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How to Format a Block Quote

How to Format a Block Quote

Published Jun 18, 2020
Last Updated Jan 30, 2026
11 min read

How to format a block quote is a common question for anyone working with academic or formal writing. Most referencing styles have specific rules about when and how to use block quotations – and while you typically wouldn’t edit the content of a quote, you do need to ensure it’s presented correctly. In this post, we’ll cover:

What a block quote is
When to use one (and when not to)
How to format block quotes in:
– AMA
– APA
– Chicago
– MHRA
– MLA
– IEEE
How to create block quotes in Word and Google Docs

Whether you’re proofreading a dissertation or polishing a policy document, this guide will help you format longer quotations clearly and consistently.

What Is a Block Quote?

A block quote (or block quotation) is a passage of quoted text that is visually separated from the rest of your paragraph. Instead of appearing within quotation marks, a block quote begins on a new line and is indented from the left margin. This visual separation signals to the reader that the text is quoted, so there’s no need to include quotation marks.

Block quotes are used to present substantial excerpts from a source, such as a key passage from a book, article, speech, or report. Here’s an example:

From a very early age, perhaps the age of five or six, I knew that when I grew up I should be a writer. Between the ages of about seventeen a and twenty-four I tried to abandon this idea, but I did so with the consciousness that I was outraging my true nature and that sooner or later I should have to settle down and write books.
— George Orwell, Why I Write

This format draws attention to the quotation without interrupting the flow of your main text. It’s especially useful when you want to highlight the quoted author’s language, tone, or structure – something that could be lost in a paraphrase.

Not every long quote needs to be block-quoted. If the quotation can be woven seamlessly into your sentence and isn’t too long (more on that below), it’s often better to keep it in-line. For example:

Orwell reflected that he had “outraged [his] true nature” by trying to abandon the idea of becoming a writer.

If you’re editing someone else’s writing and see a long quotation that’s still in-line, it may be a good candidate for block quoting. Just remember to check the relevant style guide.

When to Use Block Quotes

Block quotes aren’t just about length; they’re about emphasis and clarity. While different style guides offer specific rules for when a quote should be formatted as a block, it’s also worth considering the purpose of the quotation. Ask yourself: Is the original wording significant? Is it stylistically or rhetorically important? Does it merit space and visual focus on the page?

Here are a few scenarios where a block quote may be the best choice:

You’re quoting a key passage for analysis or close reading: This is common in literary criticism, humanities essays, and rhetorical analysis where the phrasing itself is under scrutiny.
You’re highlighting a source’s exact language: If the way something is said matters just as much as what is said, a block quote allows readers to absorb the full passage without distraction.
You’re quoting from legislation, policy, or technical standards: Long legal or procedural passages benefit from clear visual separation to avoid confusion.
You’re maintaining a source’s structure or tone: In journalistic, academic, or persuasive writing, the cadence or rhetorical style of the original may carry weight.

That said, always balance clarity with conciseness. If a passage can be paraphrased more effectively or if the quotation clutters your argument, a block quote might not be the right choice.

How to Format a Block Quote in AMA

The current AMA Manual of Style doesn’t define a strict length for block quotations. Instead, it advises that “editorial judgment must be exercised to determine whether material quoted from texts or speeches is long enough to warrant setting it off in a block.” As a general guideline, longer passages – typically four or more lines – are often set apart for clarity.

If you do use a block quote in AMA:

Start the block quote on a new line
Indent the entire quoted passage from the left margin (typically 0.5 in or 1.27 cm)
Use quotation marks only for quotes within the block quote
Place the citation at the end of the quoted passage (after the final punctuation mark)

Ensure formatting is consistent throughout the document and that the block quote stands out clearly without unnecessarily altering the font or spacing.

How to Format a Block Quote in APA

According to the APA Style Manual, you should format a quotation as a block quote when it contains 40 words or more. This applies to both narrative and parenthetical citation styles and is intended to improve readability for longer excerpts.

To format a block quote in APA:

Start the block quote on a new line
Indent the entire block 0.5 in (1.27 cm) from the left margin
Do not use quotation marks unless you’re quoting within the block itself
Maintain double spacing throughout, just as in the rest of the text
Place the citation after the final punctuation (usually a period)
If the quote runs over multiple paragraphs, indent the first line of each new paragraph an additional 0.5 in (1.27 cm)

APA recommends block quoting sparingly; use it only when the exact wording of the source is critical to your point. If the passage can be summarized or paraphrased effectively, that’s often the better choice for flow and clarity.

How to Format a Block Quote in Chicago Referencing

In the Chicago Manual of Style, block quotations, also known as “extracts,” are used for quoted material of 100 words or more. However, shorter passages may also be block-quoted if they benefit from visual emphasis or improved readability.

