Social Work: APA 7th Writing and Language Usage

Library resources for research and study in Social Work

Introduction to APA Writing and Language Usage

Bias-Free Language

The American Psychological Association emphasizes the need to talk about all people with inclusivity and respect. Writers using APA Style must strive to use language that is free of bias and avoid perpetuating prejudicial beliefs or demeaning attitudes in their writing. Just as you have learned to check what you write for spelling, grammar, and wordiness, practice reading your work for bias.

From APA Style "Bias-Free Language"

Grammar

Proper grammar and usage are important to all writing, including papers written in APA Style. Incorrect grammar and careless construction of sentences distract readers, introduce ambiguity, and impede clear communication.

From APA Style "Grammar"

Bias-Free Language

Age

When you are writing, you need to follow general principles to ensure that your language is free of bias. Here we provide guidelines for talking about age with inclusivity and respect.

Age should be reported as part of the description of participants in the paper’s Method section. Be specific in providing age ranges, means, and medians. Avoid open-ended definitions such as “under 18 years” or “over 65 years,” unless referring, for instance, to broad research study eligibility criteria.

 

Terms for different age groups

Different terms are used for individuals of different ages, and these terms are often gendered. Use the terms individuals use to self-describe, whether these are binary gender categories of boy–girl or man–woman or descriptive and possibly nonbinary categories of transgender, genderqueer, agender, or gender-fluid.

  • For an individual of any age, appropriate terms are “person,” “individual,” and so on. In general, avoid using “males” and “females” as nouns; instead use “men” and “women” or other age- and gender-appropriate words. “Males” and “females” are appropriate when groups include individuals with a broad age range (e.g., “males” to describe a group that includes both boys and men).
  • For an individual aged 12 years and younger, appropriate terms are “infant” (for a very young child), “child,” “girl,” “boy,” “transgender girl,” “transgender boy,” “gender-fluid child,” and so on.
  • For an individual aged 13 to 17 years, appropriate terms are “adolescent,” “young person,” “youth,” “young woman,” “young man,” “female adolescent,” “male adolescent,” “agender adolescent,” and so on.
  • For an individual aged 18 years and older, appropriate terms are “adult,” “woman,” “man,” “transgender man,” “trans man,” “transgender woman,” “trans woman,” “genderqueer adult,” “cisgender adult,” and so on.

Terms for older adults

Older adults are a subgroup of adults, and the age groups of older adults may be described with adjectives. On first reference to a group of older people, be as specific as possible by including the age range, average age, and median age, when available. Terms such as “older persons,” “older people,” “older adults,” “older patients,” “older individuals,” “persons 65 years and older,” and “the older population” are preferred.

Avoid using terms such as “seniors,” “elderly,” “the aged,” “aging dependents,” and similar “othering” terms because they connote a stereotype and suggest that members of the group are not part of society but rather a group apart (see Lundebjerg et al., 2017; Sweetland et al., 2017). Do not use these stigmatizing terms in your research even if your participants use them to refer to themselves (also see guidance regarding disability). Likewise, avoid negativistic and fatalistic attitudes toward aging, such as age as being an obstacle to overcome (Lindland et al., 2015). Do not use “senile”; it is an outdated term with no agreed-upon meaning. Use “dementia” instead of “senility”; specify the type of dementia when known (e.g., dementia due to Alzheimer’s disease). Be sure your language conveys that aging is a normal part of the human experience and is separate from disease and disorder.

Gerontologists may use combination terms for older age groups (e.g., “young-old,” “old-old,” “oldest old”); provide the specific ages of these groups when introducing them in your paper, and use the group names only as adjectives, not as nouns (i.e., refer to “young-old individuals,” not to “the young-old”).

When contrasting older adults with adults of other ages, describe that other age group specifically (e.g., young adults vs. older adults, middle-aged adults vs. older adults). You can use decade-specific descriptors if desired (e.g., octogenarian, centenarian). Generational descriptors such as “baby boomers,” “Gen X,” “millennials,” “centennials,” “Gen Z,” and so on should be used only when discussing studies related to the topic of generations.

For more information on writing about age, see “Guidelines for the Evaluation of Dementia and Age-Related Cognitive Change” (APA, 2012c) and “Guidelines for Psychological Practice With Older Adults” (APA, 2014).

