Footnotes in Text: What Should They Look Like and Why Are They So Important?

What are footnotes?

They are used to expand on or explain content without overloading the main text with excessive information. Footnotes play a very important role in the structure of academic, literary and journalistic texts.

Footnotes and endnotes

The difference between notes placed at the bottom of a page (footnotes) and those placed at the end of a chapter or book (endnotes) mainly concerns their accessibility to the reader. Footnotes appear on the same page and are usually used for a brief comment or source. Endnotes are generally used for longer explanations or discussions that could disrupt the flow of the main text.

Footnotes and cross-references

A cross-reference is an element linked to a footnote. Today, it generally takes one of two forms:

1. As a typographical mark in the text directing the reader to footnotes marked in the same way. This may be a superscript number or letter (for example, ¹ or ^a)) or an asterisk (*).
2. As a hyperlink in digital texts. Unlike a footnote, it can be placed directly within the article. After clicking an anchor, also known as an anchor link, the reader is directed to the source page.

Types of footnotes

There are several basic types of footnotes, each used in particular situations. According to their function, footnotes can be divided into:

• bibliographic footnotes – their main purpose is to provide precise bibliographic information about the sources used by the author, including books, articles, documents and websites. Source notes follow conventions similar to those used in bibliographies, such as the author’s surname and initials, title, publisher, year of publication and page number. Common systems include Harvard, APA, MLA and Chicago;
• content footnotes – these contain additional information related to the subject matter. They may explain terms, provide further comments or add historical or biographical context;
• terminological footnotes – these explain the meaning of words, foreign-language terms and symbols, or highlight differences between concepts.

How do you create footnotes?

In Word, you will find the relevant command under ‘References → Insert Footnote’.

Footnotes can take many forms – from simple references to literature, through explanations of terms, to detailed comments. Creating them is relatively straightforward, but it requires certain rules to be followed to ensure that the text remains clear and consistent. To make them easier to understand, we have gathered some key information below.

Style and formatting

The style and formatting of footnotes are almost as important as their content. Remember that they must be easy to identify and read, while not overpowering the main text. For this reason, footnotes usually use:

• a smaller font (by 2 pt);
• minimal line spacing that still ensures readability (single spacing);
• justified alignment.

You should also make sure that the same style is applied consistently to all footnotes.

Language used in footnotes

When footnotes explain sections of text, always use concise and precise language. Avoid decorative phrasing and focus on conveying the information in the most ‘condensed’ form possible. Remember that footnotes should clarify rather than distract the reader, so they need to relate directly to the text they refer to.

In source notes, provide full bibliographic details – the author’s name, title, publisher and year of publication. Use the citation system required for your text, such as Harvard, APA, MLA or Chicago, and apply abbreviations such as ibid. where appropriate.

Numbering and placement

Footnotes should be numbered consecutively throughout the text. The footnote number is placed in superscript in the main text, after the quoted or discussed passage. Make sure that the number in the text matches the information provided next to the corresponding number in the footnotes.

When should you add footnotes?

Paraphrases and references to specific works by other authors also require a source. This is not only a matter of ethics and avoiding plagiarism; it also enables readers to explore the subject in greater depth.

Footnotes can also be used to include additional information that might affect the clarity or flow of the main text if inserted there. You can therefore add a footnote to an article to explain something, such as historical, biographical or cultural context.

Which texts should use footnotes?

Footnotes are used in many types of writing, from academic papers and non-fiction to press publications. Their use is not limited to a particular genre or writing style; it depends on the communication and information needs of the text. There are also texts in which footnotes are compulsory.

Footnotes in academic writing

When writing academic texts – including research papers, doctoral theses and undergraduate or master’s dissertations – citing sources of information is the author’s responsibility. Complete bibliographic information allows readers to verify the content and assess its academic credibility. Footnotes in academic writing can also be used for additional comments, methodological explanations or references to other research in the field.

Footnotes in literature and journalism

In literature – particularly essays, biographies and historical writing – footnotes can provide readers with additional information and help them understand a specific context.

Footnotes are also frequently used in journalism, primarily to provide data sources or a cross-reference to earlier documents, articles or statements. This helps to make the message more credible.

Footnotes in legal texts and official documents

In legal texts, such as legislation, court judgments, contracts and official documents, footnotes are used to refer to other legal documents, judgments, statutes or commentaries. As with academic writing, they are an essential part of the content. In legal texts, however, their purpose is to demonstrate compliance with the law in force.

Footnotes in educational materials and textbooks

In educational materials, such as textbooks and study guides, footnotes can provide additional information, explain terms or refer readers to other sources and supplementary materials.