How to Format Quotes in AP Style

 In journalism and professional writing, quoting sources accurately and clearly is essential. The Associated Press (AP) Stylebook sets the standard for how quotes should be formatted to maintain clarity, professionalism, and consistency. Whether you’re writing a news article, blog post, or report, knowing how to correctly incorporate quotes into your text is crucial.

This article provides a clear, step-by-step explanation of how to format quotes in AP style, with practical examples to help you master this important aspect of writing.

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Why Proper Quote Formatting Matters

Quotes add credibility, authority, and personality to your writing. However, if not formatted properly, they can confuse readers or detract from the message. AP style ensures that quotes are easy to follow and correctly attributed, preserving the integrity of the original speaker’s words while blending smoothly into your narrative.

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Basic Rules for Formatting Quotes in AP Style

1. Use Double Quotation Marks

• Enclose all direct quotes in double quotation marks (“ ”).

• Single quotation marks (‘ ’) are used only for a quote within a quote.

Example:
She said, “We will finish the project by Friday.”
He replied, “I heard her say, ‘We will finish the project by Friday.’”

2. Place Periods and Commas Inside Quotation Marks

• In AP style, periods and commas always go inside the quotation marks.

Example:
The witness said, “The suspect was wearing a red jacket.”
She responded, “I agree with your decision.”

3. Place Colons and Semicolons Outside Quotation Marks

• Colons and semicolons go outside the quotation marks.

Example:
He called the plan “flawed”; however, he remained hopeful.

4. Question Marks and Exclamation Points Depend on the Quote

• If the question mark or exclamation point is part of the quoted material, place it inside the quotation marks.

• If it belongs to the overall sentence, place it outside.

Examples:
She asked, “Are you coming to the meeting?”
Did he really say, “We are finished”?

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Incorporating Quotes into Sentences

1. Introducing Quotes

• Use introductory phrases such as said, stated, added, or asked to attribute quotes to their speakers.

• Do not capitalize the first word of the quote if it follows a verb like “said” unless it’s a proper noun or the start of a complete sentence.

Example:
The manager said the team was “ready to begin the new project.”

2. Complete vs. Partial Quotes

• Use complete quotes when possible to preserve the speaker’s meaning.

• Use partial quotes for clarity or brevity, but avoid altering the meaning.

Example (complete quote):
He said, “We will meet the deadline despite the challenges.”
Example (partial quote):
He said the team would “meet the deadline.”

3. Quoting a Sentence Fragment

• If the quoted material is a fragment or phrase, do not capitalize the first word unless it is a proper noun.

Example:
She called the plan “an innovative approach.”

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Handling Long Quotes

• AP style generally advises keeping quotes short and relevant.

• If a quote is long, consider summarizing the main idea and using a shorter excerpt.

• When necessary, long quotes can be broken into multiple paragraphs, but this is rare in AP-style news writing.

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Formatting Quotes with Attributions

1. Attribution Placement

• Place the attribution before, after, or in the middle of the quote.

• Use commas to separate the attribution from the quote.

Examples:

• Before the quote:
  She said, “We will start the project next week.”

• After the quote:
  “We will start the project next week,” she said.

• In the middle of the quote:
  “We will,” she said, “start the project next week.”

2. Use ‘Said’ Most Often

• AP style favors the simple verb said for attribution because it is clear and neutral.

• Avoid overusing synonyms like “exclaimed,” “stated,” or “declared” unless they add necessary context.

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Quotes Within Quotes

• When quoting speech or text that already contains a quote, use single quotation marks for the internal quote.

Example:
The spokesperson said, “She told me, ‘I will be there on time.’”

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How to Handle Partial Quotes and Ellipses

1. Omitting Words

• Use ellipses (…) to indicate omitted words in a quote.

• Do not use ellipses at the beginning or end of a quote.

Example:
The CEO said, “Our company … is committed to innovation.”

2. Adding Words for Clarity

• Use brackets [ ] to add or change words within a quote for clarity or grammar.

Example:
She said, “They [the employees] are ready for the changes.”

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Capitalization in Quotes

• Capitalize the first letter of the quote if the quote is a complete sentence.

• Do not capitalize if the quote is a fragment and follows an attribution verb like “said.”

Example:
He said, “The results are promising.”
He said the results were “promising.”

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Quoting Dialogue and Multiple Speakers

• When quoting dialogue, each new speaker’s statement begins with a new paragraph and is enclosed in quotation marks.

• This is more common in feature stories or interviews.

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Common Errors to Avoid

• Incorrect: The manager said, “we will finish the project soon.” (The “we” should be capitalized because it starts a complete sentence)

• Correct: The manager said, “We will finish the project soon.”

• Incorrect: He said, “The results were excellent”. (Period outside quotation marks)

• Correct: He said, “The results were excellent.”

• Incorrect: She said, “The meeting is tomorrow?” (Question mark outside when it belongs to quote)

• Correct: She said, “The meeting is tomorrow?”

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Summary Table: AP Style Quote Formatting

Rule	Example
Use double quotation marks	“This is a quote.”
Periods and commas inside quotes	“We are ready,” he said.
Colons and semicolons outside	She called it “a success”; everyone agreed.
Question/exclamation marks depend on context	“Are you coming?” he asked. vs. Did he say “hello”?
Attribution verbs mostly “said”	She said, “We will proceed.”
Single quotes for quotes within quotes	He said, “She said, ‘I will come.’”
Ellipses to indicate omissions	“We … will continue.”
Brackets to add clarity	“They [the employees] agreed.”

Conclusion

Properly formatting quotes in AP style is fundamental for clear, professional writing. Whether quoting someone directly, summarizing statements, or embedding dialogue, these rules help ensure your writing is credible, readable, and polished. Adopting AP style for quotes allows your work to meet the expectations of global readers and professional editors alike.