APA Formatting for Dissertations: The Complete 7th Edition Guide

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APA 7th edition dissertation formatting requires: 1-inch margins, 12pt Times New Roman (or Arial 11pt/Georgia 11pt), double-spacing throughout, left-aligned text with 0.5-inch paragraph indents, page numbers in top-right header. Use five-level heading hierarchy, italicized titles for sections, hanging indents for references, and include DOIs for all digital sources. Common mistakes include inconsistent margins/fonts, incorrect page numbering, missing DOIs, and improper spacing in references. Always check your university’s specific requirements as they may supersede APA guidelines.

Introduction: Why APA Formatting Isn’t Just About Appearances

Your dissertation research could be groundbreaking. Your analysis could be flawless. But if your formatting doesn’t comply with APA 7th edition standards, your committee may request revisions—delaying graduation by months or even causing initial rejection.

According to university formatting guidelines from institutions like Montclair State University and Pepperdine University, improper formatting is one of the top reasons dissertations require multiple revision rounds. The American Psychological Association’s (APA) official style guide provides clear, specific requirements for student papers and dissertations, yet many graduate students struggle with consistent application.

This comprehensive guide covers every APA formatting element you’ll need for your dissertation, from margins to references, with actionable checklists and examples to help you submit with confidence.

1. Core Formatting Requirements: The Foundation

Before diving into structure, establish these baseline formatting elements throughout your entire document:

Margins

Requirement: 1-inch (2.54 cm) margins on all sides
Exception: Some universities require 1.5-inch left margin for binding—always verify your institution’s guidelines
Tip: Check your document properties in Word or Google Docs to ensure consistent margins; never adjust margins to fit more text

Font and Point Size

APA permits multiple fonts:

Preferred: 12-point Times New Roman
Acceptable alternatives: 11-point Arial, 11-point Georgia, 10-point Computer Modern (for LaTeX)
Consistency rule: Use the same font throughout your entire document—don’t switch fonts for headings or tables

Spacing and Alignment

Double-space everything: Abstract, body text, block quotes, reference list, headings, and table/figure notes
No extra spaces: Don’t add additional blank lines between paragraphs or before/after headings
Left-align only: Text should be left-justified with a “ragged” right margin—never use full justification
Paragraph indents: First line of each paragraph indented 0.5 inches

Page Numbers

Location: Top-right corner of the header
Sequence: Arabic numerals (1, 2, 3…) for all pages including title page
Note: Some universities use lowercase Roman numerals (i, ii, iii) for preliminary pages—verify your requirements

2. Title Page: Your First Impression

The title page sets the tone for your entire dissertation. Follow these exact specifications:

Student Paper Format (Most Common)

Title: Bolded, centered, in title case, placed 3-4 lines down from top
Author name: Your full name, centered
Affiliation: Your department and university name
Course information: Course number and name (if required)
Instructor/Advisor: Name of advisor or committee chair
Date: Month and year of submission

Professional Paper Format (Less Common for Students)

Running head: “Running head: SHORT TITLE” in all caps (flush left), page number (flush right)
Title information centered vertically and horizontally on page
Author note: Includes affiliation, acknowledgments, contact information (bottom of page)

Common mistake alert: Using all caps for your title, including an author note on student papers, or manually spacing elements with Enter keys instead of document settings.

3. Abstract: Your Elevator Pitch

The abstract is often the first—and possibly only—part committee members read carefully. Make it count.

Format Specifications

Placement: New page after title page
Heading: “Abstract” centered and bolded (no formatting like italics or underline)
Length: 150-250 words (check your university’s specific requirement)
Content: Summarize your research problem, methods, results, and conclusions
Formatting: Double-spaced, 1-inch margins, no paragraph indentation

Critical Rules

Don’t cite references in the abstract unless absolutely necessary
Don’t include figures, tables, or footnotes
Never copy and paste from your introduction—write a concise summary specifically for the abstract

4. Main Body Structure: Headings and Organization

APA uses a five-level heading system designed to show hierarchy clearly. Unlike numbered outlines, APA headings use formatting variations.

