How to Cite a PDF in Your Writing

The basic format depends on your citation style

PDF citations follow the same rules as citations for other sources, but you include the PDF format in the reference. The three most common styles are MLA, APA, and Chicago. Each one arranges author name, title, publication date, and URL or DOI in a different order, and each handles PDFs slightly differently. Your school, workplace, or publication will tell you which style to use.

The key difference between citing a PDF and citing a printed book or web page is that you note the source is a PDF file. This tells your reader exactly what format you accessed, which matters because PDFs can be scanned images, searchable documents, or interactive files. A PDF also preserves page numbers, which makes it easier for someone to find the exact passage you quoted.

Key Takeaways

MLA style puts the author name first, then the title in quotes, then the website or publisher, the publication date, and the URL or DOI.
APA style lists the author, publication year in parentheses, title, publisher, and DOI or URL, with the PDF format noted at the end.
Chicago style uses footnotes or endnotes for the first mention, then a shortened version for later mentions of the same source.
If the PDF has no author, start with the title instead, and if there is no publication date, write "n.d." in place of the year.
A DOI (Digital Object Identifier) is more stable than a URL, so use it if the PDF provides one.

MLA format for PDFs

In MLA style, write the author's last name first, then a comma, then the first name. Follow that with the title of the work in quotation marks, the name of the website or publisher, the publication date, and the URL or DOI. At the very end, add "PDF file" or "PDF" to show the format.

Here is an example: Smith, John. "The History of Digital Archives." Archive Foundation, 2019, www.example.com/smith-archives.pdf. PDF file.

If the PDF is a book published by a traditional publisher, include the publisher name instead of a website. If there is no author, begin with the title. If the publication date is missing, omit it and move directly to the URL or DOI.

APA format for PDFs

APA style lists the author's last name and first initial, followed by the publication year in parentheses. Then comes the title of the work (in sentence case, not title case), the publisher or website name, and the DOI or URL. End with the note that it is a PDF.

Here is an example: Smith, J. (2019). The history of digital archives. Archive Foundation. https://doi.org/10.1234/example or https://www.example.com/smith-archives.pdf

In APA, if a DOI is available, use it instead of the full URL. If there is no author, start with the title. If the year is unknown, write "(n.d.)" in place of the year. Some instructors ask you to add "[PDF]" at the end of the citation to clarify the format.

Chicago style for PDFs

Chicago style uses footnotes or endnotes for the first mention of a source. The format is: Author First Name Last Name, "Title of Work," Publisher or Website Name, publication date, URL or DOI.

Here is an example: John Smith, "The History of Digital Archives," Archive Foundation, 2019, https://www.example.com/smith-archives.pdf.

After the first full note, you can use a shortened version for later mentions of the same source. The shortened form is usually just the author's last name and a shortened title: Smith, "History of Digital Archives." Chicago style also requires a bibliography entry at the end of your paper, which reverses the author's name (Last Name, First Name) and follows a similar format to the footnote.

When the PDF has no author or publication date

If the PDF does not list an author, start your citation with the title instead. Put the title in quotation marks (for articles or chapters) or italics (for books or reports). Then continue with the publisher or website name, the date if available, and the URL or DOI.

If the publication date is missing, write "n.d." in MLA and Chicago styles, or "(n.d.)" in APA style. This stands for "no date." If both the author and date are missing, the citation becomes harder to verify, so note this in your paper if the source is important to your argument.

Using DOI versus URL

A DOI (Digital Object Identifier) is a permanent code assigned to many academic papers and published documents. It looks like this: 10.1234/example. A DOI is more reliable than a URL because it does not change if the website moves or reorganizes. If your PDF provides a DOI, use it instead of the full web address.

To find a DOI, look on the first page of the PDF or search the document title in a search engine — the DOI often appears in the results. If the PDF has no DOI, use the full URL where you found it. Make sure the URL is complete and accurate, because a reader will use it to find the source themselves.

Citing PDFs from databases and repositories

Many PDFs come from academic databases like JSTOR, ProQuest, or Google Scholar, or from repositories like ResearchGate or institutional archives. When citing these, include the database or repository name in your citation, because the same document may appear in multiple places with different URLs.

For example, in APA style: Smith, J. (2019). The history of digital archives. Archive Foundation. Retrieved from JSTOR database. https://doi.org/10.1234/example. In MLA style, add the database name before the URL: Smith, John. "The History of Digital Archives." Archive Foundation, 2019. JSTOR, www.jstor.org/stable/example. PDF file.

If you accessed the PDF through your school or library, you may also need to note that it was accessed through a library database or institutional login. Check your citation style guide or ask your instructor whether to include this information.

Frequently Asked Questions

Do I need to include the file size or number of pages in a PDF citation?

No. File size and page count are not required in any major citation style. You only need to note that the source is a PDF. Page numbers matter if you are quoting a specific passage — include those in parentheses after the quote, not in the citation itself.

What if the PDF is a scanned image of a printed book?

Cite it as you would the original book, but add "PDF" at the end to show the format you accessed. If the scanned version has a different publication date or publisher than the original, use the information from the PDF itself. Some instructors prefer you to cite the original printed version instead — ask before you submit.

Can I cite a PDF I downloaded to my computer without including a URL?

No. Even if you downloaded the PDF, you need to include the URL or DOI where you found it. This lets your reader locate the source. If you cannot find a URL or DOI, note the access date instead: "Accessed January 15, 2024." But a URL or DOI is always better.

How do I cite a PDF that is a government report or legal document?

Government and legal PDFs follow the same basic format as other sources, but you may list the government agency or department as the author. For example: U.S. Environmental Protection Agency. "Climate Change Indicators." EPA, 2023, www.epa.gov/climate-indicators.pdf. Check your citation style guide for specific rules on government sources.

What if the PDF has multiple authors?

List all authors in the order they appear on the document. In MLA, separate them with commas and use "and" before the last name. In APA, use commas and an ampersand (&) before the last author. In Chicago style, list all authors in the footnote, but in the bibliography, you can list only the first author followed by "et al." if there are more than three.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.