Qualitative Research Paper Guide

This guide explains how to write a qualitative research paper in APA 7th Edition format.

Sample Paper

Here is an example of a published qualitative research paper you can reference:

This study used semi-structured interviews with 45 surgeons (29 female, 16 male) to examine status tensions between female surgeons and nurses. The researchers employed grounded theory methodology with iterative coding and constant comparative analysis.

Paper Structure

  1. Title Page
  2. Abstract
  3. Introduction
  4. Theoretical Background
  5. Method
  6. Findings
  7. Discussion
  8. References
  9. Tables and Figures

1. Title Page

Same format as quantitative papers:

2. Abstract

3. Introduction

Components

  1. Opening - Introduce the research phenomenon
  2. Research Problem - What is puzzling or unexplored?
  3. Research Question - What does this study aim to understand?
  4. Contribution Preview - How does this study advance knowledge?

Example Research Questions

How do employees make sense of contradictory organizational
messages about work-life balance?

What processes explain how newcomers develop professional
identity in ambiguous roles?

How do managers navigate competing demands from multiple
stakeholders?

Note: Qualitative research often uses “how” and “what” questions rather than hypothesis testing.

4. Theoretical Background

Unlike quantitative papers, qualitative studies may:

Components

  1. Relevant Literature - What do we know about this topic?
  2. Theoretical Lens - What concepts help frame the inquiry?
  3. Gap or Puzzle - What remains unexplained?

5. Method Section

The method section in qualitative research must establish transparency and trustworthiness.

5.1 Research Design

State your methodological approach:

Example:

We employed a grounded theory approach (Corbin & Strauss, 2015)
to develop theory inductively from the data. This approach was
appropriate given the limited prior research on [topic] and our
aim to build rather than test theory.

5.2 Research Context

Describe the setting:

Example:

We conducted this study in the context of [industry/setting]
in the [location]. Specifically, we focused on [target population]
who [relevant characteristic]. This setting was appropriate
because [reason why this context fits the research question].

5.3 Participants and Sampling

Describe:

Example:

We interviewed [N] participants ([breakdown by key characteristics])
from [setting/organizations]. We used purposive sampling initially,
selecting participants who [selection criteria]. As analysis
progressed, we employed theoretical sampling (Glaser & Strauss,
1967), seeking participants who could help us explore emerging
concepts. Data collection continued until we reached theoretical
saturation, defined as the point at which additional interviews
yielded no new conceptual insights.

5.4 Data Collection

Describe:

Example:

We conducted semi-structured interviews lasting 45-90 minutes.
Interviews were conducted via [phone/video/in-person] and
were audio-recorded with participant consent. All interviews
were transcribed verbatim, yielding [X] pages of single-spaced
text. Our interview protocol included questions about [topic areas].
Sample questions included: "Describe a typical day at work"
and "Tell me about [specific aspect of phenomenon]."

5.5 Data Analysis

Describe your coding process:

  1. Initial/Open Coding - Line-by-line analysis
  2. Focused/Axial Coding - Grouping into categories
  3. Theoretical Coding - Identifying relationships

Include:

Example:

Data analysis followed the iterative procedures recommended
for grounded theory (Corbin & Strauss, 2015). First, we
engaged in open coding, reading transcripts line-by-line
and assigning initial codes that stayed close to the data.
This yielded over 200 initial codes. Second, we used focused
coding to consolidate related codes into broader categories.
Through constant comparative analysis, we moved iteratively
between data and emerging concepts. We wrote extensive
analytic memos throughout to document our reasoning and
emerging interpretations. Two members of the research team
independently coded a subset of transcripts to ensure
consistency in code application, discussing discrepancies
until reaching consensus. Analysis was conducted using
NVivo 12 software.

6. Findings Section

Presenting Qualitative Findings

Unlike quantitative “Results,” qualitative papers present “Findings” that:

Data Structure Table

Many top-journal qualitative papers include a visual representation of how data was analyzed:

1st-Order Concepts        →    2nd-Order Themes    →    Aggregate Dimensions
───────────────────────────────────────────────────────────────────────────
"[Raw quote from data]"        [Theme name]            [Broader category]
"[Another raw quote]"
"[Related quote]"

"[Different raw quote]"        [Another theme]         [Another category]
"[Supporting quote]"

Using Quotations

Example:

Participants described [pattern/behavior]. As one participant
explained:

    [Direct quote from participant that illustrates the theme.
    The quote should be specific and vivid, showing the
    participant's perspective in their own words.]
    (Participant [ID])

This quotation illustrates [what this quote demonstrates and
how it supports the theme being discussed].

Organizing Findings

Common approaches:

  1. Thematic - Organize by major themes/categories
  2. Process - Show stages or phases
  3. Chronological - Follow a timeline
  4. Case-by-case - Present multiple cases then compare

7. Discussion Section

Components

  1. Summary of Key Findings - What did you discover?
  2. Theoretical Contributions - How does this advance theory?
  3. Practical Implications - What can practitioners learn?
  4. Limitations - Acknowledge boundaries
  5. Future Research - What questions remain?