The Five-Level Heading System

Level	Format	When to Use
Level 1	Centered, Bold, Title Case	Main sections (Method, Results, Discussion)
Level 2	Flush Left, Bold, Title Case	Subsections within main sections
Level 3	Flush Left, Bold Italic, Title Case	Further subdivision
Level 4	Indented (0.5″), Bold, Title Case, ending with period. Text begins immediately after	Detailed subsections
Level 5	Indented (0.5″), Bold Italic, Title Case, ending with period. Text begins immediately after	Most granular subdivisions

Example Structure:

Level 1: Method (Centered, Bold)

Level 2: Participant Characteristics (Flush Left, Bold)
Level 2: Data Collection (Flush Left, Bold)
Level 3: Online Surveys (Flush Left, Bold Italic)
Level 3: Interview Protocol (Flush Left, Bold Italic)
Level 4: Phase 1. (Indented, Bold, Period) Text begins…
Level 4: Phase 2. (Indented, Bold, Period) Text begins…

Important Heading Rules

Always use at least two headings at each level—don’t use a Level 3 without at least two Level 2 headings in that section
Don’t skip levels (can’t go from Level 1 to Level 3)
Keep spacing consistent: Double-space before and after headings; don’t add extra blank lines
Introduction doesn’t need a heading: The title serves as the first heading according to APA guidelines

5. Tables and Figures: Presenting Data Effectively

Tables and figures make complex data digestible, but they must adhere to strict APA formatting.

General Formatting Requirements

For Both Tables and Figures:

Number: Bold, left-aligned, followed by title (e.g., Table 1)
Title: Italicized, title case, on same line as number for tables; below number for figures
Font: 12-point Times New Roman or similar (10-14 pt acceptable for table body)
Spacing: Double-space table numbers, titles, and notes; table body may be single, 1.5, or double-spaced
Placement: Either embed immediately after first mention in text or place all together after references
Reference them by number: Write “see Table 1” not “see the table below”

Tables: Specific Guidelines

Lines: Use horizontal lines only (no vertical lines). Minimal horizontal lines separating headers and table borders
Columns: Left-align text in leftmost column, center everything else unless left alignment improves readability
Notes: Place below table if needed for explanations, abbreviations, or copyright attribution
Title case: Sentence case (only first word and proper nouns capitalized)

Figures: Specific Guidelines

Label: “Figure X” in bold, left-aligned above the figure or on title line below
Axes: Clearly labeled with units of measurement
Legends: Include when multiple data series shown
Resolution: Minimum 300 dpi for print quality
Reprinted/converted figures: Must include copyright attribution in note below figure

Common Table/Figure Mistakes

Creating tables wider than 1-inch margins (adjust font size or reformat)
Forgetting table/figure numbers in text references
Using vertical lines or excessive horizontal lines
Not including units of measurement on axes

6. In-Text Citations: Giving Credit Where It’s Due

APA uses author-date citation system. Master these patterns:

Basic Citation Formats

Paraphrase: (Smith, 2023) or Smith (2023) argued that…

Direct quote: (Smith, 2023, p. 45) or According to Smith (2023, p. 45), “direct quote appears here…”

Multiple authors:

Two authors: (Smith & Jones, 2023) every time; never use “et al.” in in-text citations for two authors
Three or more authors: (Smith et al., 2023) after first full citation

No author: Use organization name as author: (American Psychological Association, 2020)
If no date: (Smith, n.d.)

Punctuation Rules

Period placement: Period comes AFTER the citation, not before: “text (Author, 2020).” not “text. (Author, 2020)”
Multiple citations: Alphabetize and separate with semicolons: (Jones, 2020; Smith, 2018; Williams, 2019)
Block quotes (40+ words): Start on new line, indented 0.5 inches, no quotation marks, citation after the ending punctuation

ET AL. Usage

Remember: “et al.” means “and others” in Latin. Format:

Always includes a period after “al”: et al.
No italics
For three or more authors, use et al. for ALL in-text citations after first full citation

7. Reference List: Your Scholarly Bibliography

The reference list appears on a new page after your main body, titled “References” in bold, centered, at the top of the page. Entries are alphabetized by author’s last name with hanging indents (first line flush left, subsequent lines indented 0.5 inches).