Disability

When you are writing, you need to follow general principles to ensure that your language is free of bias. Here we provide guidelines for talking about disability with inclusivity and respect.

Disability is a broad term that is defined in both legal and scientific ways and encompasses physical, psychological, intellectual, and socioemotional impairments (World Health Organization, 2001, 2011). The members of some groups of people with disabilities—effectively subcultures within the larger culture of disability—have particular ways of referring to themselves that they would prefer others to adopt. When you use the disability language choices made by groups of disabled individuals, you honor their preferences. For example, some Deaf individuals culturally prefer to be called “Deaf” (capitalized) rather than “people with hearing loss” or “people who are deaf” (Dunn & Andrews, 2015). Likewise, use the term “hard of hearing” rather than “hearing-impaired.” Honoring the preference of the group is not only a sign of professional awareness and respect for any disability group but also a way to offer solidarity.

The language to use where disability is concerned is evolving. The overall principle for using disability language is to maintain the integrity (worth and dignity) of all individuals as human beings. Authors who write about disability are encouraged to use terms and descriptions that both honor and explain person-first and identity-first perspectives. Language should be selected with the understanding that the expressed preference of people with disabilities regarding identification supersedes matters of style.

Person-first language

In person-first language, the person is emphasized, not the individual’s disabling or chronic condition (e.g., use “a person with paraplegia” and “a youth with epilepsy” rather than “a paraplegic” or “an epileptic”). This principle applies to groups of people as well (e.g., use “people with substance use disorders” or “people with intellectual disabilities” rather than “substance abusers” or “the mentally retarded”; University of Kansas, Research and Training Center on Independent Living, 2020).

 

Identity-first language

In identity-first language, the disability becomes the focus, which allows the individual to claim the disability and choose their identity rather than permitting others (e.g., authors, educators, researchers) to name it or to select terms with negative implications (Brown, 2011/n.d.; Brueggemann, 2013; Dunn & Andrews, 2015). Identity-first language is often used as an expression of cultural pride and a reclamation of a disability that once conferred a negative identity. This type of language allows for constructions such as “blind person,” “autistic person,” and “amputee,” whereas in person-first language, the constructions would be “person who is blind,” “person with autism,” and “person with an amputation,” respectively.

 

Choosing between person-first and identity-first language

Both person-first and identity-first approaches to language are designed to respect disabled persons; both are fine choices overall. It is permissible to use either approach or to mix person-first and identity-first language unless or until you know that a group clearly prefers one approach, in which case, you should use the preferred approach (Dunn & Andrews, n.d.). Mixing this language may help you avoid cumbersome repetition of “person with . . .” and is also a means to change how authors and readers regard disability and people within particular disability communities. Indeed, the level of disability identity integration can be an effective way to decipher the language that is preferred by the persons about whom you are writing. Those who embrace their disability as part of their cultural and/or personal identity are more likely to prefer identity-first language (Dunn & Andrews, 2015). If you are unsure of which approach to use, seek guidance from self-advocacy groups or other stakeholders specific to a group of people (see, e.g., Brown, 2011/n.d.). If you are working with participants directly, use the language they use to describe themselves.

 

Relevance of mentioning a disability

The nature of a disability should be indicated when it is relevant. For example, if a sample included people with spinal cord injuries and people with autism—two different groups with disabilities—then it makes sense to mention the presence of the particular disabilities. Within each group, there may be additional heterogeneity that should, under some circumstances, be articulated (e.g., different levels of spinal cord injury, different symptom severities of autism spectrum disorder).

Negative and condescending terminology

Avoid language that uses pictorial metaphors or negativistic terms that imply restriction (e.g., “wheelchair bound” or “confined to a wheelchair”; use the term “wheelchair user” instead) and that uses excessive and negative labels (e.g., “AIDS victim,” “brain damaged”; use the terms “person with AIDS” or “person with a traumatic brain injury” instead).

Avoid terms that can be regarded as slurs (e.g., “cripple,” “invalid,” “nuts,” “alcoholic,” “meth addict”); use terms like “person with a physical disability,” “person with a mental illness,” “person with alcohol use disorder,” or “person with substance use disorder” instead, or be more specific (e.g., “person with schizophrenia”).

