How to Cite Personal Communication in Literature Reviews

When writing a literature review, it’s important to provide a comprehensive understanding of existing research while acknowledging the sources of your information. While published works like journal articles and books are the usual go-to references, there are instances when personal communication-such as interviews, emails, or private conversations-becomes a valuable source. Understanding how to cite personal communication properly is crucial for maintaining academic integrity. In this blog, we will explore what personal communication is, why it’s important, and how to cite it accurately in your literature review, particularly following the APA style guide.

What is personal communication? 🔗

In the context of a literature review, personal communication refers to information shared through direct, private exchanges between individuals. This type of communication is typically not publicly accessible, meaning it isn’t available for others to read, verify, or retrieve. Personal communication can come in various forms, and while it’s often crucial to the research process, it has its limitations as a citation source. Here are some common examples:

• Emails: Correspondence between you and an expert, colleague, or participant in your research.
• Interviews: One-on-one conversations where new insights or data are shared, typically not published elsewhere.
• Private letters or memos: Written communication that’s not part of a publicly available collection.
• Conversations: Face-to-face or virtual dialogues that provide useful research information but are not documented in publicly accessible formats.

While personal communications can provide rich insights, they’re often excluded from the reference list of academic papers because they aren’t retrievable by other researchers. In an academic setting, the purpose of citing sources is to give your readers a path to verify the information you’ve used. Since personal communications aren’t publicly available, they require a special citation format in order to respect ethical guidelines and the privacy of the individuals involved.

Ethical considerations when using personal communication 🔗

Using personal communication as a source in your literature review comes with specific ethical responsibilities. Researchers must handle this information carefully to respect privacy, consent, and the overall integrity of the research process. Here are key ethical considerations when incorporating personal communications:

1. Obtain permission 🔗

Before citing personal communication, it’s essential to obtain explicit permission from the individual involved. This is particularly important if the communication is private and the individual has not intended for their words to be shared publicly. Getting consent helps ensure that you are respecting the person’s privacy and maintaining professional ethics in research. In cases like interviews, this often involves getting a signed consent form that outlines how the information will be used.

2. Maintain confidentiality 🔗

If the communication includes sensitive or personal information, you must take steps to maintain confidentiality. For example, if you are quoting someone’s personal experiences or viewpoints, ensure you anonymize their identity if they wish to remain anonymous. In academic settings, respecting confidentiality also involves being cautious about what kind of private data you include in your citations.

3. Consider the purpose of the communication 🔗

It’s also important to reflect on the role the personal communication plays in your research. If the information is purely anecdotal or not central to your argument, it may be worth considering whether it’s necessary to cite it at all. Personal communication should support, not replace, more established academic sources in your literature review. While valuable, relying too heavily on personal communication can weaken the perceived credibility of your research, as it is not easily verifiable by others.

4. Acknowledge the limitations 🔗

In your work, be transparent about the limitations of using personal communication as a source. Since these sources aren’t accessible to other researchers, they carry a certain level of non-verifiability. You can briefly explain that the information you’re citing was obtained through a personal exchange and clarify its relevance to your argument. This ensures that you are providing a clear and honest account of your research process.

Citing personal communication in APA style 🔗

The American Psychological Association (APA) style is commonly used in the social sciences and provides specific guidelines for citing personal communications. As personal communication is typically not recoverable by others, it doesn’t appear in the reference list. Instead, APA recommends citing personal communication only in the body of the paper. Here’s how to properly cite personal communication in your literature review:

General Format for Citing Personal Communication in APA 🔗

In APA style, the general format for citing personal communication is as follows:

 (First Initial. Last Name, personal communication, Month Day, Year) 

For example, if you conducted an interview with Dr. Jane Smith on August 15, 2023, your citation would look like this:

 (S. Johnson, personal communication, March 12, 2023) 

Examples of Citing Personal Communication in Different Forms 🔗

Email

If you’re citing an email conversation, follow the same format. For instance:

 (M. Taylor, personal communication, April 10, 2023) 

Interview

If the personal communication is an interview, it’s also cited in the same way. However, you may want to briefly mention the context of the interview in your paper. For example:

 (E. Moore, personal interview, May 15, 2023) 

Private Letters or Memos

When citing private letters, memos, or other written forms of personal communication, the citation would appear as:

 (J. Green, personal letter, July 20, 2023) 

Conversations

For informal conversations, whether in person or over a digital platform like Zoom, use the same format as above:

 (D. Williams, personal communication, January 5, 2023) 

When to Cite Personal Communication 🔗

Remember that personal communication should only be cited when it provides crucial information that is not available in published works. For example, if you’re referencing unique insights from an expert or participant that are not otherwise accessible, it may warrant citation. However, if the information you’re using can be easily found in a published book or article, you should rely on those sources instead.

Additional Notes on Citing Personal Communication 🔗

There are a few additional points to keep in mind when citing personal communication in your literature review:

• Do not list personal communication in your references: As mentioned earlier, personal communication is not included in the reference list because it cannot be accessed by others. Therefore, you should only cite it in the body of your work.
• Clarity is key: Make sure to be clear about the form and context of the personal communication when citing it. While you don’t need to go into excessive detail, providing enough context for readers to understand the source is important for academic transparency.
• Consider alternatives: In some cases, it might be helpful to find published works that report similar information. This can strengthen your review and provide verifiable sources for your readers.

Conclusion 🔗

Citing personal communication in a literature review can be a valuable way to incorporate unique insights or unpublished data into your research. However, it requires careful ethical consideration and adherence to APA guidelines. Always remember to obtain permission, respect confidentiality, and only cite personal communication when it adds significant value to your work. With the right approach, personal communications can enhance the depth and relevance of your literature review while maintaining academic rigor and integrity.

What do you think? Have you had to cite personal communication in your own work? How did you handle the ethical considerations involved?