New Trip Inquiry Response Email Template & Workflow for Outlook
An example workflow to respond to a new travel inquiry and gather trip details. 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 new trip inquiry response 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
Add recipients
Bcc
Add recipients
Subject
Thanks for Your Interest in DestinationIdea
Hi ClientFirstName,
Thanks so much for reaching out about your interest in DestinationIdea.
I would be happy to help you plan the trip. Based on what you shared so far, I understand you're considering travel for TravelerCount traveler(s) around TravelWindow.
I've attached a short planning questionnaire to help me gather the details I need to put together the best recommendations for you.
If you'd prefer, you can also schedule a quick planning call here: PlanningCallLinkBook a Travel Planning Call
I look forward to helping you put something together.
Best,
me::full_name
me::job_title | me::company
📞 me::phone | ✉️ me::email
Workflow context
When to use this workflow
Use this workflow when a prospective or returning client asks about a new trip and your team needs to respond quickly with a polished first reply, a planning questionnaire, and an optional call booking link.
What this replaces
This replaces copying an old inquiry reply, searching for the right questionnaire, rewriting the same planning call language, and manually checking whether the destination, travel window, traveler count, and consultant contact details are included.
Why teams standardize this email
The first response sets the tone for the planning relationship. Standardizing it helps travel advisors capture the right details early, keep replies consistent across the team, and make sure every client gets a complete next step before the email is reviewed and sent.
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 approved inquiry response email body inside Outlook
- Prompts the user for client name, destination idea, travel window, traveler count, and planning call link
- Adds a subject line based on the destination idea
- Can include the configured travel planning questionnaire attachment
- Keeps the message editable so the advisor can personalize it before sending
FAQ
Does this workflow send the inquiry response automatically?
No. Toggles prepares the email inside Outlook. The user can review, edit, and send it when ready.
Can advisors personalize the message for a luxury or complex trip?
Yes. The workflow provides the standard structure and variables, and the advisor can adjust the email before sending it.
Can the workflow include a planning questionnaire?
Yes. This example includes a configured questionnaire attachment so the advisor does not have to search for it separately.