Labels such as “high functioning” or “low functioning” are both problematic and ineffective in describing the nuances of an individual’s experience with a developmental and/or intellectual disability; instead, specify the individual’s strengths and weaknesses. As with other diverse groups, insiders in disability culture may use negative and condescending terms with one another; it is not appropriate for an outsider (nondisabled person) to use these terms.

Avoid euphemisms that are condescending when describing individuals with disabilities (e.g., “special needs,” “physically challenged,” “handi-capable”). Many people with disabilities consider these terms patronizing and inappropriate. When writing about populations or participants with disabilities, emphasize both capabilities and concerns to avoid reducing them to a “bundle of deficiencies” (Rappaport, 1977). Refer to individuals with disabilities as “patients” (or “clients”) within the context of a health care setting.

Gender

When you are writing, you need to follow general principles to ensure that your language is free of bias. Here we provide guidelines for talking about gender with inclusivity and respect.

Gender offers an added layer of specificity when interpreting patterns or phenomena of human behavior. However, the terms related to gender and sex are often conflated, making precision essential to writing about gender and/or sex without bias. The language related to gender identity and sexual orientation has also evolved rapidly, and it is important to use the terms people use to describe themselves (Singh, 2017; for how to determine appropriate terms, see General Principles for Reducing Bias; for a list of terms and definitions, see APA, n.d.).

 

Gender versus sex

Gender refers to the attitudes, feelings, and behaviors that a given culture associates with a person’s biological sex (APA, 2012). Gender is a social construct and a social identity. Use the term “gender” when referring to people as social groups. For example, when reporting the genders of participants in the Method section, write something like this: “Approximately 60% of participants identified as cisgender women, 35% as cisgender men, 3% as transgender women, 1% as transgender men, and 1% as nonbinary.” Sex refers to biological sex assignment; use the term “sex” when the biological distinction of sex assignment (e.g., sex assigned at birth) is predominant. Using “gender” instead of “sex” also avoids ambiguity over whether “sex” means “sexual behavior.” In some cases, there may not be a clear distinction between biological and acculturative factors, so a discussion of both sex and gender would be appropriate. For example, in the study of sexual orientation, researchers continue to examine the extent to which sexuality or sexual orientation—attraction to sex, gender, or some combination of both—is a biological and/or acculturative phenomenon.

 

Gender identity

Gender identity is a component of gender that describes a person’s psychological sense of their gender. Many people describe gender identity as a deeply felt, inherent sense of being a boy, a man, or male; a girl, a woman, or female; or a nonbinary gender (e.g., genderqueer, gender-nonconforming, gender-neutral, agender, gender-fluid) that may or may not correspond to a person’s sex assigned at birth, presumed gender based on sex assignment, or primary or secondary sex characteristics (APA, 2015a). Gender identity applies to all individuals and is not a characteristic only of transgender or gender-nonconforming individuals. Gender identity is distinct from sexual orientation; thus, the two must not be conflated (e.g., a gay transgender man has a masculine gender identity and a gay sexual orientation, a straight cisgender woman has a feminine gender identity and a straight sexual orientation).

 

Reporting of gender

Authors are strongly encouraged to explicitly designate information about the gender identities of the participants making up their samples (e.g., whether participants are transgender, cisgender, or other gender identities) rather than assuming cisgender identities. Cisgender refers to individuals whose sex assigned at birth aligns with their gender identity (APA, 2015). Cisgenderism or cissexism refers to the belief that being cisgender is normative, as indicated by the assumption that individuals are cisgender unless otherwise specified (both terms are in use). Genderism refers to the belief that there are only two genders and that gender is automatically linked to an individual’s sex assigned at birth (American Psychological Association of Graduate Students, 2015).

Transgender and gender-nonconforming people

Transgender is used as an adjective to refer to persons whose gender identity, expression, and/or role does not conform to what is culturally associated with their sex assigned at birth. Some transgender people hold a binary gender, such as man or woman, but others have a gender outside of this binary, such as gender-fluid or nonbinary.

