Customer Quarterly Check-in Email Workflow for Outlook
An example workflow to send a quarterly check-in email to a customer. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the customer quarterly check-in email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
Bcc
Add recipients
Subject
Time to Schedule Your Quarterly Review
QBR-Agenda.pdf
Hi client_first_name,
It's time for our quarterly review! I'd love to walk through your account performance, highlight some wins, and align on future goals.
Suggested agenda:
agenda_items
I've attached a brief agenda and our roadmap. Let me know what time works best on me::scheduling_linkmy calendar.
Looking forward to the conversation!
Best,
me::first_name
Workflow context
When to use this workflow
Use this workflow when a customer success manager needs to schedule a quarterly review or QBR and share a clear agenda in advance.
What this replaces
This replaces rewriting QBR invitation emails, forgetting agenda attachments, missing account team CCs, and sending inconsistent quarterly review prompts across customers.
Why teams standardize this email
Quarterly reviews are important for retention and expansion. A standardized workflow helps CSMs send consistent agendas, include the right materials, and make scheduling easy while keeping the email reviewable.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the quarterly check-in email in Outlook
- Prompts for customer name, agenda items, sender name, and scheduling link
- Adds the approved quarterly review subject line
- Can CC the configured account executive
- Can require the QBR agenda attachment before sending
FAQ
Can the agenda be customized for each customer?
Yes. The workflow includes selectable agenda items and allows custom edits before sending.
Does Toggles schedule the meeting automatically?
No. The workflow can include a scheduling link, but the customer books through your existing scheduling tool.
Can this help standardize QBR outreach across CSMs?
Yes. Shared workflows give CSMs a consistent starting point for quarterly review emails.
Part of a starter pack
Explore the Client Services Starter Pack
Help client-facing teams send reliable onboarding, check-in, document, billing, and handoff emails directly from Outlook with the right structure already in place.
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How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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