Required Documents for Application: Civil Service Exam Guide

Applying for the Civil Service Exam (CSE) in the Philippines is a crucial step for individuals who wish to work in government positions. One of the most common reasons applications are delayed or rejected is incomplete or incorrect documentation. Understanding exactly which documents are required, how they should be prepared, and common mistakes to avoid can save you time, money, and stress.

This guide provides a complete and updated explanation of the required documents for the Civil Service Exam application, applicable to both Professional and Sub-Professional levels. Whether you are applying online through CSC COMEX or via walk-in (paper and pencil test), this article will help ensure your application is accurate and accepted.

Overview of Civil Service Exam Application Requirements

The Civil Service Commission (CSC) requires all applicants to submit specific documents to verify identity, eligibility, and compliance with examination rules. While the exam level (Professional or Sub-Professional) does not significantly change the document list, the method of application (online or walk-in) may affect how documents are submitted.

In general, applicants must prepare:

• A completed application form

• Valid identification documents

• Passport-sized photographs

• Examination fee

• Supporting documents (if applicable)

Failure to submit any required document, or submitting documents that do not meet CSC standards, can result in disqualification.

Fully Accomplished Application Form (CS Form No. 100)

What Is CS Form No. 100?

CS Form No. 100 is the official Civil Service Exam Application Form. This form collects personal, educational, and contact information necessary for processing your application.

How to Obtain the Form

Applicants can get CS Form No. 100 through:

• The official CSC website (downloadable PDF)

• CSC Regional or Field Offices

• Authorized CSC testing centers

Important Guidelines When Filling Out the Form

• Use black or blue ink only

• Write in clear, legible block letters

• Do not leave any required field blank

• Ensure your name matches your valid ID exactly

• Avoid erasures, corrections, or overwriting

Incomplete or poorly filled-out forms are a common cause of rejection.

Valid Identification Documents (Original and Photocopy)

Purpose of ID Requirement

Valid IDs are required to verify the applicant’s identity and prevent impersonation. The CSC strictly enforces ID requirements on both application and exam day.

Accepted Valid IDs

Applicants must present at least one original valid ID and submit a photocopy. Accepted IDs typically include:

• Philippine Passport

• Driver’s License

• UMID (GSIS or SSS)

• PRC ID

• Postal ID

• Voter’s ID or Voter’s Certification

• PhilHealth ID

• National ID (PhilSys)

• School ID (for currently enrolled students, if allowed)

Important Reminders

• The ID must be current and not expired

• The ID must include a clear photo and signature

• Temporary or digital-only IDs are usually not accepted

• If your name has changed (e.g., due to marriage), supporting documents may be required

Passport-Sized Photographs

Photo Specifications Required by CSC

Applicants must submit recent passport-sized photos that strictly follow CSC guidelines:

• Size: 4.5 cm x 3.5 cm

• Background: White

• Taken within the last three months

• No eyeglasses, hats, or head coverings (unless for religious reasons)

• Neutral facial expression

• Colored photo with clear facial features

Common Photo Mistakes to Avoid

• Using selfies or scanned old photos

• Wearing uniforms or accessories

• Incorrect photo size

• Blurry or low-resolution images

Photos that do not meet CSC standards may result in application rejection.

Examination Fee Payment

Standard Examination Fees

As of the latest CSC guidelines:

• Professional Level: PHP 500

• Sub-Professional Level: PHP 400

Fees are non-refundable, even if you fail to appear on exam day.

Modes of Payment

Depending on the application method, payment can be made via:

• CSC cashier (walk-in applications)

• Authorized payment centers

• Online payment gateways (for CSC COMEX)

Proof of Payment

Applicants must keep:

• Official receipt (for walk-in applications)

• Digital payment confirmation (for online applications)

Proof of payment may be required for verification or in case of application issues.

Birth Certificate (If Required)

When Is a Birth Certificate Needed?

A birth certificate is not always mandatory, but may be required if:

• There are discrepancies in your name or birthdate

• Your valid ID does not clearly show personal details

• You are asked for additional verification by CSC

Accepted Birth Certificate Types

• PSA-issued Birth Certificate

• NSO-issued Birth Certificate (older versions)

Make sure the document is clear, readable, and authentic.