Individuals whose gender varies from presumptions based on their sex assigned at birth may use terms other than “transgender” to describe their gender, including “gender-nonconforming,” “genderqueer,” “gender-nonbinary,” “gender-creative,” “agender,” or “two-spirit,” to name a few. (Note that “two-spirit” is a term specific to Indigenous and Native American communities.) 

Transprejudice and transnegativity denote discriminatory attitudes toward individuals who are transgender. Diverse identity terms are used by transgender and gender-nonconforming (TGNC) people, and “TGNC” is a generally agreed-upon umbrella term. These terms are generally used in an identity-first way (e.g., “transgender people,” “TGNC people”). However, there is some variation in the field; for example, clinicians often refer to individuals according to identity (self-identified) or describe gender variancegender expansiveness, or gender diversity rather than gender nonconformity or nonbinary gender. Be sure to use identity labels that are in accordance with the stated identities of the people you are describing, and clearly define how you are using such identity labels within your writing.

 

Sex assignment

The terms “birth sex,” “natal sex,” “tranny,” and “transvestite” are considered disparaging by scholars in TGNC psychological research; by many individuals identifying as transgender, gender-nonconforming, or nonbinary; and by people exhibiting gender diversity. Thus, these disparaging terms should be avoided. Additionally, “birth sex” and “natal sex” imply that sex is an immutable characteristic without sociocultural influence. It is more appropriate to use “assigned sex” or “sex assigned at birth,” as this functionally describes the assignment of a sex term (frequently binary male or female; however, intersex is an accurate assignment for some) predicated on observation of genitalia and/or determination of chromosomes and anatomical structures of the body at birth, which necessarily is interpreted within a sociocultural context. The term “transsexual” is largely outdated, but some people identify with it; this term should be used only for an individual who specifically claims it.

 

Gender and noun usage

Refer to all people, including transgender people, by the name they use to refer to themselves, which may be different from their legal name or the name on their birth certificate, keeping in mind provisions for respecting confidentiality. Likewise, to reduce the possibility of stereotypic bias and avoid ambiguity, use specific nouns to identify people or groups of people (e.g., women, men, transgender men, trans men, transgender women, trans women, cisgender women, cisgender men, gender-fluid people). Use “male” and “female” as adjectives (e.g., a male participant, a female experimenter) when appropriate and relevant. Use “male” and “female” as nouns only when the age range is broad or ambiguous or to identify a transgender person’s sex assignment at birth (e.g., “person assigned female at birth” is correct, not “person assigned girl at birth”). Otherwise, avoid using “male” and “female” as nouns and instead use the specific nouns for people of different ages (e.g., women).

To refer to all human beings, use terms like “individuals,” “people,” or “persons” rather than “man” or “mankind” to be accurate and inclusive. Avoid gendered endings such as “man” in occupational titles (e.g., use “police officer” instead of “policeman”), as these can be ambiguous and may imply incorrectly that all persons in the group self-identify as one gender. Instead, use a nongendered term if possible (e.g., “homemaker” instead of “housewife”). If you use sources that include the generic “man,” generic “he,” or dated occupational titles, clarify the historical context in which these terms were used.

Gender and pronoun usage

Pronoun usage requires specificity and care on the author’s part. Do not refer to the pronouns that transgender and gender-nonconforming people use as “preferred pronouns” because this implies a choice about one’s gender. Use the terms “identified pronouns,” “self-identified pronouns,” or “pronouns” instead. When writing about a known individual, use that person’s identified pronouns.

Some individuals use “they” as a singular pronoun; some use alternative pronouns such as “ze,” “xe,” “hir,” “per,” “ve,” “ey,” and “hen” (Swedish gender-neutral pronoun), among others. Some individuals may alternate between “he” and “she” or between “he and/or she” and “they,” whereas others use no pronouns at all and use their name in place of pronouns. Refer to a transgender person using language appropriate to the person’s gender, regardless of sex assigned at birth—for example, use the pronouns “he,” “him,” and “his” in reference to a transgender man who indicates use of these pronouns.

When referring to individuals whose identified pronouns are not known or when the gender of a generic or hypothetical person is irrelevant within the context, use the singular “they” to avoid making assumptions about an individual’s gender. Use the forms “they,” “them,” “theirs,” and so forth. Sexist bias can occur when pronouns are used carelessly, as when the pronoun “he” is used to refer to all people, when a gendered pronoun is used exclusively to define roles by sex (e.g., “the nurse . . . she”), or when “he” and “she” are alternated as though these terms are generic.

