Subject: Availability and proposed appointment — [service] — [location] — [reference]

Dear [provider / contact],

We are [organisation], acting for [client / instructing party]. Please confirm whether you can assist with the following assignment.

Incident: [brief factual summary and date]
Location and access: [site / asset location, access contact and restrictions]
Parties for conflict checks: [relevant organisations and parties]
Requested scope: [inspection, investigation, assessment or other defined task]
Required outputs: [initial findings, photographs, report and supporting schedules]
Timing: [attendance target and reporting deadlines, including timezone]
Available documents: [list; agree a secure transfer method before sharing sensitive material]

Please confirm:
• Any actual or potential conflicts and whether you can accept the assignment.
• The proposed lead professional, relevant experience and any necessary local credentials.
• Availability, attendance arrangements and any subcontractors proposed.
• Your scope, exclusions, fee basis, estimate, currency, taxes and expenses.
• Who will receive the report and your terms for its use.

Instructing / fee-paying entity: [name and billing details]
Contact authorised to approve work and additional costs: [name / role]
Work may begin only once we have agreed your terms and confirmed authority in writing. Please obtain approval before work outside the agreed scope or budget.

Please acknowledge receipt and advise when you can respond.

Kind regards,
[Name / role]
[Organisation]
[Contact details]