How to Fill Out the Personal Data Sheet (PDS) 2025 | Practical Guide

Check out our updated guide on how to fill out the Personal Data Sheet (PDS).

In this article, you’ll learn everything you need to correctly complete the PDS, plus practical tips on how to present your skills and qualifications clearly.

By the end of this guide, you’ll be able to download and properly fill out the PDS with confidence.

Let’s get started.

How to Fill Out the Personal Data Sheet

Warning:

Any misrepresentation made in the Personal Data Sheet and the Work Experience Sheet shall cause the filing of administrative/criminal case/s against the person concerned.

Note:

• The PDS may be accomplished using the MS Word format or MS Excel format.
• In the MS Excel format, all the tick boxes will automatically be marked once clicked.
• The PDS must bear the wet signature/e-signature/digital certificate of the employee and date of accomplishment at the bottom of every page.
• Entries in the PDS may be filled out through handwriting or via typewriter/computer. If handwritten, entries should be in block capital (e.g., PRINT) format using a pen.
• All information should be provided accurately.
• Do not leave blank entries. Put N/A if not applicable.
• The additional sheet for work experience should be accomplished as a required attachment to the 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), middle name. A space is allotted for each character or letter in the name.
• Dates are in the numeric format: dd/mm/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), middle name.
• Mother’s name is her maiden name, or name when she was single or before marriage.
• List full names (first name and surname) of ALL your children.
• Date of birth is in numeric format: dd/mm/yyyy

III. Educational Background

• Indicate the FULL name of the schools. DO NOT ABBREVIATE.
• For Elementary Level, indicate ELEMENTARY if graduated
• For 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.
• Period 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.
• Example:
  • 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 date of expiry (valid until).

LEARN MORE:

V. Work Experience

• Indicate all positions held both in the public and private employment starting from current work.
• Inclusive dates are indicated in numeric format: dd/mm/yyy.
• Indicate FULL position titles and COMPLETE NAME of department/agency/office/company. DO NOT ABBREVIATE.
• Indicate status of employment (e.g., permanent, temporary, casual, contractual)
• Indicate “yes” under government service if position held is in the public or government employment or “no” if held in the private employment.
• Additional sheet 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.

Need the Work Experience Sheet? Download it instantly and complete your PDS hassle-free.

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

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

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 numeric format: dd/mm/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 response to questions 34 to 40 on the right side of the sheet.
• Provide details or specifications for any “yes” response.

#41

• Indicate the FULL name of references with the format FIRST NAME, MI, SURNAME, their office or residential addresses, and respective contact numbers (mobile and/or landline) and/or email addresses.

#42

• As agreement to and for completion of the PDS, the employee’s signature and right thumb mark (for those who are unable to sign) should be affixed in the boxes provided.
• Indicate also the government ID number and date of issuance in the boxes provided.
• Lastly, attach a passport-sized ID or unfiltered digital picture (4.5 cm x 3.5 cm) taken within the last six (6) months.

PDS Filling Guide (PDF File)

What is a Personal Data Sheet (PDS)?

The CS Form No. 212, Revised 2025 – Personal Data Sheet is an official document used to record a person’s personal information, educational background, work experience, and other relevant details.

It is commonly required for government job applications, promotions, scholarships, and other official purposes. Because it serves as a formal record, the PDS must be filled out completely, truthfully, and accurately.

To help applicants, the Civil Service Commission provides an official guide on how to properly fill out the Personal Data Sheet. This guide includes step-by-step instructions and practical tips to ensure all entries are correct and clearly presented.

Whether you are a first-time applicant or an experienced professional, understanding how to complete the PDS correctly can help you present your qualifications clearly and avoid common application issues.

Conclusion

Filling out the Personal Data Sheet (PDS) correctly is an important step in any government job application or official process.

By following this guide and completing each section carefully, you can avoid errors, ensure accuracy, and present your qualifications clearly.

Download the Personal Data Sheet, review your entries thoroughly, and submit it with confidence knowing you’ve done it right.

Reference

1. Downloads. (2025). Csc.gov.ph. https://csc.gov.ph/downloads/540-csc-form-212-revised-2025-personal-data-sheet

You might also be interested in…