Rebuild the missing context
Assume the recipient will not remember every date, promise, or earlier conversation. For a message about how to reduce excessive meetings with your manager, use this factual base: describe the request or behavior, its frequency, and the effect on delivery, health, or privacy.
Say what needs to happen next
State the decision, information, or practical action you need and include a real deadline only when one exists. Propose a workable channel, schedule, scope, or escalation route and document the agreement. Make the immediate next step clear enough that the recipient can answer without reconstructing the entire history.
Avoid making urgency into pressure
Do not retaliate, shame a colleague, or refuse essential duties without explaining the operational alternative. Use HR, a representative, occupational health, security, or legal support for harassment, discrimination, threats, or unsafe work. Do not make the other person responsible for reducing the discomfort that prompted you to write.