How to Download and Fill Out the Personal Data Sheet (PDS Form)

If you’re working for the Philippine government, or in the process of applying for a government position, you may be required to submit a Personal Data Sheet (PDS) to the HR office of the department or agency where you are (or will be) assigned. So what is the Personal Data Sheet and how do you accomplish the PDS form properly?

The Personal Data Sheet (PDS) is the official information sheet that all government employees and officials must accomplish and submit, and serves as the main supporting document for all government appointments. The PDS requires government employees to truthfully disclose their personal information as well as their educational background, civil service eligibility, work experience, involvement in voluntary organizations, training programs attended, and other relevant information.

The Personal Data Sheet is considered a sworn statement that should be attested to under oath by the employee or applicant and witnessed by a person who is authorized to administer the oath.

The Civil Service Commission (CSC) also requires applicants to accomplish and submit the Work Experience Sheet, where the actual duties and contributions for each position indicated in the Work Experience section of the PDS will be listed.

According to CSC Resolution No. 1700656, any misrepresentation or false statements made in the Personal Data Sheet and the Work Experience Sheet may cause the filing of administrative or criminal cases against the applicant. Therefore, it’s important to know how to fill out the PDS form to ensure that all entries are true, correct and accurate to the best of your knowledge.

In this guide, I’ll teach you how to download the PDS in Microsoft Excel and PDF formats, as well as to print it and/or accomplish it on your computer or by hand.

Download the Personal Data Sheet (PDS Form)

We’ve made the Personal Data Sheet (CS Form No. 212 Revised 2017) available for download in Microsoft Excel (.xlsx) and PDF formats. To download the PDS form, just click any of the download buttons below according to your preferred file format.

Download PDS Form (PDF)
Download PDS Form (Excel)

So which file format should you download? If you have Microsoft Excel, it’s probably better to download the Excel file (.xlsx) so that you can accomplish it on your computer. However, if you don’t have MS Excel or if you prefer to accomplish the PDS form through handwriting, then you can download the PDF file and print it on long bond paper (8.5″ x 13″).

To print the PDF file, just open it using a free PDF reader such as Adobe Acrobat Reader or Sumatra PDF. Print the document by clicking File > Print or by typing Ctrl + P on your keyboard.

If you’re using the Chrome browser on your desktop computer or laptop, the PDF file will automatically open in a new tab after clicking the download button, so you don’t need to use a PDF reader to open it. Print the form by clicking the printer icon near the upper-right corner or by typing Ctrl + P on your keyboard.

For the Excel spreadsheet version of the PDS, you may have to click the “Enable Editing” button to be able to fill out the form. Note that the Excel spreadsheet contains four sheets named C1, C2, C3 and C4. You can switch between sheets by clicking the corresponding tabs at the bottom of the document.

Don’t forget to save your work from time to time by clicking File > Save or by typing Ctrl + S. This will help prevent loss of data in case of unexpected shutdowns or power interruptions.

How to Fill Out the Personal Data Sheet

Follow these instructions when accomplishing the PDS:

• In the Microsoft Excel spreadsheet, all checkboxes will be automatically marked once clicked.
• You must affix your signature and indicate the date of accomplishment at the bottom of every page, except for the last page.
• The PDS must be accomplished through handwriting or using a computer. If handwritten, entries should be filled out in BLOCK or CAPITAL letters using a pen.
• Don’t leave blank entries. Write N/A if not applicable.
• Use a separate sheet of paper if necessary.
• All information you provided in your Personal Data Sheet must be true and accurate to the best of your knowledge.
• Any misrepresentation made in the PDS and the Work Experience Sheet may result in the filing of administrative or criminal cases against the applicant.
• If applying to a vacant position, the additional Work Experience Sheet should also be accomplished.

