I. Introduction

A “Request for Assistance” (RFA) from the Office of the Ombudsman is a formal communication asking a person, office, or agency to provide information, documents, records, clarification, or a written response relevant to a matter being acted upon by the Ombudsman. In practice, an RFA can arrive at many stages—fact-finding, preliminary investigation, administrative adjudication, or even case build-up—and it can be directed to:

a respondent (individual or official) asked to explain acts or omissions;
an agency custodian asked to produce records;
a supervisor/head of office asked to confirm authority, policies, or approvals;
a third party (e.g., a contractor, supplier, bank, hospital, or witness) asked to supply information within lawful bounds.

Because Ombudsman proceedings may lead to criminal prosecution, administrative discipline, civil actions, or preventive measures, an RFA should be treated as a high-stakes legal demand. A careful, timely, and well-supported answer can: (1) clarify facts early, (2) narrow issues, (3) prevent adverse inferences, and (4) avoid needless escalation.

This article explains the purpose, governing framework, and the end-to-end workflow for drafting and filing a strong Answer to an RFA in the Philippine setting—plus practical checklists, structure, tone, and common pitfalls.

II. What an Ombudsman “Request for Assistance” Usually Means

A. Common forms of an RFA

RFAs vary, but typically require one or more of the following:

Comment/Explanation A written response to allegations or concerns (often similar in function to a “comment” or “explanation” rather than a full-blown pleading).
Submission of Documents/Records Certified true copies, originals for examination, procurement files, payroll records, appointment papers, SALNs (where lawfully obtainable), vouchers, disbursement records, inspection reports, etc.
Answers to Specific Questions A questionnaire-style request needing itemized responses.
Identification of Responsible Officers and Process Names/designations of signatories, approving authorities, BAC members, inspectors, committees, and custodians; description of internal procedures.
Certification or Authentication Confirming whether a record exists; whether a copy is faithful; who has custody; chain of custody; and when/how records were created.

B. Why an RFA is not “routine mail”

An Ombudsman RFA often functions as an early evidence-gathering tool. Your response may be used to:

determine whether a complaint should proceed;
identify culpable officials;
establish timelines, authority, intent, and irregularities;
compare your narrative against documentary evidence.

Anything you submit can become part of the official record. So accuracy, completeness, and careful phrasing matter.

III. Key Legal and Procedural Backdrop (Philippine Context)

You generally draft within (and alongside) these sources:

The Ombudsman’s constitutional and statutory mandate (including the Ombudsman’s enabling law, commonly referred to as the Ombudsman Act).
Ombudsman rules of procedure (criminal and administrative, as applicable), including pleading requirements, filing/receipt rules, and timelines.
Substantive laws potentially implicated, depending on the subject:
- Anti-Graft and Corrupt Practices Act (e.g., RA 3019),
- Code of Conduct and Ethical Standards for Public Officials and Employees (e.g., RA 6713),
- Government Procurement Reform Act (e.g., RA 9184),
- Revised Penal Code provisions (e.g., falsification, malversation, etc.),
- Civil Service rules for administrative discipline,
- Local Government Code provisions (if LGU-related),
- Data Privacy Act constraints (for personal information),
- Confidentiality laws (bank secrecy, medical privacy, juvenile protection, etc.), as relevant.

Important practical point: An RFA is not always a “formal charge” yet; it may precede one. Still, respond as if the matter can mature into a case.

IV. First Steps Upon Receipt: Triage and Risk Control

A. Read the RFA like a checklist

Immediately identify:

Issuing office (Central Office, Field/Regional Office, or a specific bureau/unit),
Case reference (docket number, complaint title, subject),
What is being requested (comment? documents? both?),
Deadline and where/how to submit,
Any warnings (e.g., “failure to comply,” “submit within ___ days,” etc.).

B. Determine your role: respondent vs. record custodian vs. third party

Your drafting approach depends on your capacity:

If you are the respondent: your main goal is to answer issues and present defenses supported by records.
If you are a custodian/agency: your main goal is complete production (or lawful explanation for non-production), including certifications and chain-of-custody clarity.
If you are a third party: your main goal is to comply within legal limits (privacy, privilege, confidentiality) and avoid over-disclosure.

C. Secure documents and freeze the paper trail

Implement a “legal hold” mentality:

preserve originals,
stop routine disposal,
create an index of records,
track who handled what and when.

For agencies, route through legal office and records office, and document internal transmittals.

D. Consider representation and privilege early

If the RFA is accusatory or potentially criminal:

consult counsel promptly,
avoid casual admissions,
avoid speculative statements,
do not “explain away” missing records by guesswork.

V. Deadline Management, Extensions, and Proof of Compliance

A. Observe the stated deadline

RFAs often specify a period (e.g., a number of days from receipt). Treat it strictly.

B. If you need more time, request an extension properly

If records retrieval is voluminous, archived, or requires inter-office coordination:

file a written motion/request for extension before the deadline,
explain why (volume, need to retrieve from storage, needed approvals),
propose a firm new date,
submit partial compliance if possible.

