How to reference properly (APA 7)
Referencing is the process of showing where your information comes from. In academic writing, this means clearly identifying the source of any idea, fact, or evidence you use. APA 7 is the referencing style commonly used in nursing and health degrees, and it follows a specific format that must be applied consistently throughout your assignment. Failing to reference sources is considered plagiarism, which universities treat as a serious breach of academic integrity, with consequences ranging from failing an assessment to suspension or exclusion from the course.
What You Need to Know
Referencing in APA 7 involves two parts: in-text citations and a reference list. If either is not included in an assignment, than a fail mark may result due to not meeting minimum academic requirements. Likewise, if there are specific instructions to include a certain amount of references, or specific types of sources (for example, “include 5 peer-reviewed journal articles”), then these are the minimum requirements required to pass the assessment, not doing so may result in a fail grade.
In-text Citations
An in-text citation is included in your sentence whenever you use information from a source. It must include the author and year.
There are two ways to write an in-text citations:
Narrative citation: the author is part of the sentence
Example: Smith (2020) explains that infection delays wound healing.Narrative citation, two authors: Smith and Johns (2020)
Narrative citation, three or or authors: Smith et al (2020)
Note: only the year is in brackets for a narrative citation.
Parenthetical citation: the citation appears at the end of the sentence
Example: Infection delays wound healing (Smith, 2020).Parenthetical citation, two authors: (Smith & Johns, 2020).
Parenthetical citation, three or more authors: (Smith et al, 2020).
Note: author and year are both included in the brackets. Full stop should be after the closing bracket.
If you use a direct quote, you must also include a page number: For example: (Smith, 2020, p. 122)
When there is no author use the title of the article. For example:
Wound healing may be delayed in the presence of infection (“Factors affecting wound healing,” 2020).
Reference List
A reference list is placed at the end of the assignment, on a new page, and includes full details of each source. In APA 7, the reference list should:
list authors alphabetically
not have dot points, numbers or dashes for each reference
have a hanging indent for each reference
not include an ISSN number
Reference list examples
Journal article:
One author:
Author, A. A. (Year). Title of article. Journal Name, volume(issue), pages. DOI
Mulptiple authors:
Author, A. A., Smith, A. B., Author, B. B., & Author, C. C. (Year). Title of article. Journal Name, volume(issue), pages. DOI
Book:
Author, A. A. (Year). Title of book. Publisher.
Website:
Author/Organisation. (Year). Title of page. Website Name. URL
No author:
Title of article. (Year). Website Name. URL
Every in-text citation must match a reference, and every reference must appear in the text.
Example reference list:
Brown, L., Nguyen, T., & Patel, R. (2021). Infection
and delayed tissue repair. Nursing Standard, 35(5), 45–50. https://doi.org/10.7748/ns.2021.e1156
Factors affecting wound healing. (2022).
Healthdirect Australia.
https://www.healthdirect.gov.au/wound-healing
Smith, J. (2020). Factors affecting wound healing
in acute and chronic conditions. Journal of
Clinical Nursing,29(3), 120–128.
https://doi.org/10.1111/jocn.1523
Note: each reference has a hanging indent, the name of the journal and issue number (the first number before the bracket) is italicised.
Use of referencing software
It is generally acceptable to use reference management software, such as EndNote, however always confirm this with your institution’s policy. While these tools can improve efficiency and accuracy, they should not replace your understanding of how referencing works.
Keep in mind:
some universities are increasing the use of in-class assessments, where software such as EndNote may not be permitted
reliance on reference software can make it difficult to reference accurately without it
automated references are not always correct and should be checked for formatting errors
understanding APA 7 allows you to identify and fix mistakes rather than relying on the software output
practising manual referencing ensures you can apply correct formatting in any assessment context
Beyond the Basics
Referencing is not just about adding brackets to the end of a sentence, it’s about clearly showing where your information comes from and how it supports your writing. A reference should always be attached to an idea, not just placed randomly at the end of a sentence. The reader should be able to see exactly which part of your writing is based on evidence and which part is your own explanation.