Basic Reference Structure

Author, A. A., & Author, B. B. (Year). Title of work in sentence case and italics. Publisher or Database Name. URL or DOI

Dissertation/Thesis Reference Formats

Published dissertation from database:

Author, A. A. (Year). Title of dissertation in sentence case (Publication No.) [Doctoral dissertation, Name of Institution]. Database Name. URL

Unpublished dissertation:

Author, A. A. (Year). Title of dissertation in sentence case [Unpublished doctoral dissertation]. Name of Institution.

Master’s thesis from database:

Author, A. A. (Year). Title of thesis in sentence case (Publication No.) [Master's thesis, Name of Institution]. Database Name. URL

Key Reference List Rules

DOIs required: Every digital source must have a DOI in URL format (https://doi.org/xxxx). If no DOI, use direct URL
Hanging indents: First line flush left, all subsequent lines indented 0.5 inches
Italicize: Only the title and volume number (if journal article)
Sentence case: Only first word, proper nouns, and first word after colon are capitalized
No periods after URLs/DOIs: The period at end of reference comes after the URL/DOI

Common Reference Mistakes

Missing DOIs for journal articles (major issue in APA 7th)
Incorrect italics placement (italicizing publisher name instead of title)
Using “Retrieved from” before URLs (no longer required in APA 7)
Forgetting hanging indents
Alphabetizing incorrectly (ignore “A,” “An,” “The” at beginning; sort by author’s last name)

8. Appendices: Supplementary Material

Each appendix starts on a new page with “Appendix A” (bold, centered, at top of page). Use appendices for:

Supplementary data tables
Survey instruments or questionnaires
Detailed calculations
Additional figures or images not essential to main text
Raw data excerpts

Format: Label as “Appendix A”, “Appendix B” etc. Each appendix has a descriptive title on the line below, title case. If you have multiple appendices, include a “List of Appendices” after Table of Contents.

9. Numbering Conventions: The Sequence That Matters

Your dissertation pages must be numbered correctly:

Front Matter (Preliminary Pages):

Title page: No number shown but counted as page i
Abstract: Page ii
Table of Contents: Page iii
List of Tables/Figures: Page iv (if applicable)
Preface/Acknowledgments: Page v (if included)

Main Body:

First page of Chapter 1: Page 1 (Arabic numerals)
Continue consecutively through entire document

Back Matter:

References: Continues Arabic numbering
Appendices: Continue numbering sequentially

Important: Some universities require different pagination—always verify your graduate school’s guidelines.

10. Common APA Formatting Mistakes That Delay Approval

Based on dissertation formatting reviews, here are the most frequent errors that require revisions:

Critical Errors

Incorrect margins – using 0.5″ or 1.5″ margins on any side (must be exactly 1 inch unless binding requires 1.5″ left)
Inconsistent fonts – switching fonts between Arial and Times New Roman or using non-approved fonts
Wrong page numbering – starting body at page 3 instead of 1, or forgetting Roman numerals for front matter
Missing DOIs – every journal article reference must include DOI in URL format (https://doi.org/xxxx)
Spacing errors – single-spacing references, adding extra space between paragraphs, or failing to double-space headings

Moderate Errors

Heading level inconsistencies – skipping levels or using incorrect formatting for heading levels
Table/figure placement – placing tables/figures on separate pages when they should be embedded
Et al. punctuation – writing “et al” without the period or italicizing it incorrectly
Reference list alphabetization – sorting by title instead of author name
Citation punctuation – placing period before citation instead of after