C. Always preserve proof of receipt and proof of filing

Keep:

the envelope, routing slip, registry return card (if mailed),
receiving copy stamped “received,”
courier tracking,
email transmission logs (if electronic filing is allowed/used),
an internal transmittal memo.

VI. What to File: “Answer,” “Comment,” or “Compliance”?

The Ombudsman may label the required response differently. In practice, your submission may be titled as one of these, depending on what the RFA asks:

“Compliance/Compliance with Request for Assistance” Used when the RFA is primarily document production and factual confirmation.
“Comment” Used when the Ombudsman asks you to address allegations or issues in narrative form.
“Answer” Used when you are responding point-by-point, often in a more pleading-like format.

If unsure, match the RFA’s wording but include all necessary content.

VII. Drafting Principles: What Makes an Ombudsman Response Strong

A. Be factual, organized, and supported

The Ombudsman evaluates credibility through:

internal consistency,
documentary support,
plausibility and standard practice,
clarity of authority and process.

B. Don’t fight the question—answer it

If the RFA asks for specific items, respond in the same numbering and sequence. Do not bury answers in a narrative.

C. Distinguish what you know vs. what records show

Use careful phrasing:

“Based on official records, …”
“Per attached certified true copy, …”
“I have no personal knowledge beyond the records maintained by …” This avoids accidental misrepresentation.

D. Avoid speculation, conclusions, and blame-shifting

Do not guess dates, identities, or motives. If unknown, say so and explain how it can be verified.

E. Use clean, neutral tone

The best tone is:

respectful,
professional,
non-accusatory,
confident but not combative.

VIII. Recommended Structure of the Submission

Below is a practical structure that works in most Ombudsman RFAs. Adjust to the exact request.

A. Caption and Title

At the top:

“Republic of the Philippines”
“Office of the Ombudsman”
Office/region (if stated)
Case title / docket number (exactly as shown in the RFA)
Parties (Complainant vs. Respondent, if applicable)

Then title:

“COMPLIANCE (Answer/Comment) TO REQUEST FOR ASSISTANCE DATED ______”

B. Appearance and Authority (if for an agency/office)

State who is submitting:

“Submitted by: [Name], [Position], [Office], authorized under [Office Order/Special Order/Board Resolution], copy attached (if relevant).”

C. Preliminary Statement

One paragraph that:

acknowledges receipt (with date),
states that you comply within the period,
summarizes what you are submitting (comment + annexes).

Example content (conceptually):

“In compliance with the Request for Assistance received on __, we respectfully submit this Comment and attached documents as Annexes ‘A’ to ‘’.”

D. Factual Background (Short, anchored on records)

Provide a timeline:

what happened,
when,
who was involved,
what documents were generated.

Keep it restrained; do not argue yet unless required.

E. Point-by-Point Responses (Best practice)

Mirror the RFA’s numbering.

For each item:

Answer (direct and short),
Supporting record (annex reference),
If record not available:
- explain why,
- identify custodian,
- state steps taken to locate,
- offer alternative proof (logbooks, certifications),
- propose a date for supplemental submission.

F. Legal Discussion (Only as needed)

Include when:

allegations imply violations,
the Ombudsman asked you to “explain why no liability attaches,”
your defense depends on legal standards (authority, good faith, regularity, ministerial vs. discretionary duties, procurement rules, etc.).

Keep it issue-based, not a law review.

Common defense themes (context-dependent):

lack of participation/authority,
regular performance of official functions supported by records,
good faith (when supported by compliance with procedures),
no undue injury / no unwarranted benefit (for graft allegations),
absence of bad faith, manifest partiality, or gross inexcusable negligence (where relevant).

G. Privacy, Confidentiality, and Redactions

If documents contain personal data:

redact non-essential personal information (e.g., addresses, ID numbers),
explain redactions,
offer unredacted viewing upon lawful order if appropriate.

If protected by confidentiality laws (e.g., bank deposits, certain medical records), state:

the legal constraint,
what you can produce (e.g., certification of existence, non-confidential extracts),
willingness to comply upon proper authority/order.

H. Prayer (Relief Requested)

Depending on posture:

“That this Compliance be noted;”
“That the requested records be admitted as part of the record;”
“That the complaint be dismissed for lack of factual/legal basis;” (if appropriate and the posture calls for it)
“Other reliefs just and equitable.”

I. Signature Block

Include:

name, position, office,
address and contact details (as appropriate),
counsel details if represented.

J. Verification / Oath (When to include)

Whether verification is required depends on the nature of the response and the rules applicable to that proceeding, but common safe practice is:

If the response contains factual assertions meant to be relied upon like testimony, attach a verification.
If the Ombudsman requires a sworn statement (or the response functions as an affidavit), execute it under oath before a notary/public officer authorized to administer oaths.
If you are attaching certifications (e.g., “true and correct copies”), have the proper custodian execute them.

Note: If the submission is from an agency through an authorized official, include proof of authority when prudent.

IX. Annexes: How to Organize Evidence So It Gets Read

A. Use an Annex Index

Create a one-page index:

Annex “A” – [Document name], date, brief relevance
Annex “B” – …
Annex “C” – …

B. Label every page

Stamp or footer each annex:

“Annex ‘A’, page 1 of 4,” etc.

