than One Author

In-Text Citation for Group or Corporate Authors

No author and/or no date.

When you write information from a source in your own words, cite the source by adding an in-text citation at the end of the paraphrased portion as follows:

Mother-infant attachment became a leading topic of developmental research following the publication of John Bowlby's studies (Hunt, 1993).

Note : If you refer to the author's name in a sentence you do not have to include the name again as part of your in-text citation, instead include the year of publication following his/her name:

Hunt (1993) noted that mother-infant attachment became a leading topic of developmental research after the publication of John Bowlby's studies.

Original Source

Homeless individuals commonly come from families who are riddled with problems and marital disharmony, and are alienated from their parents. They have often been physically and even sexually abused, have relocated frequently, and many of them may be asked to leave home or are actually thrown out, or alternatively are placed in group homes or in foster care. They often have no one to care for them and no one knows them intimately.

Source from: 

Rokach, A. (2005). The causes of loneliness in homeless youth. The Journal of Psychology , 139, 469-480. 

Example: Incorrect Paraphrasing

The homeless come from families with problems. Frequently, they have been physically or sexually abused, or have lived in group homes. Usually no one cares for them or knows them intimately (Rokach, 2005). 

Note : In this incorrect example the writing is too similar to the original source. The student only changed or removed a few words and has not phrased the ideas in a new way. 

Example: Correct Paraphrasing

Many homeless experience isolation in part due to suffering from abuse or neglect during their childhood (Rokach, 2005).

Note : The example keeps the idea of the original writing but phrases it in a new way.

In-Text Citation For Two or More Authors/Editors

No Known Author:

Note that in most cases where a personal author is not named, a group author may be cited instead (eg. Statistics Canada). However, in certain cases, such as religious ancient texts, the author is unknown. Where you'd normally put the author's last name, instead use the first one, two, or three words from the title. Don't count initial articles like "A", "An" or "The". You should provide enough words to make it clear which work you're referring to from your References List.

If the title in the References list is in italics, italicize the words from the title in the in-text citation.

If you are citing an article, a chapter of a book or a page from a website, put the words in double quotation marks.

Capitalize the titles using title case (every major word is capitalized) even if the reference list entry uses sentence case (only first word is capitalized).

( Cell Biology , 2012, p. 157)

("Nursing," 2011, p. 9)

No Known Date of Publication :

Where you'd normally put the year of publication, instead use the letters "n.d.".

(Smith, n.d., p. 200)

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How to Format an Interview Transcript: A Step-by-Step Guide

How to Transcribe an Interview 

Step 7. saving and sharing, common mistakes to avoid when formatting interview transcripts, 3. speaker recognition and labeling, frequently asked questions.

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Have you ever wondered how to format an interview transcript to make it clear and professional? Proper formatting is crucial for enhancing readability and ensuring that your transcripts accurately represent the conversation.

Whether you’re a journalist, researcher, or HR professional, well-structured transcripts make it easier to analyze content, share information, and create reports. In this article, we’ll explore best practices for formatting an interview transcript, from choosing the right tools to organizing the text. By the end, you’ll be equipped with the knowledge to transform your raw recordings into polished, professional documents.

Why Proper Formatting of Interview Transcripts Matters

Properly formatting interview transcripts is more than just a matter of presentation—it ensures clarity, professionalism, and accessibility. Whether you’re using transcripts for research, publication, or internal documentation, well-structured transcripts are invaluable. Here’s a deeper look into why investing time in formatting your transcripts is essential:

1. Clarity and Readability

• Ease of Understanding: Properly formatted transcripts help readers follow the conversation effortlessly. Clearly labeled speakers, structured paragraphs, and the appropriate use of punctuation make it easier to grasp the context and flow of the discussion. For example, using line breaks between different speakers or topics prevents confusion and allows the reader to digest information in manageable chunks.
• Reduced Misinterpretation: Proper grammar and punctuation prevent misunderstandings that can arise from ambiguous phrasing. This is particularly important in interviews where nuanced responses are often conveyed through tone and phrasing.