When using a source, the idea should be written in your own words first, followed by the citation. This helps maintain flow and ensures your writing is not dependent on the original wording. If the sentence closely mirrors the source, even with a few words changed, it is likely too similar and needs to be rewritten. Strong paraphrasing allows the evidence to be integrated naturally into your writing rather than appearing inserted.
Many universities utilise plagiarism-checking software, such as Turnitin, where text that is copied is highlighted and flagged as possible plagiarism. The reader can see where the original source was published, including previously submitted student assignments, compare similarity of the original source and submitted work, and proceed with investigations or disciplinary actions in line with the university’s policy on plagiarism.
When student work is deemed to be inadequately paraphrased, repercussions will likely follow, such as:
having to rewrite and resubit the entire assignment
receiving a fail mark for the assignment
the student name being added to the academic integrity register
a formal finding of academic misconduct, which may be recoded on the student’s academic record
referral to a disciplinary panel for repeat offences
exclusion from the course or graduation
These repercussions can be damaging to a student’s future professional reputation, particularly in a highly regulated industry, such as healthcare. Plagiarism isn’t just an academic issue, it raises concerns about integrity and professionalism, which are essential in clinical practice.
Citation placement is also important for clarity. If the entire sentence is based on one source, the citation should appear at the end. If only part of the sentence comes from the source, the citation should be placed immediately after that section. This makes it clear exactly what information is being supported and avoids confusion, particularly when multiple ideas are included in the same sentence.
For example:
Entire sentence from one source: Infection delays wound healing by prolonging inflammation and disrupting cellular repair processes (Smith, 2020).
Part of sentence from one source: Infection delays wound healing by prolonging inflammation (Smith, 2020), which can lead to delayed tissue repair.
It is equally important to recognise that not every sentence requires a reference. Your own analysis, linking sentences, and overall structure do not need to be cited. However, any factual information, explanation drawn from a source, or clinical content must be referenced. The aim is not to include as many citations as possible, but to use them appropriately and accurately.
Common mistakes include:
not using references for all information sourced. In general, the only time a discussion does not need to be referenced is for reflective practice (always follow specific instructions outlined for each assessment).
writing the sentence, full stop, then the in-text citation. For example, wound healing processes are often delayed due to microbial invasion. (Smith, 2010), The full stop should be after the closing bracket.
copying or closely rewording sentences from the source instead of properly paraphrasing.
placing citations incorrectly so it is unclear what information is being referenced
using citations that are not relevant to the discussion. For example, citing a source stating that handwashing reduces the spread of infection, but the source does not actually state this and has unrelated information.
including citations where they are not needed, such as after your own analysis or linking sentences
in-text citations that do not appear in the reference list and vice versa
poor source quality, such as sourcing information from websites or blog pages aimed at the general public
not including page numbers when using direct quotes or overusing direct quotes
inconsistent formatting, such as switching between Harvard and APA 7 or inconsistent italicisation
When referencing is done well, it becomes part of how your writing communicates. It shows the reader what information is evidence-based, how it supports your points, and where it has come from.
The reference list should be built as you write, not left until the end. Each source should be recorded in full APA 7 format at the time it is used. This reduces errors, ensures consistency, and makes it easier to check that every in-text citation has a corresponding reference.
In Practice
To apply this, follow a simple process each time you use a source:
Identify the source type (journal, book, website).
Write your sentence in your own words.
Add an in-text citation in the correct format.
Add the full reference to your reference list.
For example:
Write the idea:
Infection delays wound healing by disrupting normal cellular processes.
Add the citation:
Infection delays wound healing by disrupting normal cellular processes (Smith, 2020).
Add the reference:
Smith, J. (2020). Factors affecting wound healing. Journal of Clinical Nursing, 29(3), 120–128. DOI: 10,1078/830/oi84930
Before submitting your assignment, check that:
every source used has an in-text citation
every citation has a matching reference
formatting is consistent throughout
page numbers are included for direct quotes
Referencing is a step-by-step process. When applied consistently, it ensures your writing is clear, credible, and aligned with academic standards.