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When writing about a project, a short description of the current process is the most useful starting point: what happens today, who is involved, and where the work slows down. It also helps to state the outcome you are aiming for, any systems that would need to be connected, known constraints such as timing or existing technology, and whether the request concerns new software, an integration, or an existing system that needs maintenance.

A reply will usually confirm what has been understood, list the assumptions being made, and ask about anything still unclear before any scope is proposed.