Pronouns associated with a specific gender have been found to induce readers to think of individuals of that gender even when the pronoun use is intended to be generic (Gastil, 1990; Moulton et al., 1978). In addition, exposure to gender-specific language in a professional context has been linked with a lower sense of belonging, reduced motivation, and professional disidentification for individuals who do not identify with that gender (Stout & Dasgupta, 2011). When writers use the singular “they,” it reduces bias in the way that readers perceive the individuals referred to in the text and thereby helps ensure that readers do not feel ostracized by that text.

Avoid using combinations such as “he or she,” “she or he,” “he/she,” and “(s) he” as alternatives to the singular “they” because such constructions imply an exclusively binary nature of gender and exclude individuals who do not use these pronouns. These forms can also appear awkward and distracting, especially with repetition. However, the combinations “he or she” or “she or he” (but not the combinations with slashes or parentheses) can be used sparingly if all people being referred to by the pronouns use these terms.

 

Terms that imply binaries

Avoid referring to one sex or gender as the “opposite sex” or “opposite gender”; appropriate wording may be “another sex” or “another gender.” The word “opposite” implies strong differences between two sexes or genders; however, there are more similarities than differences among people of different genders or sexes (see, e.g., Zell et al., 2015). As noted previously, some individuals do not identify with either binary gender, and these phrases ignore the existence of individuals who have disorders or differences of sex development or who are intersex (for more information, see Accord Alliance, n.d.; APA, 2015; Blackless et al., 2000; Intersex Society of North America, n.d.).

To describe members of a relationship (e.g., romantic couples, people in polyamorous relationships), use the phrases “mixed gender” or “mixed sex” when the partners have different genders or sexes, rather than “opposite gender” or “opposite sex”; use the phrases “same gender” or “same sex” when the partners have the same gender or sex.

Historical Context

Authors are encouraged to avoid perpetuating demeaning attitudes and biased assumptions about people in their writing. At the same time, historians and scholars writing analyses of past events or times or of historical figures must be careful not to misrepresent the ideas of the past in an effort to avoid language bias. Changes in nouns and pronouns may result in misrepresentation of the original author’s ideas and give a false interpretation of that author’s beliefs and intentions. In such writing, the best approach is to retain the original language and to comment on it in the discussion. Quotations should not be changed to accommodate current sensibilities.

Contemporary authors may indicate a historical author’s original term by following it with an asterisk the first time it appears in the text of their paper and by providing historical context on the same page as the quotation in a footnote. Below is an example of historically appropriate use of a term that is considered biased by today’s standards. Substituting a more gender-neutral or inclusive term would be historically inaccurate.

In forming the elite scientific society called the Experimentalists, Titchener “wanted above all to have free, informal interchange between older and younger men* in the area of experimental psychology, with the goal of socializing the next generation into the profession” (Furumoto, 1988, p. 105).1

The corresponding footnote reads as follows:

1 In this example, the term “men” conveys Titchener’s intention to exclude women from the society.

From APA Style "Historical Context"

Racial and Ethnic Identity

When you are writing, you need to follow general principles to ensure that your language is free of bias. Here we provide guidelines for talking about racial and ethnic identity with inclusivity and respect.

Terms used to refer to racial and ethnic groups continue to change over time. One reason for this is simply personal preference; preferred designations are as varied as the people they name. Another reason is that designations can become dated over time and may hold negative connotations. When describing racial and ethnic groups, be appropriately specific and sensitive to issues of labeling as described in general principles for reducing bias.

Race refers to physical differences that groups and cultures consider socially significant. For example, people might identify their race as Aboriginal, African American or Black, Asian, European American or White, Native American, Native Hawaiian or Pacific Islander, Māori, or some other race. 

Ethnicity refers to shared cultural characteristics such as language, ancestry, practices, and beliefs. For example, people might identify as Latino or another ethnicity. Be clear about whether you are referring to a racial group or to an ethnic group.

