Master PDF citations in APA, MLA, and Chicago with step-by-step examples. Learn the core principle: Cite by source type, then add the URL or DOI.
You can cite a PDF correctly by treating it as a book, article, or report first, then adding the URL or DOI in your chosen style.
In this guide, we’ll show you the core rule for how to cite a PDF, give you quick templates for APA, MLA, and Chicago, and share extra examples for trickier sources like government reports.
Quick Citation Examples For PDFs (APA, MLA, Chicago)
Here’s a fast reference for a simple PDF that looks like a book or report available online.
Quick citation examples for PDFs (APA, MLA, Chicago)
You’ll adjust these patterns based on the source type, but they give you a clear starting point for most PDFs.
How To Cite a PDF: Core Principle and Steps
A PDF is just a file format. You always cite the source based on what it actually is: A journal article, book, report, webpage, white paper, thesis, or something else.
Once you know the source type, you follow the usual rules for that style and then add the URL or DOI for the PDF version.
Here’s a simple checklist you can use for any PDF: 1. Identify the source type: Journal article, book, report, webpage, thesis, or other. 2. Gather key details: Author, title, year, publisher or organization, and page range. 3. Look for a DOI first. If there is none, use a stable URL. 4. Apply the rules for APA, MLA, or Chicago for that source type. 5. Stay consistent with spacing, punctuation, capitalization, and italics across your reference list.
If you treat “PDF” as a format, not a special category, your citations stay accurate and easy to check.
How To Cite a PDF in APA Style (7th Edition)
APA style uses an author-date system with in-text citations and a reference list. The structure shifts a bit depending on what your PDF contains.
1. Webpage PDF
Template
Author, A. A. (Year, Month Day). Title of webpage. Website Name. URL
Example
Johnson, M. (2023, March 15). Understanding climate change impacts. Environmental Research Institute. https://example.com/climate-report.pdf
2. Report Or Government Document (PDF)
Template Author or Organization. (Year). Title of report (Report No. XXX if available). Publisher. URL
Example
Department of Education. (2023). Annual literacy assessment (Report No. ED-2023-01). Government Publishing Office. https://example.gov/literacy-report.pdf
If the author and publisher are the same organization, list the organization once as the author and omit it as the publisher.
3. Journal Article PDF
Template
Author, A. A., & Author, B. B. (Year). Title of article. Journal Name, Volume(Issue), pages. https://doi.org/XX.XXXX or URL
Example
Brown, L., & Davis, K. (2023). Digital transformation in education. Educational Technology Research, 45(2), 123-145. https://doi.org/10.1234/etr.2023.001
If a DOI exists, APA prefers the DOI over a URL.
4. Book or eBook (PDF)
Template
Author, A. A. (Year). Title of book. Publisher. URL
Example
Wilson, R. (2023). Modern research methods. Academic Publishers. https://example.com/research-methods.pdf
If you downloaded the PDF from a database and there is no DOI or stable URL, you can omit the URL entirely.
5. In-Text Citations in APA
Use parenthetical or narrative citations:
- Parenthetical: (Author, Year) or (Author, Year, p. X)
- Narrative: Author (Year) explains that... or According to Author (Year, p. X)...
For government bodies, use the organization name, for example (Department of Education, 2023).
How To Cite a PDF in MLA Style (9th Edition)
MLA focuses on “containers”, which are the places that hold your source, such as websites or databases. For PDFs, the website or platform usually acts as the container.
1. Webpage PDF
Template
Author. “Title of Page.” Website Name, Date, URL.
Example
Martinez, Ana. “Sustainable Agriculture Practices.” Green Farming Initiative, 12 Apr. 2023, https://example.com/sustainable-farming.pdf.
If there is no individual author, you can start with the organization name or with the title.
2. Report Or Government Publication (PDF)
Template
Author or Organization. Title of Report. Publisher, Year. Website Name, URL.
Example
Environmental Protection Agency. Water Quality Assessment 2023. EPA, 2023. EPA.gov, https://epa.gov/water-assessment.pdf.
If the publisher is the same as the author, you can list the name once and skip it as the publisher.
3. Journal Article PDF
Template
Author. “Article Title.” Journal Name, vol. XX, no. X, Year, pp. XX-XX. Database Name, URL.
Example
Chen, Wei. “Machine Learning Applications.” Computer Science Quarterly, vol. 28, no. 3, 2023, pp. 45-62. Academic Search, https://example.com/ml-applications.pdf.
For PDFs downloaded from databases, MLA often includes the database as the container name.
4. Book or eBook (PDF)
Template
Author. Title of Book. Publisher, Year. Website or Platform Name, URL.
Example
Thompson, Sarah. Digital Marketing Strategies. Business Press, 2023. Publisher Direct, https://example.com/marketing-book.pdf.
5. In-Text Citations in MLA
MLA uses author-page citations:
- With pages: (Author Page), for example, (Martinez 23).
- Without pages: (Author) or the organization name, for example, (Environmental Protection Agency).
You do not need the year in the in-text citation.