When formatting a block quote in Chicago style:

Begin the quotation on a new line
Indent the entire passage 0.5 in (1.27 cm) from the left margin
Do not use quotation marks unless quoting within the block
Single-space the quotation, but leave a blank line before and after
Place the citation after the final punctuation

If you’re working with a version of Chicago that uses footnotes or endnotes (common in humanities disciplines), the citation number should appear after the closing punctuation. In author-date systems, the in-text citation also follows the end punctuation.

Chicago offers a little more flexibility than some other styles; use your editorial judgment to decide whether the quoted material deserves visual separation.

How to Format a Block Quote in MHRA

The MHRA Style Guide recommends using block quotes, referred to as “displayed quotations,” for prose quotations longer than 40 words or poetry quotations longer than two lines. These are set apart from the main text to ensure clarity and avoid breaking the flow of your writing.

To format a block quote in MHRA:

Begin the quotation on a new line
Omit quotation marks for the main quote, but retain them for any material quoted within it
Give the source citation after the final punctuation, typically as a footnote
Maintain double spacing throughout the document unless instructed otherwise

MHRA is somewhat ambiguous about indentation. While one section states that “prose quotations should not be indented,” it also allows for indenting or smaller font sizes to visually distinguish long quotations. If the document doesn’t already use a defined display style, the key is consistency: Choose a clear, readable format, and apply it throughout.

As a proofreader or editor, your role is to ensure the formatting is clean, logical, and consistent with the client’s interpretation of MHRA – not to enforce one rigid standard.

How to Format a Block Quote in MLA

In MLA style, use a block quote for any prose quotation that runs to four or more lines (when typed out in your document) or three or more lines of poetry. The goal is to make longer quotations visually distinct without overcomplicating the formatting.

To format a block quote in MLA:

Start the quotation on a new line
Indent the entire quote 0.5 in (1.27 cm) from the left margin
Do not use quotation marks, unless quoting within the block
Maintain double spacing throughout, the same as the rest of the text
Place the in-text citation after the closing punctuation

For poetry, maintain the original line breaks. If quoting multiple stanzas, leave a blank line between them. For prose, you don’t need to change the font or styling, indentation alone is enough to distinguish the quote.

As with other styles, MLA encourages block quotes only when necessary. If the passage can be integrated into the sentence more effectively – or if it doesn’t add enough value in full – consider summarizing or quoting selectively instead.

How to Format a Block Quote in IEEE

The IEEE Editorial Style Manual doesn’t provide detailed rules for block quotes, as direct quotations are generally discouraged in technical writing. Instead, writers are encouraged to paraphrase and cite sources numerically. However, if a block quote is used – for instance, to preserve exact technical wording or definitions – it should be formatted with clarity and consistency.

To format a block quote in IEEE:

Begin the quotation on a new line
Indent the full passage 0.5 in (1.27 cm) from the left margin
Do not use quotation marks, unless quoting within the block
Maintain single spacing, unless the rest of the text is double-spaced
Place the citation number in square brackets after the final punctuation (e.g., [4])

Because block quotes are rare in IEEE, use them sparingly and only when exact wording is essential for accuracy or attribution. For all other cases, paraphrasing with a citation is usually the better option.

How to Block Quote in Word

If you’re working in Microsoft Word, formatting a block quote is quick and easy. Just follow these steps:

Highlight the text you want to turn into a block quote.
On the Home tab, click Increase Indent (or press Ctrl + M on Windows or Control + Shift + M on Mac) to shift the text half an inch from the left margin.
For more control, go to the Layout tab and adjust the Left Indent manually under the Indent section.
To create extra spacing above and below the quote, you can apply Word’s built-in Quote style – it’s designed for this exact purpose.
Remove the quotation marks, as the formatting already shows that the passage is quoted. Keep any original punctuation intact.

Once formatted, your block quote should stand out clearly on the page without interrupting the flow of your main text.

How to Block Quote in Google Docs

Google Docs also makes it easy to format block quotes consistently. Here’s how:

Highlight the text you want to format.
Open the Format menu, then choose Align & Indent, followed by Increase Indent. You can also press Ctrl + ] (Windows) or Cmd + ] (Mac) as a shortcut.
For more control, go back to Format, select Align & Indent, then choose Indentation Options. Set the Left indent to 0.5 in (1.27 cm), then click Apply.
If your quote spans multiple paragraphs, make sure each one is indented so the formatting stays consistent.
Delete the quotation marks, but leave all original punctuation in place.

That’s it! Your block quote will now stand out clearly on the page, without disrupting the flow of your writing.

Build Your Proofreading and Editing Skills

Block quotes might seem like a small detail, but formatting them correctly can make a big difference to the clarity and professionalism of a document. Whether you’re working to a specific style guide or just aiming for consistency, knowing when and how to use block quotations is an essential part of proofreading.

Want to build your confidence with formatting, referencing, and academic editing? Our Becoming A Proofreader and Becoming An Editor courses cover everything you need to know – and you can buy them as a bundle to save 15%.

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