2. Professionalism

• Positive Impression: A well-formatted transcript reflects the competence and professionalism of the person or organization presenting it. This is crucial in fields like journalism, research, and HR, where maintaining credibility is vital. A polished transcript indicates attention to detail and respect for both the interviewee and the audience.
• Brand Representation: For companies and publications, consistent and professional transcript formatting is part of brand representation. It assures stakeholders, readers, and clients that the content produced is reliable and of high quality.

3. Efficient Information Retrieval

• Quick Reference: Organized transcripts make it significantly easier to find specific information, quotes, or themes. This is invaluable for researchers and writers who need to extract and reference precise content quickly. Using timestamps and headings allows readers to navigate long transcripts without having to read the entire document.
• Enhanced Analysis: Structured transcripts facilitate better analysis and synthesis of information. For instance, when comparing responses from multiple interviewees, clear and consistent formatting allows for seamless cross-referencing.

4. Consistency in Documentation

• Standardization Across Projects: Consistent formatting across multiple transcripts helps maintain a standard, making comparisons and analysis more straightforward. This is particularly useful in longitudinal studies or projects involving multiple interviewers and subjects.
• Reliable Record-Keeping: For legal or academic purposes, maintaining a consistent format ensures that all transcripts adhere to a standard protocol, making it easier to compile and present data cohesively.

5. Improved Accessibility

• User-Friendly for All Audiences: Proper formatting, including clear speaker labels and paragraph breaks, makes transcripts more accessible to a wider audience, including those with visual or cognitive impairments. This can be especially important for educational and training materials.
• Support for Translation and Adaptation: Well-organized transcripts are easier to translate and adapt for different purposes, such as creating subtitles or preparing summaries. This broadens the usability of the content across various formats and languages.

1. Choose the Right Transcription Method

Manual Transcription: Type out the entire interview by listening to the recording. This method is time-consuming but allows for more control over the content.

Automated Transcription: Use AI-powered tools like Krisp’s meeting transcription to quickly convert speech to text. This is faster but may require some editing for accuracy.

2. Select Your Tools

Transcription Software : Choose software that supports playback speed adjustment, keyboard shortcuts, and timestamps. For example, Krisp offers high-quality transcription and editing capabilities.

Audio Player: Use a reliable audio player with playback controls to pause, rewind, and adjust speed.

3. Prepare for Transcription

Clear the Environment: Soundproof your workspace to focus on the audio without distractions.

Set Up Shortcuts: Use keyboard shortcuts for common phrases or speaker labels to save time.

4. Transcribe the Interview

Start with a Rough Draft: Type out the conversation verbatim. Don’t worry about grammar or punctuation in this stage; focus on capturing the dialogue accurately.

Use Timestamps: Insert timestamps at significant points or every few minutes to easily reference sections later.

Step-by-Step Guide: Formatting an Interview Transcript

Formatting an interview transcript correctly is crucial for readability and professionalism. By following a few structured steps, you can transform a raw transcript into a polished document that’s easy to understand and reference. Let’s go through the key steps to format an interview transcript effectively.

Step 1. Initial Clean-Up

• Review the Raw Transcript: Start by reviewing the initial transcription. Correct any obvious errors, such as misheard words, misspellings, and inaccurate speaker labels.
• Remove Filler Words: Edit out unnecessary filler words like “um,” “uh,” and repeated phrases unless they add context or meaning to the conversation.

Step 2. Adding Speaker Labels and Timestamps

• Label Each Speaker: Clearly identify each speaker at the beginning of their turn (e.g., “Interviewer” and “Interviewee” or their names).
• Insert Timestamps : Add timestamps at regular intervals (e.g., every 5 minutes) or at significant points to make it easier to locate specific parts of the conversation.

Step 3. Structuring the Transcript

• Use Paragraphs for Clarity: Break the transcript into paragraphs for each new speaker or topic. This helps improve readability and keeps the conversation organized.
• Highlight Transitions: Use line breaks or headings to indicate transitions between topics or sections.

