CSC Encourages Non-Sexist Language in Government Documents: What Organizations Should Know

Language is more than a tool for conveying information. In official communications, the words used by government institutions can influence how people are represented, understood, and treated.

Recognizing this, the Civil Service Commission (CSC) issued Memorandum Circular No. 12, series of 2005, encouraging government officials and employees to use non-sexist language in official documents, communications, and issuances.

The memorandum was issued pursuant to CSC Resolution No. 050433 dated March 30, 2005. It forms part of the government's broader gender-mainstreaming efforts and encourages a conscious effort to avoid implicit and explicit discriminatory language against women or men.

CSC Memorandum Circular No. 12, s. 2005 is titled “Use of Non-Sexist Language in All Official Documents, Communications, and Issuances.”

The circular is addressed to heads of constitutional bodies, national government departments, bureaus, offices and agencies, local government units, state universities and colleges, and government-owned or controlled corporations with original charters.

Its central message is that government officials and employees are encouraged to use non-sexist language when preparing official documents, communications, letters, memoranda, and other issuances.

The CSC explained that language articulates consciousness, reflects culture, and affects socialization. From that perspective, changing traditional language practices can help create communication that is more gender-sensitive.

The policy was part of the government's continuing effort to integrate women's concerns into plans and programs and to promote gender sensitivity within the bureaucracy.

The CSC noted that gender and development (GAD) perspectives had already been incorporated into civil service examinations beginning in June 2000, including through the use of non-sexist language in examination items.

The circular therefore went beyond a simple vocabulary exercise. It encouraged government personnel to become more conscious of the way language can reinforce assumptions or stereotypes about women and men.

Non-sexist language generally avoids wording that unnecessarily excludes, stereotypes, or assigns a role to a person based on sex or gender when that distinction is not relevant.

The objective is not to change language mechanically. It is to communicate accurately while avoiding unnecessary gender assumptions.

For example, where a position does not require a gender-specific reference, terms such as “chairperson,” “police officer,” “business owner,” “workforce,” or “representative” can be used instead of gendered alternatives.

The CSC guidance also includes approaches such as avoiding the generic use of “he,” “his,” or “him” when the antecedent is not specifically male, using plural constructions, rewording sentences, or using neutral terms where appropriate.

The practical principle is to ask whether the person's gender is relevant to what is being communicated.

Examples include:

These are examples rather than an exhaustive replacement list. The most appropriate wording depends on context, grammar, the person's actual title, and the purpose of the document.

CSC Memorandum Circular No. 12, s. 2005 is directed at the government offices and personnel covered by the circular. It should not be described as a general private-sector regulation requiring every business to use a particular vocabulary.

However, businesses that regularly communicate with government agencies can still benefit from adopting clear, professional, and inclusive documentation practices.

This can be particularly useful when preparing applications, letters, proposals, contracts, employee-related materials, regulatory submissions, and other formal communications.

The use of gender-sensitive language is part of a broader Philippine government framework for gender mainstreaming and women's rights.

Republic Act No. 9710, or the Magna Carta of Women, provides the broader statutory framework for eliminating discrimination against women and promoting women's rights and empowerment. Its implementing framework includes gender mainstreaming across government institutions.

The law and its implementing rules also recognize the importance of gender-sensitive language. In particular, Section 13 of RA No. 9710 provides that gender-sensitive language shall be used in the context of education and training to help eliminate gender stereotypes and discriminatory practices.

The Philippine Commission on Women subsequently issued PCW Memorandum Circular No. 2014-06, which promotes the use of gender-sensitive language in the drafting and review of legislative measures. The PCW memorandum specifically recognizes CSC Memorandum Circular No. 12, s. 2005 as a relevant benchmark for gender-fair language.

This places the 2005 CSC circular within a much broader and continuing government policy environment rather than treating it as an isolated document.

The relevance of CSC MC No. 12, s. 2005 has continued beyond its original issuance.

Government institutions have reiterated or incorporated its principles into their own gender and development initiatives. For example, the National Nutrition Council issued a 2022 memorandum reiterating observance of CSC Memorandum Circular No. 12, s. 2005 in its official documents, communications, and issuances.

The Supreme Court has also reproduced and adopted the CSC circular in its own gender-fair language framework for the Judiciary. This demonstrates how the principles of the 2005 CSC issuance have been carried into later institutional policies and guidance.

For government offices and organizations working with government, reviewing official communications can be a practical way to strengthen gender sensitivity.

Examine commonly used letters, memoranda, forms, notices, job descriptions, announcements, and other official communications.

Look for language that unnecessarily assumes that a particular position, occupation, responsibility, or role belongs to one gender.

Where gender is not relevant to the communication, use terms that refer to people or roles neutrally.

The goal is not to eliminate legitimate references to sex or gender. Where sex or gender is materially relevant, it should be stated accurately. The objective is to avoid making gender a feature of a document when it has no bearing on the subject.

Official communication should be understandable and respectful to everyone who may receive it.

This is particularly important for public-facing documents, recruitment materials, forms, information campaigns, and government programs.

Organizations with established review procedures can incorporate gender-sensitive language into proofreading and approval processes.

Doing so makes inclusive communication part of normal institutional quality control rather than an occasional exercise.

CSC MC No. 12, s. 2005 should be considered together with the broader GAD framework and subsequent agency-specific policies.

Organizations should therefore verify the latest applicable rules and their own agency or institutional requirements before adopting or revising internal procedures.

Before releasing a formal document, an organization can ask:

Professional documentation is not only about grammar and formatting. It is also about how an institution communicates its values and how it treats the people who interact with it.

For government offices, gender-sensitive communication supports the broader objective of gender mainstreaming. For private organizations that regularly interact with government, adopting the same communication discipline can help produce clearer and more respectful correspondence.

The broader lesson is that compliance work often begins with details that appear small. A document's terminology, accuracy, consistency, and completeness can affect how a submission is understood and processed.

For Kzen PH, the practical lesson is broader than word choice.

Good compliance begins with attention to detail. Whether an organization is preparing a government application, maintaining corporate records, securing a permit, submitting a regulatory document, or communicating with a government office, the quality and accuracy of its documentation matter.

Gender-sensitive language is one part of building professional and inclusive institutional communication. Businesses and organizations can strengthen this practice by regularly reviewing their templates, forms, policies, and official correspondence while keeping them aligned with applicable government requirements.

CSC Memorandum Circular No. 12, s. 2005 is a longstanding government policy encouraging the use of non-sexist language in official documents, communications, and issuances. It was issued pursuant to CSC Resolution No. 050433 dated March 30, 2005 and forms part of broader gender-mainstreaming efforts.

It should not be presented as a new 2026 issuance. Rather, its continuing relevance can be understood through subsequent government policies and institutional guidance on gender-sensitive communication.

For organizations, the practical approach is to review existing communication templates and policies, use gender-neutral terminology when appropriate, avoid unnecessary stereotypes or assumptions, and verify current GAD and agency-specific requirements before implementing changes.

If your organization needs assistance reviewing its registrations, permits, government submissions, or other compliance documentation, Kzen PH Consultancy can help identify the requirements applicable to your business and coordinate the appropriate next steps.

Editorial note: This article discusses a historical government issuance and its continuing relevance. It is for general informational purposes and does not constitute legal, tax, or regulatory advice. Government requirements and agency procedures may change; verify the latest official issuance or agency guidance before taking action.