How Do I Formally Address the Ombudsman in a Business Letter?

eHow
July 8, 2011

The ombudsman of an organization is a neutral intermediary between various parties who fields complaints and works to resolve issues. He is concerned for the interests of executives, employees, shareholders, customers and others but does not represent any one interest. The ombudsman can offer solutions directly or recommend mediation to resolve a problem. If you have a complaint or concern about an organization, contact the ombudsman by letter. Following business standards for letter-writing may expedite a response.

Step 1
Check the company’s website or call the office to find out the ombudsman's name and contact information. The website may also include a form for contacting the ombudsman in lieu of a formal letter.

Step 2
Write the letter according to business standards. In the top left on the first line, type the sender’s address. No name is needed here. If you are using letterhead with an address, this section is not necessary.

Step 3
Return twice to create a double line space and type the date.

Step 4
Return twice and type the address of the ombudsman. Write his title, followed by his full name. Dr., Mr., Mrs., Ms. or Ombudsman are acceptable titles. The street address, city, state and ZIP code follow.

Step 5
Return twice and type the salutation, beginning with “Dear.” Here, you address the ombudsman by title and last name if the gender is known. If gender is unknown, “Dear Full Name” or “To Whom it May Concern” are acceptable. Punctuate this with a colon, not a comma.

Step 6
Return twice and type the body of the letter and the closing.

Step 7
Address the outside of the envelope. The first line should include the ombudsman’s title and full name. On the second line you may include “Office of the Ombudsman.” Follow that with the street address.

Tips
When writing a letter to the ombudsman, be sure to include your contact information. The ombudsman cannot respond to your complaint if he cannot contact you.

References
Purdue Online Writing Lab: Writing the Basic Business Letter
San Diego State University: Writing an Effective Appeal or Request Letter