9 Rules for How to Cite Figures in Manuscripts

Key Takeaways

• Cite every figure in the main text before it appears using clear references like '(Figure 1)' to connect visual data to your written argument and guide readers.

• Number figures sequentially using Arabic numerals (Figure 1, Figure 2, etc.) in the order they first appear; use separate numbering for supplementary materials (Figure S1, S2).

• Obtain written copyright permission from the publisher before reproducing figures from published works; citation alone does not grant reproduction rights.

• Include descriptive figure legends that explain data, define symbols/abbreviations, and provide sufficient context for readers to understand figures independently.

• For reproduced figures, use 'Reprinted from' for exact copies and 'Adapted from' for modified versions, then include the original source in your reference list.

• Submit figures as separate high-resolution files (300-600 dpi, 80-180 mm width) in required formats like TIFF or PDF per the target journal's specifications.

Getting figures right is one of the most overlooked steps in manuscript preparation. Many researchers spend months collecting data and crafting arguments — only to stumble when it comes to properly citing and labeling their visual elements. Knowing how to cite figures correctly can be the difference between a smooth peer review and a request for major revisions. Journals expect precise formatting, accurate source attribution, and clear captions. Whether you are submitting your first paper or your fiftieth, these rules apply across scientific, medical, and academic disciplines. This guide breaks down nine essential rules to help you cite figures with confidence. From numbering conventions to copyright permissions, each point addresses a real challenge that authors face before submission. Proper manuscript formatting is a foundational skill, and mastering figure citation is a critical part of that process.

Why Correct Figure Citation Matters in Peer-Reviewed Manuscripts

Figures communicate data visually, but they must also be documented with the same rigor as written text. A figure without proper citation raises questions about originality and attribution. Journal editors and peer reviewers look for consistency between the figures, the captions, and the references list. Errors in figure citation can signal careless manuscript preparation — a leading reason why papers are rejected. As explored in resources on why scientific manuscripts are rejected, formatting issues are often cited as major contributors to rejection decisions.

9 Rules for How to Cite Figures in Manuscripts

1. Number Figures Sequentially Using Arabic Numerals

Every figure in your manuscript must be numbered in the order it first appears in the text. Use Arabic numerals: Figure 1, Figure 2, Figure 3, and so on. Do not use Roman numerals or letters unless the journal specifically requires it. Sequential numbering makes it easy for readers and reviewers to locate visuals as they read. Consistent numbering also prevents confusion when figures are separated from the main text during production.

• Start numbering from the first figure that appears in the main body
• Do not restart numbering in new sections unless writing a multi-part manuscript
• In supplementary materials, use a separate numbering system such as Figure S1, Figure S2

2. Cite Every Figure in the Main Text

Each figure must be explicitly mentioned in the body of your manuscript before it appears. Use a clear reference such as “(Figure 1)” or “as shown in Figure 2.” Never include a figure that is not referenced in the text. In-text citations tell the reader where to look and connect your visual data to your written argument. This is a basic requirement of nearly every journal style guide.

1. Write the in-text citation at the point where the figure is most relevant
2. Use parenthetical format: (Figure 1) or narrative format: Figure 1 shows…
3. Ensure every figure number used in the text matches a figure in the manuscript

3. Write a Descriptive Figure Legend or Caption

A figure legend explains what the figure shows. It should describe the data, define symbols and abbreviations, and provide enough context for a reader to understand the figure without reading the full paper. Many journals require the legend to be placed below the figure or in a separate section. For more guidance, visit our resource on how to write a figure legend that strengthens your manuscript.

• Keep legends concise but complete
• Define all abbreviations and symbols used within the figure
• Avoid repeating information already stated in the main text
• Place the legend directly below the figure or in a dedicated legend section

4. Follow APA or Journal-Specific Formatting Rules

Different style guides have specific rules for figure formatting. In APA 7th edition, the figure label (e.g., Figure 1) appears in bold above the figure. The title appears below the label, followed by the caption, all double-spaced. Many scientific journals have their own author guidelines that override general style rules. Always check the target journal’s instructions before formatting your figures. Reviewing a strong research paper format can help you align your entire manuscript with publication standards.

5. Attribute the Source When Reusing Published Figures

If you are reproducing or adapting a figure from a previously published work, the original source must be credited in the caption. Most style guides require specific wording. Use “Reprinted from” when copying a figure exactly. Use “Adapted from” when you have made modifications. The original source must also appear in your reference list. The PubMed database can help you locate the original publication details needed for accurate source attribution.

6. Obtain Copyright Permission for Reproduced Figures

Citation alone does not grant you the right to reproduce a copyrighted figure. If you are reprinting a figure from a published journal article or book, you must obtain written permission from the copyright holder — usually the publisher or the journal. This step is frequently overlooked by early-career researchers. Some open-access journals allow reuse under Creative Commons licenses, but you must still check the specific license terms. Submit your permission documentation with your manuscript when required.

• Contact the publisher directly to request permission
• Allow several weeks for permission requests to be processed
• Keep copies of all permission correspondence for your records
• Check whether the journal requires proof of permission at submission

7. Add Original Figures to the Reference List Only When Required

Figures you created from your own data do not need a reference list entry. However, any figure sourced from another publication must appear in your reference list, formatted according to your target journal’s citation style. Inconsistencies between figure captions and the reference list are a common editing oversight. A thorough review of your references alongside your figures is always recommended before submission. For related guidance, our article on how to cite et al. correctly in academic manuscripts offers useful context on citation accuracy.

