How-to · Step-by-step
How to cite a PDF
A PDF is a file format, not a source type, so you cite the document by what it actually is — a report, journal article, book or government paper.
The step most authors miss
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Step by step
How to do it
1.Work out what the document really is
Decide whether the PDF is a journal article, a book, a government or organisation report, a thesis or a conference paper. The genuine source type, not "PDF", determines the template.
2.Gather the metadata
Collect the author or organisation, title, date, and publisher or issuing body, just as you would for a print version of that source type.
3.Find a stable link or DOI
Note the DOI if the document has one, or the most stable URL. For an article, prefer the DOI; for a report, link to the publisher’s page.
4.Decide whether to note the format
Add a format descriptor such as "[PDF]" only when it helps a reader retrieve the exact file — for example an unusual download. For an ordinary online report it is often unnecessary.
5.Assemble the entry by source type
Apply the template for the underlying source type (report, article or book) in your chosen style, then add the URL or DOI.
APA 7th edition
Cite by source type. Report example: World Health Example Body. (2021). Citation practices in research (Report No. 12). https://www.example.org/report.pdf In-text: (World Health Example Body, 2021). APA does not add a "[PDF]" tag for ordinary documents; it cites the report and gives the URL. Use the relevant template — article, book or report — for the underlying type.
MLA 9th edition
Cite by source type, optionally noting the format. Report example: Example Research Council. Citation Practices in Research. Example Research Council, 2021, www.example.org/report.pdf. PDF download. In-text: (Example Research Council). MLA lets you add an optional descriptive note such as "PDF download" at the end of the entry when it clarifies the medium.
Chicago 17th edition (notes–bibliography)
Cite by source type and give the URL. Report bibliography: Example Research Council. Citation Practices in Research. Example Research Council, 2021. https://www.example.org/report.pdf. — First footnote: 1. Example Research Council, Citation Practices in Research (Example Research Council, 2021), https://www.example.org/report.pdf. Chicago cites the underlying document and may note "PDF" before the URL if useful.
Common questions
FAQ
Is there a special "PDF" citation format?+
No. PDF is just a file format. You cite the document for what it is — a journal article, book, report or thesis — using that source type’s template. The fact that you read it as a PDF does not change the citation, beyond an optional format note where it aids retrieval.
When should I write "[PDF]" in the citation?+
Add a format note only when it helps a reader find the exact file. MLA permits an optional "PDF" descriptor; APA generally omits it for ordinary online documents and instead gives the URL or DOI. If the document is a standard article or report, the URL is usually enough.
How do I cite a PDF of a journal article?+
Treat it as a journal article: author, article title, journal title, volume, issue, pages, year and DOI. The PDF is simply the form in which you accessed the article, so the journal-article template — and ideally the DOI — applies in every style.
Going deeper