Race is a social construct that is not universal, so one must be careful not to impose racial labels on ethnic groups. Whenever possible, use the racial and/or ethnic terms that your participants themselves use. Be sure that the racial and ethnic categories you use are as clear and specific as possible.

For example, instead of categorizing participants as Asian American or Hispanic American, you could use more specific labels that identify their nation or region of origin, such as Japanese American or Cuban American. Use commonly accepted designations (e.g., census categories) while being sensitive to participants’ preferred designation.

 

Spelling and capitalization of racial and ethnic terms

Racial and ethnic groups are designated by proper nouns and are capitalized. Therefore, use “Black” and “White” instead of “black” and “white” (do not use colors to refer to other human groups; doing so is considered pejorative). Likewise, capitalize terms such as “Native American,” “Hispanic,” and so on. Capitalize “Indigenous” and “Aboriginal” whenever they are used. Capitalize “Indigenous People” or “Aboriginal People” when referring to a specific group (e.g., the Indigenous Peoples of Canada), but use lowercase for “people” when describing persons who are Indigenous or Aboriginal (e.g., “the authors were all Indigenous people but belonged to different nations”).

Do not use hyphens in multiword names, even if the names act as unit modifiers (e.g., write “Asian American participants,” not “Asian-American participants”). If people belong to multiple racial or ethnic groups, the names of the specific groups are capitalized, but the terms “multiracial,” “biracial,” “multi-ethnic,” and so on are lowercase.

Sexual Orientation

When you are writing, you need to follow general principles to ensure that your language is free of bias. Here we provide guidelines for talking about sexual orientation with inclusivity and respect.

Sexual orientation is a part of individual identity that includes “a person’s sexual and emotional attraction to another person and the behavior and/or social affiliation that may result from this attraction” (APA, 2015a, p. 862). Use the term “sexual orientation” rather than “sexual preference,” “sexual identity,” or “sexual orientation identity.” All people choose their partners regardless of their sexual orientation; however, the orientation itself is not a choice.

Sexual orientation can be conceptualized first by the degree to which a person feels sexual and emotional attraction; some parallel terms are “sexual,” “demisexual” (or “gray-asexual” or “gray-A”), and “asexual” (see The Asexual Visibility & Education Network, n.d.). A person who identifies as sexual feels sexual and emotional attraction toward some or all types of people, a person who identifies as demisexual feels sexually attracted only within the context of a strong emotional connection with another person, and a person who identifies as asexual does not experience sexual attraction or has little interest in sexual behavior (see APA, 2015b).

Second, sexual orientation can be conceptualized as having a direction. For people who identify as sexual or demisexual, their attraction then may be directed toward people who are similarly gendered, differently gendered, and so on. That is, sexual orientation indicates the gendered directionality of attraction, even if that directionality is very inclusive (e.g., nonbinary). Thus, a person might be attracted to men, women, both, neither, masculinity, femininity, and/or to people who have other gender identities such as genderqueer or androgynous, or a person may have an attraction that is not predicated on a perceived or known gender identity.

Socioeconomic Status

When you are writing, you need to follow general principles to ensure that your language is free of bias. Here we provide guidelines for talking about socioeconomic status with inclusivity and respect.

Socioeconomic status (SES) encompasses not only income but also educational attainment, occupational prestige, and subjective perceptions of social status and social class. SES encompasses quality of life attributes and opportunities afforded to people within society and is a consistent predictor of a vast array of psychological outcomes. Thus, SES should be reported as part of the description of participants in the Method section. Because SES is complex, it is not indexed similarly in all studies; therefore, precise terminology that appropriately describes a level of specificity and sensitivity is essential to minimize bias in language around SES (for a discussion, see Diemer et al., 2013).

 

Reporting SES

When reporting SES, provide as much detailed information as possible about people’s income, education, and occupations or employment circumstances. For example, when referring to “low-income participants” or “high-income participants,” classify whether reported incomes take into account household size, or provide information about the relation between household incomes and federal poverty guidelines. Additionally, SES can be described by providing information related to specific contextual and environmental conditions such as participants’ housing arrangement (e.g., renting a home, owning a home, residing in subsidized housing) and neighborhood characteristics such as median household income, percentage of unemployed people, or proportion of students who qualify for free or reduced-price lunch in local schools.

