Guide to Filling Out the Personal Data Sheet (PDS) | Updated 2026

The Personal Data Sheet (PDS) or CS Form No. 212 (Revised 2025) is an official document required by the Philippine government for employment, promotion, and other human resource actions. This guide provides a clear, step-by-step explanation on how to properly fill out each section of the PDS based on the latest guidelines from the Civil Service Commission

General Instructions Before Filling Out the PDS

Please ensure that all applicable fields in the PDS are properly completed.

Important Notes:

• The PDS may be accomplished using MS Word or MS Excel format
• In the MS Excel version, tick boxes are automatically marked once clicked
• The PDS must bear the wet signature, e-signature, or digital certificate of the employee and the date of accomplishment at the bottom of every page
• Entries may be handwritten or computer-generated
  • If handwritten, use block capital letters (PRINT) and a pen
• All information must be accurate and truthful
• Do not leave any field blank
  • Write N/A if the item is not applicable
• The Work Experience Sheet is a required attachment to the PDS

Warning: Any misrepresentation in the PDS or Work Experience Sheet may result in administrative and/or criminal liability

Read Also: Salary Grade 2026 | Third Tranche (Effectivity Date: January 1, 2026)

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 numeric format: mm/dd/yyyy
• Specifics should be given to “Others” response in the civil status field.
• Agency employee number refers to 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 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: mm/dd/yyyy

III. Educational Background

• Indicate FULL name of schools. DO NOT ABBREVIATE.
• For Elementary Level, indicate PRIMARY EDUCATION 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 year of graduation.
• If not graduated in 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.
  • 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 validity.

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: 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 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.

VI. Voluntary Work or Involvement in Organizations

• Indicate the FULL name and address of the organization where involved as voluntary worker.
• Inclusive dates, start (from) and end (to) should be in numeric format: mm/dd/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 list from the most recent L&D.
• Inclusive dates of attendance, start (from) and end (to) should be in numeric format: mm/dd/yyyy.
• Indicate the number of hours attended for program.
• Indicate the type of L&D intervention (e.g. managerial, supervisory, technical).
• Indicate the FULL name of 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.

Download: Personal Data Sheet (PDS) 2025 | CSC Form 212 Revised 2025

Items 34 to 40

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

Item 41 – References

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

Item 42 – Signature and Photo

• Affix your signature and right thumb mark (for those unable to sign)
•  Indicate:
  • Government-issued ID number
  • Date of issuance
• Attach a passport-sized ID or unfiltered digital photo:
  • Size: 4.5 cm x 3.5 cm
  • Taken within the last six months

Source: Civil Service Commission (Updated January 2026)