I am not sure that you can write the formal e-mail in English (if it is possible) or not and it is a must for us that will be the attach to our internal controlled document to support software development controlled activities and compliance program.
I am sure that we have ever your team many times about this important policy & procedure while we have business with Eagle Tech. And I have ever inform your team to prepare this requirement document for a few weeks since your team visit us for the task about testing site creation.
I get confusing that Eagle Tech will do many tasks under your schedule and will working with our existing production system version 2 and create new production system version3 as below.