Start with a short description of what your business does, how it is structured and the support you are looking for.
List the records and reports you already maintain. If there is a particular query, notice or planned business action, mention it when arranging the discussion.
Write down your priorities. Understanding what you want to achieve helps define an appropriate scope, responsibilities and next steps.
Do not send confidential documents through an open enquiry form. Ask the team which records are required and how to share them.