Practical Guide to Filling Out the Personal Data Sheet (PDS) in 2023

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You can now read the Updated Guide in Filling the Personal Data Sheet (PDS) here!

You can also download the PDF form or Excel file of the Personal Data Sheet (PDS) here.!

In this comprehensive guide, we will walk you through filling out the PDS like a pro, including the necessary information and tips to ensure your PDS stands out and showcases your qualifications effectively.

Comprehensive Guide to Filling Out the Personal Data Sheet (PDS)

Please fill out each of the fields in the PDS when applicable.

I. Personal Information

  • Employee’s name is to be filled out in the following format: surname, first name, name extension (if any), and middle name. A space is allotted for each character or letter in the name.
  • Dates are in the numeric format: mm/dd/yyyy.
  • Specifics should be given to “Others” responses in the civil status field.
  • The agency employee number refers to the employee ID number in the current agency.
  • For holders of foreign/dual citizenship, please select from the dropdown list the foreign country where you were born/naturalized or type/write the same in the space provided therein.

II. Family Background

  • Names of spouse and parents are to be filled out in the following format: surname, first name, name extension (if any), and middle name.
  • Mother’s name is her maiden name, or name when she was single or before marriage.
  • List the full names (first name and surname) of ALL your children.
  • The date of birth is in the numeric format: mm/dd/yyyy.

You can also check this article’s Updated Salary Grade for this Year!

III. Educational Background

  • Indicate the FULL name of schools. DO NOT ABBREVIATE.
  • For Elementary Level, indicate PRIMARY EDUCATION if graduated
  • For the Secondary Level, indicate HIGH SCHOOL if graduated under the old curriculum; or JUNIOR HIGH SCHOOL or SENIOR HIGH SCHOOL if graduated under the K-12 curriculum.
  • Indicate in FULL all courses taken in college (e.g. ASSOCIATE IN ARTS, AB ECONOMICS, BS PSYCHOLOGY, MA IN HISTORY).
  • Indicate all masters or doctorate degrees taken.
  • If graduated for every level, indicate the year of graduation.
  • If not graduated at any level, indicate the highest grade, level, or units earned.
  • Periods of attendance are stated in school years (e.g. 1992-1996)
  • Indicate any scholarship and/or academic honors received in each level.

IV. Civil Service Eligibility

  • Indicate all civil service eligibilities earned with corresponding rating, date, and place of examination/conferment.
  • Career Service Sub-Professional
  • Career Service Professional
  • Career Service Executive
  • Stenographer
  • PD 997 – Scientific and Technological Specialist
  • EO132/790 – Veteran Preference Rating
  • PD 907 – Honor Graduate
  • RA 7883 – Barangay Health Worker
  • Barangay Official

If earned eligibility entails a license (RA 1080), indicate the license number and its validity date.

V. Work Experience

  • Indicate all positions held in public and private employment starting from current work.
  • Inclusive dates are indicated in the numeric format: mm/dd/yyyy.
  • Indicate FULL position titles and COMPLETE NAME of department/agency/office/company. DO NOT ABBREVIATE.
  • Indicate monthly salary in figures (e.g. P21,877).
  • Salary grade and salary step, if applicable, should be stated in the format ”00-0” (e.g. 24-2, 24 for salary grade, 2 for salary step)
  • Indicate the status of employment (e.g. permanent, temporary, casual, contractual)
  • Indicate “yes” under government service if the position held is in public or government employment or “no” if held in private employment.
  • Additional sheets for work experience should be accomplished and submitted together with the PDS in case of application to a vacant position. This should be accomplished only for work experience relevant to the position being applied to.

VI. Voluntary Work or Involvement in Civic/Non-Government/People/ Voluntary Organizations

  • Indicate the FULL name and address of the organization you are involved as a voluntary worker.
  • Inclusive dates, start (from) and end (to) should be numeric: mm/dd/yyyy.
  • Indicate the number of hours of voluntary work rendered.
  • Indicate the position/nature of voluntary work rendered.

You can also check the Updated Monthly Salary of the Nurses here in the Philippines!

VII. Learning and Development Interventions

  • Indicate FULL titles of learning and development (L&D) interventions attended during employment. Indicate the list from the most recent L&D.
  • Inclusive dates of attendance, start (from), and end (to) should be in the numeric format: mm/dd/yyyy.
  • Indicate the number of hours attended for the program.
  • Indicate the type of L&D intervention (e.g. managerial, supervisory, technical).
  • Indicate the FULL name of the institution/agency that conducted or sponsored the program. DO NOT ABBREVIATE. (e.g. CSC should be Civil Service Commission).

VIII. Other Information

  • Indicate special skills /hobbies.
  • Indicate in FULL non-academic distinctions/recognition (awards received)
  • Indicate membership in any professional association/organization by writing in FULL said association/organization.

# 34-40

  • Indicate your response to questions 34 to 40 on the right side of the sheet.
  • Provide details or specifications for any yes response.


  • Indicate the FULL name of references with the format FIRST NAME, MI, SURNAME, their addresses, and respective telephone numbers.


  • As an agreement to and for completion of the PDS, the employee’s signature and right thumb mark should be affixed in the boxes provided.
  • Indicate also the government ID number and date of issuance in the boxes provided.
  • Lastly, attach a RECENT PASSPORT SIZE (4.5 cm. x 3.5 cm.) picture with a COMPLETE AND HANDWRITTEN NAME TAG and SIGNATURE OVER PRINTED NAME. The picture must be taken within the last six (6) months.
  • A computer-generated or photocopied picture is not acceptable.

PDS Filling Guide (PDF Form)

What is a Personal Data Sheet (PDS)?

The Personal Data Sheet (PDS) is a vital document that comprehensively records an individual’s personal and professional background.

Whether you are applying for a job, pursuing further education, or seeking a government position, filling out the PDS wholly and accurately is essential. (LIST: Top Government Officials Monthly Salary)

To help individuals navigate this critical process, the Civil Service Commission has created a comprehensive Guide to Filling Out the Personal Data Sheet (PDS).

This guide provides step-by-step instructions and valuable insights to ensure individuals can present themselves in the best possible light, highlighting their skills, qualifications, and character. (LIST: Philippine Army Monthly Salary and Their Benefits)

Whether you are a first-time job seeker or a seasoned professional, this guide is essential to help you unlock your full potential and achieve your goals.


Filling out the Personal Data Sheet (PDS) is a critical step in your journey toward securing a government position in the Philippines.

Following this comprehensive guide, you can complete your PDS like a pro and increase your chances of standing out among other applicants.

The Good News is you can Now Download the CSC Personal Data Sheet 2017 in PDF or Excel here.

Remember to provide accurate and detailed information, review your PDS thoroughly, and showcase your qualifications effectively.

Source: Civil Service Commission


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