M58 is right in the X-ring.
Be respectful. You are dealing with folks that have tremendous egos and they want to be respected. Present the facts and what action you want succinctly. Be buttoned down without casting personal opinion. Lastly, thank them for their review and consideration.
Whatever you do, don’t write letters like my mother. Like many, she was not a fan of Bill Clinton. Once per month, she would write him. The letters started off with “Dear Mr. Clinton” and had then proceeded along several general themes (and I am not making this up!):
You are an asshole. Please resign and take that dumbass Al Gore with you.
Quit lying to us! Have you no dignity?
Please try not to embarrass our country anymore than you already have.
Can’t you keep your pants zipped up?
What did you sell the Chinese today Mr. Clinton? Please tell me it was your wife.
Funny, she got several “canned” replies back from the Clinton White House. They basically said that they were sorry that she "disagreed" with the administration and hope that they could win her over at some point! Yeah, right. Pretty sure that she is on some sort of “watch list” and she had her phone tapped.