First of all, the contact numbers and e-mail addresses of the authorities are available on their websites. The e-mail format you send to them should be simple and straightforward. You can use the following format.
Dear Sir / Madam;
My name is ‘’Name Surname’’ an active airline pilot with a license number ‘’License Number’’ and type rated ‘’Boeing, Airbus’’. I have a total number of flight hours. I want to convert my ‘’ICAO, FAA, JAR’’ license to EASA under your authority.
I have attached my documents.
Please check my documents and provide me with the exam dates and prices.
Best regards.