Hi im new here glad to be here

forgive me for not looking too much in the previous threads if my question was asked before:

im trying to get users to be required to enter certain data before sending an email to me.
for example we have all sorts of documents that users use, and when an issue pops up with a certain document they email me about it.

problem is, they dont always say right off the bat what the document name is, or they'll give their own abbreviated name of it, which makes it hard for me to track down which doc they're talking about.

I was thinking of somehow having a dropdown list of the document names somewhere that requires users to choose among the list before sending.

what would be the next best way of requiring users to enter certain data before sending an email?

thanks in advance!