| Record Type | Generic Citation Format |
|---|---|
| Census | [Jurisdiction], [Year Census], [County/Parish], [State/Country], [Township/City/District], enumeration district [#], page/sheet [#], dwelling [#], family [#], [Person or Household]; [Database or Repository], [Image/Film/Roll if applicable], [URL if online], accessed [Date]; citing [Original Agency or Record Series]. |
| Probate Record | [County], [State], probate case files, estate of [Decedent], case no. [#], [Year], [Specific Document]; [Court or Probate Office], [Repository], [Collection/Box/Folder or Film/Image]; [Database or URL if online], accessed [Date]. |
| Will | [County], [State], Will Book [Volume]:[Page], will of [Testator], dated [Date], proved [Date]; [Court or Repository]; [Database/Image/Film if applicable], accessed [Date]. |
| Deed / Land Record | [County], [State], Deed Book [Volume]:[Page], [Grantor] to [Grantee], deed dated [Date], recorded [Date]; [Recorder/Register of Deeds], [Repository]; [Database/Film/Image if applicable], accessed [Date]. |
| Tax Record | [Jurisdiction], [Year] tax list or assessment, [District/Township], entry for [Taxpayer], [Page/Line]; [Tax Authority or Court], [Repository], [Film/Image]; [Database or URL if online], accessed [Date]. |
| Church Record | [Church Name], [Register Type or Record Book], [Volume], [Page/Entry], [Event] for [Person], [Date]; [Church Location], [Repository]; [Database/Film/Image if applicable], accessed [Date]. |
| Military Record | [Government Agency], [Record Series or File Type], service or pension file of [Person], [Unit/Rank], file no. [#], [Document and Date]; [Archive or Repository], [Record Group/Series]; [Database or URL if online], accessed [Date]. |
| Birth Record | [Jurisdiction], birth certificate/register no. [#], [Child], born [Date], [Place]; [Issuing Office], [Repository]; [Database/Image if applicable], accessed [Date]. |
| Marriage Record | [Jurisdiction], marriage register/license [Volume]:[Page or Entry], [Spouse 1] and [Spouse 2], married [Date], [Place]; [Issuing Office, Court, or Church], [Repository]; [Database/Image if applicable], accessed [Date]. |
| Death Record | [Jurisdiction], death certificate/register no. [#], [Decedent], died [Date], [Place]; [Issuing Office], [Repository]; [Database/Image if applicable], accessed [Date]. |
| Cemetery Record | [Cemetery Name], [City/Town], [County], [State/Country], grave marker or cemetery record for [Person], [Birth–Death Dates], photographed or transcribed [Date]; [Section/Lot/Grave]; [Photographer/Repository/Database], [URL or Memorial ID], accessed [Date]. |
| Obituary | “[Obituary Title],” [Newspaper Title] ([Place of Publication]), [Date], page [#], column [#], obituary of [Person]; [Database or Repository], [URL/Image], accessed [Date]. |
| Court Record | [Court Name], [Case Title], case no. [#], [Record Type], [Date], [Volume/Page or File]; [Jurisdiction], [Repository], [Record Group/Series]; [Database or URL if online], accessed [Date]. |
| Immigration / Passenger Record | [Port or Agency], passenger list or immigration record for [Ship Name], arrived [Date], [Port], entry for [Person], page/line [#]; [Record Series], [Repository], [Roll/Image]; [Database or URL if online], accessed [Date]. |
| Newspaper Item | “[Article Title],” [Newspaper Title] ([Place of Publication]), [Date], page [#], column [#]; [Database or Repository], [URL/Image], accessed [Date]. |
Short vs. Full Citations
For reports, a shortened citation may follow the first full citation.
Example Full citation: U.S., 1850 Census, Halifax County, Virginia, District 25, p. 132, household of William Clay; National Archives microfilm publication M432.
Short citation: 1850 census, Halifax Co., VA, William Clay household.
Best Practices for Genealogical Citations
Always cite the original source when possible
Indexes and databases are useful, but the original record carries the strongest evidentiary weight.
Record the exact location within the record
Page numbers, entry numbers, or image numbers help others find the same record.
Identify the repository
State where the document is held—archive, courthouse, church, website, or private collection.
Document digital sources carefully
Include the website or database url used and the access date if relevant.
Preserve the citation with your research notes
Future researchers—including your own future self—should be able to retrace your work.
Clay Family Society Research Principle
Citations are not merely formalities—they are the foundation of evidence-based genealogy. Proper documentation allows the Clay Family Society to distinguish documented relationships from assumption, tradition, or family lore, ensuring that our research remains credible and valuable for future generations.