How To Cite a PDF in Chicago Style (17th Edition)
Chicago has two systems: notes-bibliography and author-date. Humanities fields often use notes-bibliography, so we’ll focus on that.
1. Downloaded eBook (PDF)
Footnote
Author, Title of Book, PDF (City: Publisher, Year), page.
Bibliography
Author. Title of Book. PDF. City: Publisher, Year.
Example 1. Rebecca Foster, Urban Planning Principles, PDF (New York: City Press, 2023), 87.
Foster, Rebecca. Urban Planning Principles. PDF. New York: City Press, 2023.
2. eBook Consulted Online (PDF)
Footnote
Author, Title of Book (City: Publisher, Year), page, URL.
Bibliography
Author. Title of Book. City: Publisher, Year. URL.
Example 2. Michael Torres, Climate Science Today (Boston: Science Publishers, 2023), 156, https://example.com/climate-science.pdf.
Torres, Michael. Climate Science Today. Boston: Science Publishers, 2023. https://example.com/climate-science.pdf.
3. Webpage Or Online PDF
Footnote
Author, “Title of Page,” Website Name, date, URL.
Bibliography
Author. “Title of Page.” Website Name. Date. URL.
Example 3. Lisa Park, “Renewable Energy Trends,” Energy Research Hub, March 20, 2023, https://example.com/energy-trends.pdf.
Park, Lisa. “Renewable Energy Trends.” Energy Research Hub. March 20, 2023. https://example.com/energy-trends.pdf.
4. Report Or White Paper (PDF)
Footnote
Organization Name, Title of Report (City: Publisher, Year), page, URL.
Bibliography
Organization Name. Title of Report. City: Publisher, Year. URL.
Example 4. National Health Institute, Public Health Assessment 2023 (Washington, DC: NIH, 2023), 34, https://nih.gov/health-assessment.pdf.
National Health Institute. Public Health Assessment 2023. Washington, DC: NIH, 2023. https://nih.gov/health-assessment.pdf.
5. Footnotes vs Author-Date Basics
- Notes-bibliography: uses numbered footnotes and a full bibliography.
- Author-date: uses brief in-text citations (Author Year, page) plus a reference list.
If your department uses author-date, the structure looks closer to APA.
Work Smarter With PDFs Using Smallpdf
Citing PDFs is easier when you can search, mark, and organize them properly. That’s where Smallpdf features fit into your research process.
- Use OCR in PDF Converter to turn scanned PDFs into searchable text, so you can find names, dates, and page references quickly.
- Add page numbers with Number Pages if the document does not have them, which makes your citations more precise.
- Compress PDF to reduce file size before you share sources with classmates, supervisors, or co-authors.
- Merge PDF to combine chapters or related reports into one file, then cite sections more efficiently.
- Annotate with PDF Annotator to highlight key quotes and add citation notes in the margins.
One graduate student told us that using OCR on historical scans cut hours from their citation work, because they could search for names and dates instead of reading page by page.
You can start with the free online features, then unlock more advanced options on a trial if your workload grows.
Sending the PDF You Cite To Someone Else
What if you want to send the PDF you’re citing to someone? Books can be long, making files big. The easiest way to make sure the PDF is shareable is to compress the PDF to an email-friendly size:
- Go to Smallpdf’s Compress PDF tool.
- Drag and drop your PDF into the toolbox.
- Watch your PDF magically shrink down.
- Download and send your PDF via email.
How to Cite a PDF Quickly
If you find yourself overwhelmed with all of the information above, you’re not alone. It’s a lot. That’s why tools were created to help you quickly and easily create a citation. Most of the time, you can choose a citation style and just add the document URL to get what you want. Amanda Dexter, Master of Arts in Teaching Secondary English from Missouri State University, recommends:
Don’t forget to double-check the automatically generated citations, though! Zoë E. Hunter, student at Grand Canyon University, cautions:
Don't forget to double-check the automatically generated citations, though! Zoë E. Hunter, student at Grand Canyon University, cautions:
Frequently Asked Questions About Citing PDFs
How do I cite a PDF with no author?
Start with the title in place of the author. In APA and Chicago, move the title to the author position in the reference or bibliography entry. In MLA, begin the citation with the title and use a shortened title in your in-text citations.
What if the PDF has no publication date?
Use “n.d.” (no date) in APA instead of the year. In MLA and Chicago, include an access date if no publication date appears in the PDF. An example in APA could look like (Author, n.d., p. X) for in-text citations.
How do I cite a PDF without a publisher?
For a webpage, you can often use the site or organization name as the publisher. If there is no clear publisher, some styles allow you to omit that element entirely. Check your style guide or instructor’s rules for how they prefer you handle missing publishers.
What if there are no page numbers in the PDF?
Use alternative location markers. In APA, you can write (Author, Year, para. 3) for paragraph numbers or refer to section headings. In MLA and Chicago, you can mention sections or chapter titles in your text if exact location markers are missing.
Should I include the URL if there is no DOI?
Yes. If a DOI is not available, include a stable URL so readers can access the same PDF. Try to use a permalink from a database or the most direct URL from the publisher or organization that hosts the document.