Theoretical Contribution

Qualitative papers should articulate clear contributions:

Example:

Our study makes three theoretical contributions. First, we
introduce the concept of "[new concept name]" to describe
[what the concept captures]. This concept extends prior
research on [related literature] by [how it advances theory].
Second, we develop a process model showing how [phenomenon]
unfolds over time. Third, we identify boundary conditions
under which these dynamics are more or less pronounced.

8. Tables and Figures

Common Tables in Qualitative Papers

Table 1: Participant Demographics

ID Gender Age Years Experience Role/Position Organization Type
P1 Female 35 8 Manager Large corporation
P2 Male 42 15 Director Nonprofit
P3 Female 29 4 Specialist Small business

Table 2: Data Structure

Shows progression from raw data to theoretical concepts.

Table 3: Representative Quotes by Theme

Theme Representative Quote Participant
[Theme 1] “[Quote that illustrates the theme]…” P1
[Theme 2] “[Quote that illustrates the theme]…” P7
[Theme 3] “[Quote that illustrates the theme]…” P12

Figures

9. APA Formatting

Qualitative papers follow APA 7th Edition format.

General Formatting

In-Text Citations

One author:

According to Pratt (2009), qualitative research...
Qualitative research requires transparency (Pratt, 2009).

Two authors:

Bansal and Corley (2011) argued that...
(Bansal & Corley, 2011)

Three or more authors:

Cardador et al. (2022) found that...
(Cardador et al., 2022)

Quotations from Participants

Short quotes (fewer than 40 words):

One participant noted, "I feel like I have to work twice as
hard to be taken seriously" (Participant 12).

Block quotes (40 words or more):

Indent the entire quote 0.5 inches from the left margin. Do not use quotation marks.

One participant described their experience:

    [Extended quote that captures the participant's perspective
    in detail. Block quotes should be used sparingly for
    particularly rich or important passages that would lose
    meaning if paraphrased.] (Participant 12)

Table Formatting

APA Table Components:

  1. Table number (e.g., Table 1) - bold
  2. Table title - italics, title case
  3. Column headings - center aligned
  4. Body - left aligned for text, center for numbers
  5. Note - explains abbreviations, symbols

Example:

Table 1

Participant Demographics

ID Gender Age Experience (years) Role
P1 Female 35 8 Manager
P2 Male 42 15 Director
P3 Female 29 4 Specialist

Note. N = [total sample size]. [Additional relevant notes about the sample].

10. References Format

APA Reference Guides:

Journal Article

Cardador, M. T., Hill, P. L., & Salles, A. (2022). Unpacking
    the status-leveling burden for women in male-dominated
    occupations. Administrative Science Quarterly, 67(1),
    237-284. https://doi.org/10.1177/00018392211038505

Book

Corbin, J., & Strauss, A. (2015). Basics of qualitative
    research: Techniques and procedures for developing
    grounded theory (4th ed.). Sage.

Book Chapter

Lincoln, Y. S., & Guba, E. G. (2000). Paradigmatic
    controversies, contradictions, and emerging confluences.
    In N. K. Denzin & Y. S. Lincoln (Eds.), Handbook of
    qualitative research (2nd ed., pp. 163-188). Sage.

Edited Book

Denzin, N. K., & Lincoln, Y. S. (Eds.). (2018). The SAGE
    handbook of qualitative research (5th ed.). Sage.

11. Key Differences from Quantitative Papers

Aspect Quantitative Qualitative
Goal Test hypotheses Build theory
Questions “Does X affect Y?” “How does X work?”
Sampling Random, representative Purposive, theoretical
Sample size Large N Smaller, until saturation
Analysis Statistical Coding, themes
Results section “Results” “Findings”
Evidence Statistics Quotes, thick description
Generalization Statistical Theoretical

12. Quality Criteria

Lincoln & Guba’s (1985) Trustworthiness Criteria

Quantitative Qualitative Equivalent
Internal validity Credibility
External validity Transferability
Reliability Dependability
Objectivity Confirmability

Strategies for Trustworthiness

13. Writing Tips

Do’s

Don’ts

Voice and Tone

14. Common Mistakes

  1. Insufficient method detail
    • ❌ “We coded the data”
    • ✅ Detailed description of coding stages, examples, iterations
  2. Quotes without analysis
    • ❌ Long quotes with no interpretation
    • ✅ Explain what each quote demonstrates
  3. Overclaiming generalizability
    • ❌ “All employees experience…” or “This always happens…”
    • ✅ “Our findings suggest that in contexts similar to…”
  4. Missing data structure
    • Include visual representation of coding progression
  5. Weak theoretical contribution
    • Clearly articulate what new knowledge your study offers

15. Checklist

APA Formatting

Tables

Method Section

Findings Section

Discussion Section

Resources

Key Methodological References

Editorial Guidance for Management Journals

Software

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