8. Meet Technical File Specifications for Submitted Figures

Many journals require figures to be submitted as separate files rather than embedded in the manuscript document. Wiley, for example, specifies figure widths of 80 mm to 180 mm and a resolution of 300 dpi to 600 dpi for publication-quality output. Submitting low-resolution or improperly sized figures can delay the review process or result in a desk rejection. Always read the journal’s author guidelines carefully for file format requirements such as TIFF, EPS, or PDF.

9. Include a List of Figures for Long-Form Manuscripts

For theses, dissertations, and lengthy academic documents, a List of Figures is often required. This list appears near the beginning of the document, after the table of contents, and includes each figure number, its caption title, and the page number where it appears. Even if not required, a List of Figures improves navigation in longer works. Understanding the full scope of figure legends and table legends can help you build this section efficiently and consistently. Authors preparing theses can also explore guidance on how to write an abstract for a thesis alongside their figure preparation.

1. Place the List of Figures after the Table of Contents
2. Include figure number, abbreviated caption, and page number for each entry
3. Update the list after all final edits are complete

Common Mistakes Authors Make When Citing Figures

Even experienced researchers make preventable errors when citing figures. Awareness of these mistakes can save you time during the revision process. The PubMed Central archive provides published examples that demonstrate how figures are properly formatted in leading journals, which can serve as useful models for your own work.

• Forgetting to cite figures in the main text before they appear
• Using “Figure” and “Fig.” inconsistently in the same manuscript
• Omitting the source credit when using adapted figures
• Skipping copyright permission for reproduced images
• Mismatching figure numbers between the text and the actual figures
• Submitting figures at incorrect resolution or in the wrong file format

How a Professional Editor Can Help With Figure Citation

Figure citation errors are easy to overlook when you are deeply focused on the content of your research. A professional manuscript editor reviews not just the language but also the structural and formatting elements of your paper — including figures, captions, and source attribution. For non-native English authors in particular, both linguistic precision and technical formatting can be challenging to manage simultaneously. Scientific editing for non-native English speakers addresses both dimensions, improving your chances of acceptance. San Francisco Edit provides expert editing by native English-speaking PhD scientists who understand the exact standards required by peer-reviewed journals across all scientific and medical fields. With a 98% publication success rate, their team ensures that every element of your manuscript — including how you cite figures — meets the highest standards. Explore more at the San Francisco Edit knowledge center for additional resources on manuscript preparation.

A Quick Reference Checklist for Citing Figures

Before submitting your manuscript, use this checklist to verify your figures are correctly cited. This is especially useful for early-career scientists and researchers preparing manuscripts without prior publication experience. Reviewing essential steps to write a manuscript for publication alongside this checklist can help ensure nothing is missed. You can also find further guidance at the APA Style official website, which provides detailed instructions on figure formatting in APA 7th edition.

1. All figures are numbered sequentially using Arabic numerals
2. Each figure is cited in the main text before it appears
3. Every figure has a descriptive legend or caption
4. Reproduced or adapted figures include proper source attribution in the caption
5. Copyright permission has been obtained for all reprinted figures
6. All cited sources appear in the reference list
7. Figures meet the journal’s technical file specifications
8. A List of Figures is included if required by the journal or institution

Conclusion

Learning how to cite figures correctly is a skill that directly affects your manuscript’s credibility and its chances of acceptance. Each of the nine rules covered in this guide addresses a distinct aspect of figure citation — from sequential numbering and in-text references to copyright permissions and file specifications. Applying these rules consistently will strengthen your manuscript and demonstrate professionalism to reviewers. Whether you are preparing a journal article, a thesis, or a grant proposal, these standards apply universally. If you want expert support to ensure every detail of your manuscript is publication-ready, submit your manuscript to San Francisco Edit and let our experienced team help you achieve the publication success your research deserves.

FAQs

Q: How do you cite a figure in APA style?

A: In APA 7th edition, the figure label (e.g., Figure 1) appears in bold above the figure, followed by the title and then the caption below. If the figure is reproduced from another source, include the attribution in the caption using ‘Reprinted from’ or ‘Adapted from’ along with the original publication details.

Q: Do you need permission to use a figure from another paper?

A: Yes. Citation alone does not grant permission to reproduce a copyrighted figure. You must obtain written permission from the copyright holder — typically the journal publisher — before including the figure in your manuscript. Open-access figures may be reused under specific Creative Commons license terms.

Q: What is the difference between ‘Adapted from’ and ‘Reprinted from’ in a figure caption?

A: ‘Reprinted from’ indicates that the figure has been reproduced exactly as it appeared in the original publication. ‘Adapted from’ is used when you have made modifications to the original figure, such as changing colors, labels, or adding new data elements.

Q: How should figures be numbered in a research manuscript?

A: Figures should be numbered sequentially using Arabic numerals in the order they first appear in the main text, starting with Figure 1. Supplementary figures should use a separate numbering system, such as Figure S1. Consistency in numbering throughout the manuscript is essential.

Q: Does a figure I created from my own data need a source citation?

A: No. Original figures generated entirely from your own data do not require a source citation or a reference list entry. However, if your figure incorporates any element from a previously published work, that source must be credited in the caption and listed in your references.