I. Personal Information

• Surname – Write your last name or family name.
  • First Name – Write your first name or given name.
  • Middle Name – Write your middle name which is usually your mother’s maiden surname.
  • Name Extension (Jr., Sr.) – If you have a name extension or suffix such as Sr., Jr., III, write it here.
• Date of Birth – Write your date of birth in mm/dd/yyyy format. For example, June 20, 1990 should be written as 06/20/1990.
• Place of Birth – Specify the place where you were born as indicated in your birth certificate.
• Sex – Check the box that corresponds to your sex or gender.
• Civil Status – Check the box that corresponds to your civil status (e.g. Single).
• Height – Indicate your height in meters (m). You can use this calculator to convert feet and inches to meters.
• Weight – Indicate your weight in kilograms (kg). You can use this calculator to convert pounds (lb) to kilograms.
• Blood Type – If you know your blood type, write it here. If not, write “N/A.”
• GSIS ID No. – Indicate your GSIS ID number if you’re a Government Service Insurance System (GSIS) member.
• Pag-IBIG ID No. – Specify your Pag-IBIG MID number if you’re a member of the Home Development Mutual Fund or the Pag-IBIG Fund.
• PhilHealth No. – Provide your PhilHealth number if you’re a Philippine Health Insurance Corporation (PhilHealth) member.
• SSS No. – If you’re a Social Security System (SSS) member, write your SSS number here.
• TIN No. – Indicate your BIR tax identification number (TIN) if you have one.
• Agency Employee No. – This refers to your employee ID number in your current agency.
• Citizenship – Check “Filipino” if you’re a Filipino citizen. If you’re a dual citizen, select either “by birth” or “by naturalization,” and then select or write the foreign country where you’re also a citizen.
• Residential Address – Provide your present address including street, subdivision/village, barangay, city/municipality, province and ZIP code.
• Permanent Address – Provide your permanent address including street, subdivision/village, barangay, city/municipality, province and ZIP code.
• Telephone No. – Indicate your telephone number, if any.
• Mobile No. – Write your 11-digit cellphone number.
• E-mail Address – Provide your e-mail address, if any.

II. Family Background

• Spouse’s Surname – Write the last name or family name of your spouse (wife or husband).
  • First Name – Write the first name or given name of your spouse.
  • Middle Name – Write the middle name of your spouse.
  • Name Extension (Jr., Sr.) – If your spouse has a name extension or suffix such as Sr., Jr., III, write it here.
• Occupation – Indicate your spouse’s work or employment.
• Employer/Business Name – Indicate the name of your spouse’s employer or business, if any.
• Business Address – Specify the address of your spouse’s business or employer, if any.
• Telephone No. – Write your spouse’s landline phone number.
• Father’s Surname – Write your father’s last name or family name.
  • First Name – Write your father’s first name or given name.
  • Middle Name – Write your father’s middle name.
  • Name Extension (Jr., Sr.) – If your father has a name extension or suffix such as Sr., Jr., III, write it here.
  • Mother’s Maiden Name – Write your mother’s complete name before marriage and when she was single.
• Surname – Write your mother’s last name or family name.
  • First Name – Write your mother’s first name or given name.
  • Middle Name – Write your mother’s middle name.
• Name of Children – List the complete names (first name and surname) of all your children, if any.
  • Date of Birth – Write the respective dates of birth of all your children in mm/dd/yyyy format. For example, June 20, 1990 should be written as 06/20/1990.

III. Educational Background

• Name of School – Indicate the full name of the school. Do not use abbreviations such as UP, UST, ADMU, etc.
• Basic Education/Degree/Course – Write in full all the educational levels, degrees and courses that you have taken.
  • For Elementary Level, indicate PRIMARY EDUCATION if you graduated.
  • For Secondary Level, indicate HIGH SCHOOL if you graduated under the old curriculum. Indicate JUNIOR HIGH SCHOOL or SENIOR HIGH SCHOOL if you graduated under the K-12 curriculum.
  • For College and Graduate Studies, indicate in full all the courses that you’ve taken. For example: ASSOCIATE IN ARTS, BS ACCOUNTANCY, MA IN MATHEMATICS.
• Period of Attendance – This is stated in school years (e.g. 2002-2006).
• Highest Level/Units Earned (if not graduated) – If you didn’t graduate, indicate the highest level (e.g. THIRD YEAR) or the number of units you’ve earned.
• Year Graduated – Indicate the year of your graduation.
• Scholarship/Academic Honors Received – Indicate the scholarships and academic honors, if any, that you received in each level.

