Discovery Call Confirmation Email Workflow for Outlook
An example workflow to confirm a travel planning call and outline the discussion topics. 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 discovery call confirmation 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
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Cc
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Subject
Confirming Your Travel Planning Call for CallDate
Hi ClientFirstName,
Looking forward to our travel planning call on CallDate at CallTime.
During our conversation, we'll review:
DiscussionTopics
If there's anything else you'd like to discuss, just let me know ahead of time.
Talk soon,
me::first_name
Workflow context
When to use this workflow
Use this workflow when confirming a travel planning or discovery call and previewing the topics the advisor expects to cover.
What this replaces
This replaces one-off call confirmation emails, inconsistent agenda language, and repeated entry of call date, time, and discussion topics.
Why teams standardize this email
Discovery calls shape the quality of the trip plan. A workflow helps advisors prepare clients for the conversation and collect the right context earlier.
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 discovery call confirmation email in Outlook
- Prompts for client name, call date, call time, discussion topics, and advisor name
- Adds a call date-specific subject line
- Supports selectable agenda topics with custom additions
- Keeps the draft editable before sending
FAQ
Does Toggles schedule the call?
No. Toggles prepares the confirmation email after the call is scheduled in your calendar process.
Can advisors customize discussion topics?
Yes. The workflow includes selectable topics and supports custom additions.
Can this be used for luxury travel planning?
Yes. It works well for high-touch planning conversations where expectations and preferences matter.
Part of a starter pack
Explore the Travel Starter Pack
Give travel advisors and operations teams a connected set of Outlook workflows for inquiries, planning, proposals, payments, trip documents, updates, and post-trip follow-up.
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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.
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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.
Helpful Resources
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