Check who should receive the message
Confirm that you have the right person, the right role, and permission to disclose the information involved. For a message about how to discuss a private hygiene issue at work, use this factual base: use recent examples, observable impact, and the work requirement rather than labels about personality.
Separate information from interpretation
Label confirmed facts, open questions, and the specific decision that belongs to the recipient. Ask for a specific change, decision, or working agreement and choose a time to review it. Make the immediate next step clear enough that the recipient can answer without reconstructing the entire history.
Use formal help when stakes rise
Do not diagnose, gossip, embarrass a colleague, or turn one incident into a judgment about their character. Move harassment, discrimination, threats, health risk, and retaliation into the appropriate protected process. Medical, legal, financial, employment, and safety decisions may require a qualified professional rather than personal persuasion.