Marriage Certificate (For Married Applicants)

Why This May Be Required

If you are married and using your married name in the application, the CSC may require a marriage certificate to validate the name change.

Accepted Documents

• PSA-issued Marriage Certificate

• NSO-issued Marriage Certificate

This document ensures consistency between your application form and identification documents.

Certificate of Live Birth or Affidavit (Special Cases)

In rare situations where a birth certificate is unavailable or delayed, the CSC may temporarily accept:

• Certificate of Live Birth

• Notarized affidavit explaining the discrepancy

However, these are usually case-by-case exceptions and must be approved by the CSC office.

Additional Supporting Documents (If Applicable)

Some applicants may be required to submit additional documents depending on their situation:

For Persons with Disabilities (PWDs)

• PWD ID issued by local government

• Medical certificate (if requested)

For Indigenous Peoples (IPs)

• Certification from the National Commission on Indigenous Peoples (NCIP), if applicable

For Name or Data Corrections

• Court order

• Notarized affidavit of correction

• Supporting legal documents

These documents help CSC properly process special accommodations or record corrections.

Document Requirements for Online vs Walk-In Applications

Online Application (CSC COMEX)

• Digital copies (scanned or photographed)

• Clear and readable file format (usually JPG or PDF)

• Correct file size as specified by the system

• Original documents must still be presented on exam day

Walk-In Application (Paper and Pencil Test)

• Original documents for verification

• Photocopies submitted with application form

• Physical photos attached to the form

Regardless of the method, accuracy and completeness are critical.

Exam Day Document Requirements

Even after your application is approved, you must bring specific documents on exam day:

• Official receipt or application confirmation slip

• Same valid ID used during application

• Examination permit or notice of admission (if issued)

Failure to bring required documents on exam day may result in denial of entry to the testing center.

Common Reasons for Application Rejection

Understanding common mistakes can help you avoid them:

• Incomplete application form

• Invalid or expired ID

• Incorrect photo specifications

• Mismatched personal information

• Missing payment or proof of payment

• Illegible photocopies or scans

Double-checking your documents before submission significantly reduces the risk of rejection.

Tips for a Smooth Application Process

• Prepare documents at least two weeks in advance

• Make multiple photocopies of important IDs

• Use professional photo services familiar with CSC standards

• Keep both digital and printed backups

• Read CSC announcements and updates carefully

Being organized and proactive can make the entire application process smooth and stress-free.

Final Checklist of Required Documents

Before submitting your application, confirm that you have:

• Fully accomplished CS Form No. 100

• At least one valid original ID and photocopy

• Recent passport-sized photos (CSC-compliant)

• Examination fee and proof of payment

• Supporting documents (if applicable)

Completing this checklist ensures your application meets CSC requirements and avoids unnecessary delays.

Conclusion

Submitting the correct documents is a foundational step in your Civil Service Exam journey. While the process may seem strict, these requirements are designed to ensure fairness, accuracy, and integrity in government service recruitment.

By carefully preparing all required documents and following CSC guidelines, you significantly improve your chances of a successful application and a smooth exam experience. Always stay updated with official CSC announcements, as requirements may be revised periodically.

With proper preparation, you can focus your energy on what truly matters—passing the Civil Service Exam and starting your career in public service.

FAQs (Frequently Asked Questions)

What documents do I need to apply for the Civil Service Exam?

Most applicants need a fully accomplished application form (commonly CS Form No. 100), at least one valid government-issued ID (plus a photocopy), recent passport-sized photos that match the Civil Service Commission (CSC) specifications, and payment of the examination fee with proof of payment. Depending on your situation, you may also be asked to submit supporting documents such as a birth certificate, marriage certificate, or affidavits for corrections. Requirements can vary slightly by testing type (walk-in paper-and-pencil vs online registration), so always check the latest instructions from the CSC office handling your application.

Do I need to submit original documents or photocopies?

In many cases, you will present the original ID for verification and submit a photocopy together with your application. For walk-in applications, you typically bring originals to the processing window and leave photocopies with the application form. For online application systems, you may upload a clear scanned copy or photo of your document, but you still need to bring the original ID and any required originals on exam day for identity verification. Prepare both originals and clean photocopies to avoid delays.