Step 4. Editing for Clarity and Flow

• Correct Grammar and Punctuation : Edit the transcript for grammar and punctuation while keeping the speaker’s intent intact. Avoid changing the original meaning or style.
• Maintain Speaker’s Voice: Preserve the speaker’s unique speech patterns and tone to maintain authenticity.

Step 5. Formatting the Transcript

• Consistent Formatting Style: Choose a consistent font and size (e.g., Arial or Times New Roman, 12pt). Use 1.5 or double line spacing for better readability.
• Organize Sections: Use headings and subheadings to organize different topics or themes within the transcript. This is especially useful for long interviews.

Step 6. Reviewing and Finalizing

• Proofread : Read through the entire transcript to catch any remaining errors or inconsistencies.
• Check Consistency: Ensure that speaker labels, timestamps, and formatting are consistent throughout the document.
• File Format: Save the transcript in a commonly used format like Word or PDF, depending on your needs.
• Backup and Share: Create a backup of the final document and share it with relevant stakeholders as needed.

Pro Tip: Ensure Clear Sound Quality

Reduce background noise and distractions during your interview recordings by using Krisp’s noise cancellation. This ensures clearer audio quality, making the transcription process easier and more accurate.

Examples of Well-Formatted Interview Transcripts

1. standard format.

Speaker Labels and Timestamps: Use clear labels like “Interviewer” and “Interviewee,” and include timestamps at regular intervals or at the start of each response.

2. Question-Answer Format

Use a direct question-answer format without additional context. This style is often used in media interviews or blog posts.

• Narrative Format

Storytelling Approach: Present the interview in a narrative style, with minimal interruptions and a focus on storytelling. Use quotations and paraphrasing where necessary.

5. Informal Conversational Format

Casual and Flowing: Use this format for informal interviews, such as podcast transcripts. It captures the natural flow of conversation without heavy editing.

Using Krisp for High-Quality Transcription and Formatting

Using high-quality tools is essential for producing clear and professional interview transcripts. Krisp’s advanced transcription and noise cancellation features can significantly streamline this process, ensuring that your recordings are accurate and easy to format. 

1. Accurate Transcription with AI Technology

• Automated Transcription: Krisp’s AI-powered transcription tool provides accurate transcriptions of your recordings, minimizing errors and saving time compared to manual transcription.
• Real-Time Transcription: With real-time transcription capabilities, you can view and edit your transcripts as you record the conversation, ensuring accuracy from the start.

2. Noise Cancellation for Clear Recordings

Eliminate Background Noise: Krisp’s advanced noise cancellation technology filters out background noises like traffic, chatter, and keyboard sounds. This ensures that your recordings are clear, making the transcription process more accurate.

Automatic Speaker Labels: Krisp can automatically identify and label different speakers in the conversation, making it easier to format your transcript accurately.

Customization: You can edit speaker labels directly in the tool to ensure they are correct and consistent throughout the transcript.

Transcribe noise-free with Krisp  

How to structure an interview transcript? Organize the transcript by using speaker labels for each participant, separating different topics or responses into paragraphs, and including timestamps if needed. This makes the transcript easy to read and follow. How to format an interview transcript in APA? In APA format, include the interviewee’s name, date of the interview, and a brief introduction. Use double-spacing and a readable font like Times New Roman, 12pt. For in-text citations, reference the interview as a personal communication, e.g., (J. Doe, personal communication, May 15, 2024). How should transcripts be formatted? Transcripts should include clear speaker labels, consistent punctuation, and paragraph breaks for each new speaker or topic. Include timestamps and non-verbal cues, like [laughs], when relevant. How do I format an interview transcript in Google Docs? Use a table or clear speaker labels to differentiate speakers. Set the font to Arial or Times New Roman, 12pt, and use 1.5 or double spacing. Insert timestamps and use headings or line breaks to separate different topics. What should a transcript look like? A well-formatted transcript should be clear, organized, and easy to read. It should include accurate speaker labels, proper punctuation, paragraph breaks, and any relevant non-verbal cues. Consistency in formatting is key to maintaining professionalism.

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