Describe the gap that matters
Have the tax period and the specific missing detail ready. Explain which sources survived and what they can establish, without assuming they reconstruct every part of the old system. If a notice prompted the discussion, keep its requested action and response instruction beside the record inventory.
Ask what the review would need
Call with that focused question, then clarify the proposed next task, responsible person, and fee explanation. Ask what evidence is required before a working estimate or classification is used. Confirm the recipient and secure channel before sending private documents. Keep the resulting action in your own fieldbook with its date and purpose, so a later conversation can begin from the actual record rather than a vague memory of progress.