What kind of ID is accepted for the Civil Service Exam application?

The CSC generally accepts government-issued IDs that include your photo and signature, and are valid (not expired). Common examples include passport, driver’s license, UMID, PRC ID, postal ID, PhilSys National ID, and similar official IDs. Some offices may also accept a school ID for currently enrolled students, but this depends on CSC guidance and local implementation. If you have only one ID, make sure it is readable and matches the name you will use in the application form to reduce the risk of rejection.

What if my ID name does not match my current name?

If your name on your ID is different from the name you want to use (for example, due to marriage or a spelling correction), you may need supporting documents. Married applicants who use a married surname may be asked for a PSA-issued marriage certificate. If the issue is a typographical error or a missing middle name, the CSC office may request an affidavit of discrepancy or other proof. The safest approach is to apply using the exact name shown on your primary ID whenever possible, and bring documents that explain any differences.

Are there specific photo requirements I must follow?

Yes. Photo specifications are one of the most strictly enforced parts of the application. The CSC typically requires recent, passport-sized photos with a white background, taken within the last few months, and showing your full face clearly. Photos should be professional-looking, not a selfie, and should not include heavy filters. Eyeglasses, hats, or head coverings are usually not allowed unless the head covering is worn for religious reasons. If your photos do not meet the standard, your application may be returned or delayed.

Can I use a digital photo or scanned picture for my application?

If you are applying through an online system, the CSC may allow a digital photo file upload, but it still needs to follow the official size, background, and clarity rules. For walk-in applications, you will usually submit printed photos. Even when online submission is allowed, avoid low-resolution images, photos with shadows, or photos taken far in the past. Prepare a properly sized, clear image and keep the original file in case the system asks you to re-upload.

Do I need a birth certificate to apply?

Not always. Many applicants can apply using a valid ID and the required application documents without submitting a birth certificate. However, a birth certificate may be requested if there are discrepancies in your personal details (name spelling, birthdate, or middle name), or if your identity needs additional verification. If you anticipate any issues—such as inconsistent records across documents—it is smart to secure a PSA birth certificate in advance so you can respond quickly if asked.

What if I do not have a PSA birth certificate yet?

Some applicants experience delays in getting PSA documents. In special cases, the CSC office may accept alternative documents temporarily, such as a local civil registry copy, certificate of live birth, or an affidavit explaining the situation. These cases are handled individually and depend on the CSC office’s guidance. If you are unsure, bring whatever official civil registry documents you have and ask the processing staff what they will accept for your specific case.

Do married applicants need to submit a marriage certificate?

Married applicants are more likely to need a marriage certificate if they apply using a married surname that differs from the name on their birth certificate or older IDs. The marriage certificate supports the name change and helps the CSC confirm your identity. If your IDs already reflect your married name consistently, some offices may not ask for additional proof, but it is safer to have a PSA marriage certificate available, especially if you expect strict document checking in your region.

What documents do I need to bring on exam day?

Even after your application is accepted, you must still bring proper documents on the actual exam day. Typically, this includes the same valid ID you used during application, your exam permit or notice of admission (if issued), and your official receipt or confirmation slip. Some testing centers are strict about matching IDs and application records, so do not change IDs at the last minute unless the CSC office specifically allows it.

What are common reasons applications are rejected?

Applications are often rejected due to incomplete forms, missing signatures, wrong or non-compliant photos, expired or unacceptable IDs, unclear photocopies or scans, and mismatched personal information across documents. Another common issue is failure to follow instructions about handwriting, ink color, or required attachments. To avoid rejection, review your documents using a checklist and verify that every field and requirement is completed before submission.

How can I make sure my documents are accepted the first time?

Prepare early, keep multiple photocopies of your IDs, and get your photos taken at a professional photo studio that understands formal ID requirements. Fill out your application form carefully and ensure your details match your primary ID exactly. For online applications, upload clear files in the correct format and file size. Finally, read the latest CSC announcement for your testing schedule and location, because local offices may add practical instructions (such as appointment systems, window hours, or document ordering) that can affect your submission.

Civil Service Exam Philippines: Complete Preparation and Passing Guide