Minor but Noticeable Errors

Passive voice overuse – especially in methods chapter (APA prefers active voice)
Number formatting – spelling out numbers 10+ or using numerals for 0-9 incorrectly
Acronym definitions – failing to define acronyms at first use
Title page errors – using all caps, missing author note (if required), incorrect alignment

11. Final APA Formatting Checklist

Before submission, verify EVERY item below:

Document Setup

All margins are exactly 1 inch on all sides (verify in Page Setup)
Font is consistent throughout (Times New Roman 12 pt or approved alternative)
Entire document is double-spaced (including references, block quotes, headings)
No extra spaces before/after headings
Text is left-aligned (ragged right), NOT fully justified
Paragraphs have 0.5-inch first line indent (not tabbed manually, use paragraph formatting)
Page numbers appear in top-right corner of every page (including title page)
Correct numbering sequence: Roman numerals for front matter, Arabic for body (verify university requirements)

Title Page

Title in bold, title case, centered 3-4 lines from top
Author name, affiliation, course, instructor, and date formatted correctly
No running head required for student papers (unless your university specifies)

Abstract

“Abstract” heading centered and bold
Word count within required range (typically 150-250 words)
No citations, figures, tables, or footnotes
No paragraph indentation

Headings

Correct heading levels used (no skipping)
Formatting matches APA specifications (centered vs left-aligned, bold vs italic)
At least two headings at each level used
No numbering (APA doesn’t use 1, 2, 3 for headings)

In-Text Citations

All paraphrased ideas cited
Direct quotes include page numbers (p. or pp.)
Three+ authors use et al. after first citation
Periods follow citations, not precede them
Multiple citations separated by semicolons and alphabetized

Reference List

Title “References” centered and bold on new page
Entries alphabetized by author last name
Hanging indents (0.5 inches) for all entries
DOIs included for all journal articles (https://doi.org/ format)
URLs formatted without “Retrieved from”
Italics used correctly (titles and volume numbers only)
Capitalization follows sentence case (except proper nouns)
No periods after URLs/DOIs

Tables and Figures

Numbered consecutively (Table 1, Table 2, etc.)
Bold labels, italic titles (for tables, title on same line; for figures, title below)
All tables/figures referenced in text by number
Fit within 1-inch margins (adjust font or scale if needed)
Notes included below if needed for explanation
Copyright attribution for reprinted materials

Appendices

Each starts on new page with “Appendix A” centered and bold
Included in Table of Contents
Referenced in text at least once

Final Checks

No extra spaces before punctuation
No widows/orphans (single lines at top/bottom of pages)
Consistent spacing throughout (no manual spacing adjustments)
All fonts embedded in final PDF
Document saved as PDF with proper metadata
Backup copy and printed version available for committee review

12. Professional Formatting Help: When You Need It

Even with this comprehensive guide, formatting a 150+ page dissertation can be overwhelming. Between committee changes, last-minute edits, and competing deadlines, small errors can slip through.

At TopDissertations, our expert editors specialize in APA 7th edition formatting for dissertations and theses. We provide:

Complete formatting compliance from title page to appendices
Reference list validation ensuring all DOIs present and correctly formatted
Table/figure optimization to meet size and placement requirements
Heading hierarchy verification down to Level 5
Consistency checks across margins, fonts, spacing, and pagination
University-specific customization for your graduate school’s unique requirements

Our professional editing services include plagiarism checking, proofreading, and formatting guarantees so you can submit with confidence.

Conclusion: Formatting as a Professional Practice

APA formatting isn’t about arbitrary rules—it’s about scholarly communication. Consistent formatting helps readers navigate your research, validates your credibility, and demonstrates attention to detail that committee members expect from doctoral candidates.

By mastering these core elements—margins, fonts, headings, citations, references, tables/figures—you’ll avoid the most common revision triggers and keep your graduation timeline on track. Bookmark this guide as your reference throughout the writing process, and don’t hesitate to seek professional assistance when formatting feels overwhelming.

Your research deserves to be presented perfectly. Make formatting work for you, not against you.