IV. Civil Service Eligibility

• Career Service / RA 1080 (Board/Bar) Under Special Laws / CES / CSEE / Barangay Eligibility / Driver’s License – Indicate all civil service eligibilities that you’ve earned. Examples are:
  • Career Service Sub-Professional
  • Career Service Professional
  • PD 907 – Honor Graduate
  • EO132/790 – Veteran Preference Rating
  • RA 7883 – Barangay Health Worker
  • PD 997 – Scientific and Technological Specialist
  • Barangay Official
• Rating (if applicable) – Indicate the corresponding rating for the eligibility.
• Date of Examination/Conferment – Specify the date when the examination took place or when the eligibility was conferred or granted.
• Place of Examination/Conferment – Indicate the place where the examination took place or where the eligibility was conferred or granted.
• License (if applicable) – Only accomplish this if your earned eligibility entails a license (RA 1080).
  • Number – Indicate your license number.
  • Date of Validity – Specify the date of validity of your license in mm/dd/yyyy format.

V. Work Experience

• Inclusive Dates – Indicate the start (from) and end (to) dates, in mm/dd/yyyy format, when you rendered service.
• Position Title – Indicate the full position title. For example: ACCOUNTANT.
• Department / Agency / Office / Company – Write the complete name of the department, agency or company where you were employed. Do not use abbreviations.
• Monthly Salary – Indicate your monthly salary in figures. For example: ₱21,500.
• Salary/Job/Pay Grade (if applicable) and Step/Increment – If applicable, the salary grade and step should be written in the format 00-0. For example: the salary grade 25 and the salary step 4 should be written as “25-4.” Read this article to learn more about salary grades and steps.
• Status of Appointment – Indicate the status of your appointment, such as permanent, temporary, casual, or contractual.
• Government Service – Indicate “YES” if your position in public or government employment and “NO” if held in private employment.

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

• Name and Address of Organization – Indicate the full name and address of the organization where you were involved as a voluntary worker.
• Inclusive Dates – Indicate the start (from) and end (to) dates, in mm/dd/yyyy format, when you rendered voluntary service.
• Number of Hours – Specify the number of hours of voluntary work rendered.
• Position/Nature of Work – Indicate the position or nature of voluntary work rendered.

VII. Learning and Development (L&D) Interventions/Training Programs Attended

• Title of Learning and Development Interventions/Training Programs – Indicate the full titles of learning and development (L&D) interventions attended during your employment, starting with the most recent L&D.
• Inclusive Dates of Attendance – Indicate the start (from) and end (to) dates, in mm/dd/yyyy format, when you attended the L&D.
• Number of Hours – Specify the number of hours you attended the program.
• Type of L&D (Managerial/Supervisory/Technical) – Indicate the type of L&D intervention such as managerial, supervisory or technical.
• Conducted/Sponsored By – Write the full name of the institution or agency that conducted the program. Do not use abbreviations such as CSC (for Civil Service Commission).

VIII. Other Information

• Special Skills and Hobbies – Indicate your special skills and hobbies. For example: cooking, playing the guitar.
• Non-Academic Distinctions/Recognition – Indicate the non-academic awards and distinctions you have received in the past.
• Membership in Association/Organization – Write the full name of the professional association or organization where you are a member.

Questionnaire, References, Declaration, Etc.

Answer questions 34 to 40 by checking either “YES” or “NO.” If you answered “YES” to any of the questions, provide additional details on the space provided.

• References – List your references who are not related by affinity or consanguinity.
  • Name – Indicate the full name of the reference with the format FIRST NAME, MIDDLE INITIAL and SURNAME.
  • Address – Write the address of your reference.
  • Telephone Number – Provide the telephone number of your reference, if any.
• Declaration – Read the declaration stating that you have personally accomplished the Personal Data Sheet as a true, correct and complete statement.
• Government Issued ID – Indicate the name of your government-issued ID (e.g. passport, GSIS ID, UMID, PRC ID, driver’s license, etc.), the ID or license number, and the date of issuance.
• Signature – Affix your signature inside the box provided.
• Date Accomplished – Indicate the date you accomplished the Personal Data Sheet.
• Right Thumbmark – Affix your right thumbmark inside the box provided.
• Photo – Attach a recent passport size picture (3.5 cm x 4.5 cm) with complete and handwritten name tag and signature over the printed name. The picture must be taken within the last 6 months. Computer generated or photocopied picture is not acceptable.
• Person Administering Oath – Write the name of the person who is administering the oath, such as a notary public.

Final Thoughts

The Personal Data Sheet is an important requirement in government job applications, so you need to accomplish it in a proper and correct manner. The CSC has a supplementary guide on how to fill out the PDS, but I took the liberty to expand on their instructions to come up with a more comprehensive tutorial.

We hope that you found this guide useful. If you have any questions or clarifications, don’t hesitate to leave a comment below.