C. Certified True Copies (CTC) vs. plain copies

When the Ombudsman is building a record, CTCs carry more weight, especially for:

official issuances,
procurement and disbursement records,
personnel records,
committee resolutions and minutes.

Have the appropriate custodian certify.

D. Present a timeline table when facts are date-heavy

A simple chronological table can prevent confusion and reduce follow-up RFAs.

X. Filing: Where, How, and What “Filing” Means in Practice

A. File with the correct Ombudsman office

Follow the RFA instructions:

the stated receiving unit (records section, docket, or specific officer),
the correct address (central/regional/field).

If it’s unclear, file where the RFA originated and keep proof.

B. Modes of filing commonly accepted in practice

Depending on office instructions and prevailing rules:

Personal filing (best for stamped receiving copy),
Courier (keep airway bill + delivery confirmation),
Registered mail (keep registry receipt and return card),
Authorized electronic submission (only if the Ombudsman office explicitly allows/requests it; keep transmission proof).

C. Number of copies

Bring/prepare:

one original for the Ombudsman,
at least one receiving copy for yourself,
additional copies if instructed.

D. Proof of service (if required)

If rules require service to other parties:

attach a Proof/Explanation of Service (personal, registered mail, courier, etc.). Even when not required, “copy furnished” can be prudent if consistent with instructions and confidentiality constraints.

XI. Common Pitfalls That Damage Credibility

Late filing without extension request
Not answering the questions asked (submitting a speech instead of responses)
Missing annexes or annexes not referenced in the text
Uncertified key records when certification is readily available
Speculation (“I think,” “maybe,” “it could be”) instead of record-based statements
Over-argument with no documents
Contradictions between narrative and annexes
Over-disclosure of personal data (privacy violations)
Attacking the complainant rather than addressing facts
Failing to identify custodians/chain of custody for records authenticity

XII. Practical Templates (Use as a Drafting Guide)

A. Suggested headings for a Compliance/Comment

I. Prefatory Statement
II. Material Facts (Chronology)
III. Responses to the Request for Assistance (Item Nos. 1–__)
IV. Clarifications / Explanations (if necessary)
V. Annexes and Certifications
VI. Prayer
Verification / Jurat (if applicable)

B. A clean way to answer each item

Item No. __: [Repeat the question or summarize it faithfully.] Answer: [Direct response.] Basis/Record: [Annex reference.] Remarks: [Only if needed: custody, context, limitations, redactions.]

XIII. Special Situations and How to Handle Them

A. When records are missing, destroyed, or cannot be located

Do not conceal. Provide:

a custodian’s certification of search efforts,
explanation of records retention policy,
incident report (if loss occurred),
alternative secondary evidence (logs, ledgers, acknowledgments),
plan for continued search and a date for supplemental compliance.

B. When the request implicates self-incrimination or criminal exposure

Be cautious:

stick to records and official acts,
avoid unnecessary admissions,
consult counsel,
consider whether the response should be sworn or limited to document production with custodian certification.

C. When the request covers confidential or privileged information

State the basis for non-disclosure (without over-arguing), and offer:

redacted copies,
summaries,
certifications,
production upon lawful order/authority where appropriate.

D. When you need to submit a supplemental compliance

If you later find additional documents:

file a “Supplemental Compliance” referencing the original submission,
explain why it is being submitted later,
label annexes as “Annex ‘S-1’,” etc.

XIV. Internal Workflow for Agencies (A Practical “Do This Tomorrow” Guide)

Assign a lead (legal + records + concerned unit).
Make a document matrix: requested item → document owner → status → annex number.
Collect, certify, and scan (if allowed/needed).
Draft responses following the RFA numbering.
Quality control:
- names and dates match annexes,
- annexes complete and readable,
- redactions justified,
- authority to sign documented.
Print/package with index tabs; prepare receiving copy.
File using instructed mode; save proof.
Archive a full duplicate set internally.

XV. A Filing and Drafting Checklist

Drafting checklist

Correct caption and docket details
Correct title (Compliance/Comment/Answer)
Date of receipt and deadline stated
Item-by-item responses mirror the RFA
Each factual claim has an annex reference (where possible)
Timeline consistent with annexes
Redactions and confidentiality noted
Prayer included
Proper signatory with authority
Verification/oath included if required/prudent
Annex index and page labeling done

Filing checklist

Correct Ombudsman office/unit
Required number of copies
Receiving copy ready for stamping
Proof of service prepared (if needed)
Proof of filing secured (stamp/registry/courier/email logs)
Internal archive complete

XVI. Final Notes on Strategy

A good Ombudsman RFA response is not about sounding persuasive—it’s about being traceable to records, responsive to each question, and procedurally clean. Many cases escalate because responses are late, incomplete, inconsistent, or undocumented. If you build your submission like an audit trail—question → answer → annex—you maximize credibility and minimize follow-ups.

If you want, paste the exact text of the RFA (remove personal identifiers), and a short description of your role (respondent vs. records custodian). I can then produce a tailored, item-by-item draft “Compliance/Comment” with a suggested annex index and signature blocks that match the request.