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Rules of Alphabetical Filing: A Quick Guide
Written by Jewel Kyle Fabulain
Clerical work involves a great deal of data entry and filing and sorting of
documents. This is why you need to master the basics of alphabetical filing
before landing any clerical position.
Alphabetical filing as a skill becomes even more crucial if you want to work
for the government where one mistake can lead to significant repercussions.
In this article, you’ll learn the basic rules of alphabetical filing. Knowing these
rules will help you ace the clerical ability subtest of the civil service exam,
and become more prepared to take on any clerical government job.
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1. Always write the given names of the persons in the appropriate format of
alphabetizing
Here’s the right format:
Surname, First Name, Middle Name or Middle Initial
This is the first thing you have to consider when alphabetizing a set of names
of persons. Check if the given names are written in the manner stated above.
Otherwise, you have to arrange them.
Sample Problem:
Jonathan Q. Santiago
Ma. Anita G. Patapat
Juan Simon F. Farron
Claude Alex A. Tibay
Sheila Belinda M. Cruz
Notice that the given names are not written in the way as stated above.
Thus, you need to arrange them in this manner:
Santiago, Jonathan Q.
Patapat, Ma. Anita G.
Farron, Juan Simon F.
Tibay, Claude Alex A.
Cruz, Sheila Belinda M.
Finally, we can now alphabetize the given names:
Cruz, Sheila Beilnda M.
Farron, Juan Simon F.
Patapat, Ma. Anita G.
Santiago, Jonathan Q.
Tibay, Claude Alex A.
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2. Names without middle initial or middle name are filed first before the
names with a middle initial or middle name
The principle of “nothing comes before something” applies in this kind of
situation. That is, the name without a middle name comes before a name
with a middle name.
Sample Problem:
Juan Simon Patapat Toledo
Juan Simon Toledo
Note that the name Juan Simon Toledo has no middle name. Thus, this comes
before the name Juan Simon Patapat Toledo which has a middle name.
Therefore, the correct arrangement should be:
Toledo, Juan Simon
Toledo, Juan Simon Patapat
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3. Compound surnames are treated as a single unit
Some surnames have a prefix that precedes another word. Examples are
Delos Reyes, Delos Santos, Dela Cruz, and Villa Roman.
Sample Problem:
Ma. Bertha G. Delos Reyes
Victor A. Del Monte
Guido Q. Santos
Armando S. Dimaguiba
Treat compound surnames as a single unit. Afterwards, rewrite the given
names such that the surname is written first:
Del Monte, Victor A.
Delos Reyes, Ma. Bertha G.
Dimaguiba, Armando S.
Santos, Guido Q.
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4. Ignore the hyphen (-) in a hyphenated name
The hyphen can be found either in the surname, first name, or middle name.
The important thing here is to consider these hyphenated names as one unit
only and ignore the hyphen.
Sample Problem:
Ma. Leticia U. Manansala-Patapat
Arnold G. Smith-Nomad
Antony Q. Toledo-Santiago
Adrian P. Ramos
Consider the hyphenated words as a single unit only (ignore the hyphen).
Afterward, write the given names such that the surname is written first:
Manansala-Patapat, Ma. Leticia U.
Ramos, Adrian P.
Smith-Nomad, Arnold G.
Toledo-Santiago, Anthony Q.
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5. Name suffixes such as Jr. and Sr. as well as designations such as Ph.D. and
CPA are written as the last unit of the name.
Suppose that the given name is Juan Gregorio F. Patapat, Sr.
Arrange the given name in the format Surname, First Name Middle Name,
Name Suffix.
Hence, the given name must be written as Patapat, Juan Gregorio F., Sr.
Sample Problem:
Victor G. Cruz, Jr.
Ellen Q. Manansala, PhD.
Arnold D. Delos Santos, Sr.
Write the given names in the format Surname, First Name Middle Name,
Name Suffix. Afterward, alphabetize the given names. The answer should be:
Cruz, Victor G. Jr.
Delos Santos, Arnold D. Sr.
Manansala, Ellen Q. PhD.
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6. Name titles such as Mr., Mrs., Engr., Dr., Atty., are also written as the last
unit of the name.
In a case where a name has a title and a suffix, the suffix comes first before
the title. For example, the name Dr. Ramon P. Manansala, Sr. must be
arranged as Manansala, Ramon P. Sr. Dr.
Sample Problem:
Mr. Jonathan Delos Santos, Jr.
Dr. Anna Beth P. Dimaguiba
Alejandro G. Agustin
Atty. Jonathan Delos Santos, Sr.
Jonathan Delos Santos, Jr.
Rewrite the given names following the format stated above.
Delos Santos, Jonathan Jr. Mr.
Dimaguiba, Anna Beth P. Dr.
Agustin, Alejandro G.
Delos Santos, Jonathan Sr. Atty.
Delos Santos, Jonathan Jr.
Finally, arrange the given names alphabetically.
Agustin, Alejandro G.
Delos Santos, Jonathan Jr.
Delos Santos, Jonathan Jr. Mr.
Delos Santos, Jonathan Sr. Atty.
Dimaguiba, Anna Beth P. Dr.
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7. If the business name has the name of the individual, write the business
name in this format: Surname, First Name, Nature/Purpose of the business
Suppose that the given business name was Alicia Bernardo Dental Clinic. We
must write the given business name as Bernardo Alicia Dental Clinic.
Sample Problem:
Alphabetize the following business names:
Carlo Salvador Tireshop
Michael Delos Reyes Bakeshop
Marco Tibay Computer Shop
Makati Clubhouse
Answer:
Delos Reyes Michael Bakeshop
Makati Clubhouse
Salvador Carlo Tireshop
Tibay Marco Computer Shop
However, it is not necessary to transform business names with the name of
an individual if that person is well-known.
For example, if the business name is Jose Rizal Bookstore. You don’t have to
write it as Rizal, Jose Bookstore since the name Jose Rizal is well-known.
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8. When alphabetizing business names or organizations, ignore or drop the
punctuation marks such as period(.), comma(,), apostrophe(‘), and hyphen(-)
For example, business names such as Brian’s Shop will be written as Brians
Shop; Charmaine’s Beauty Parlor will be written as Charmaines Beauty
Parlor; and Sasha-Ramon Bakeshop will be written as SashaRamon Bakeshop.
Sample Problem:
Carla’s Flower Shop
Golden Bank Incorporated
Anita Manansala Dental Clinic
Shiela’s Beauty Salon
Happy Place Milktea
Answer:
Carlas Flower Shop
Golden Bank Incorporated
Happy Place Milktea
Manansala Anita Dental Clinic
Shielas Beauty Salon
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9. Ignore articles such as the, a, and an of a given business name or
organization.
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Suppose that the given business name is The Downtown Laundry Shop. We
will only write the given business name as Downtown Laundry Shop.
Sample Problem:
The Gamer’s Hut
All Around Toy Store
Jessie Cruz Consultancy Firm
James Harper Incorporated
A Korean Cuisine spot
Answer:
All Around Toy Store
Cruz Jessie Consultancy Firm
Gamer’s Hut
Harper James Incorporated
Korean Cuisine Spot
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Reference: https: // filipiknow. net / alphabetical-filing
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