Grammar

Active and Passive Voice

Voice describes the relationship between a verb and the subject and object associated with it.

  • Active voice: the subject of a sentence is followed by the verb and then the object of the verb (e.g., “the children ate the cookies”).
  • Passive voice: the object of the verb is followed by the verb (usually a form of “to be” + past participle + the word “by”) and then the subject (e.g., “the cookies were eaten by the children”). If the subject is omitted (e.g., “the cookies were eaten”), it may result in confusion about who performed the action (did the children eat the cookies, or was it the dog?).

Both the active and the passive voice are permitted in APA Style. However, writers often overuse the passive voice.

  • Use the active voice as much as possible to create direct, clear, and concise sentences, especially when you are writing about the actions of people.
  • Use the passive voice when it is more important to focus on the recipient of an action than on who performed the action, such as when describing an experimental setup.

From APA Style "Active and Passive Voice"

First-Person Pronouns

Use first-person pronouns in APA Style to describe your work as well as your personal reactions.

  • If you are writing a paper by yourself, use the pronoun “I” to refer to yourself.
  • If you are writing a paper with coauthors, use the pronoun “we” to refer yourself and your coauthors together.

 

Referring to yourself in the third person

Do not use the third person to refer to yourself. Writers are often tempted to do this as a way to sound more formal or scholarly; however, it can create ambiguity for readers about whether you or someone else performed an action.

Correct: I explored treatments for social anxiety.

Incorrect: The author explored treatments for social anxiety.

From APA Style "First-Person Pronouns"

Logical Comparisons

Make clear and logical comparisons in your scholarly writing. Illogical comparisons often result from unparallel sentence structure or the omission of key words.

Consider the following sentence:

You have higher odds of being injured by a vending machine than a cat.

The sentence has two possible meanings:

You are more likely to be injured by a vending machine than by a cat.

You (a human) are more likely than a cat (an animal) to be injured by a vending machine.

To rewrite the sentence with the first meaning, repeat the word “by”:

You have higher odds of being injured by a vending machine than by a cat.

To rewrite the sentence with the second meaning, include a verb for the cat (here, “does”) and move the cat earlier in the sentence to emphasize the comparison with “you”:

You have higher odds than a cat does of being injured by a vending machine.

These examples demonstrate that thoughtful attention to word choice and sentence structure lessens the chance of ambiguity in writing.

From APA Style "Logical Comparisons"

Singular “They”

The singular “they” is a generic third-person singular pronoun in English. Use of the singular “they” is endorsed as part of APA Style because it is inclusive of all people and helps writers avoid making assumptions about gender. Although usage of the singular “they” was once discouraged in academic writing, many advocacy groups and publishers have accepted and endorsed it, including Merriam-Webster’s Dictionary.

  • Always use a person’s self-identified pronoun, including when a person uses the singular “they” as their pronoun.
  • Also use “they” as a generic third-person singular pronoun to refer to a person whose gender is unknown or irrelevant to the context of the usage.
  • Do not use “he” or “she” alone as generic third-person singular pronouns. Use combination forms such as “he or she” and “she or he” only if you know that these pronouns match the people being described.
  • Do not use combination forms such as “(s)he” and “s/he.” 
  • If you do not know the pronouns of the person being described, reword the sentence to avoid a pronoun or use the pronoun “they.”

Verb Tense

Verbs are direct, vigorous communicators. Use a chosen verb tense consistently throughout the same and adjacent paragraphs of a paper to ensure smooth expression.

Use the following verb tenses to report information in APA Style papers.

Verb tenses to report information in APA Style papers
Paper section Recommended tense Example

Literature review

(or whenever discussing other

researchers’ work)

Past Martin (2020) addressed
Present perfect Researchers have studied

Method

Description of procedure

Past Participants took a survey
Past perfect Others have used similar approaches

Reporting of your own or other

researchers’ results

Past

Results showed

Scores decreased

Hypotheses were not supported

Personal reactions Past I felt surprised
Present perfect I have experienced
Present I believe

Discussion of implications of results

or of previous statements

Present

The results indicate

The findings mean that

Presentation of conclusions, limitations,

future directions, and so forth

Present

We conclude

Limitations of the study are

Future research should explore

From APA Style "Verb Tense"

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