3 April 2014
Ah, the confusion that exists over these two concepts! Does it matter? Are the distinctions between them essential or just more of the clap-trap that makes so many people cringe at the word "citations"? Assuming you care, the differences are these:
Reference notes (the principal form used by researchers) cite the details as "sentences." All elements that identify or describe a source are included in one "sentence," with a period (a "full stop") only at the end of the data for that source. The details for a source, written in reference-note format, have no internal periods, unless there is an abbreviated word that requires a period. Observing this basic rule helps clarity, especially, when we have complex citations to original historical sources or to derivative sources that have many parts—or multi-layered citations that identify both an original record and its microfilmed or digital image. By putting all details for a single source in a "sentence" with no internal period, the presence of the period at the end of the "sentence" is a cue that says: "I've reached the end of the identifying details for this one source."
Source list entries are written "paragraph" style, with internal periods separating each element of the source. Unlike reference notes, source list entries never put multiple sources in a single "paragraph."
Yes, there are logical reasons why source list entries and reference notes are handled differently. Observing those differences will ensure that our readers understand the source we have used and exactly how many different sources we are referencing in that one note. It also ensures that we, ourselves, will understand all that at a later date after our recollection of the source has gone cold. EE 2.4 elaborates on both citation forms.
Now, if only we could get this message across to all those online providers who create their "How to cite this source" citations as Source. List. Entries. Instead. Of. The. Reference. Notes. That. All. Researchers. Need!