Travel Planning Questionnaire Email Workflow for Outlook
An example workflow to send a planning questionnaire and collect client travel preferences. 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 travel planning questionnaire 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
Planning Details Needed for Your Upcoming Trip
Hi ClientFirstName,
To help me put together the best options for your TripType, please complete the attached planning questionnaire or use this link: QuestionnaireLinkComplete Travel Questionnaire
The most helpful details to include are:
RequestedDetails
Once I have that information, I can begin putting together recommendations for you.
Thank you,
me::first_name
Workflow context
When to use this workflow
Use this workflow when sending a planning questionnaire to collect trip preferences, traveler details, and planning context from a client.
What this replaces
This replaces manual questionnaire emails, forgotten intake links, and inconsistent requests for the information advisors need before building recommendations.
Why teams standardize this email
Travel planning is better when every advisor collects the right details early. A workflow helps teams send a consistent intake request while still personalizing the message.
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 travel planning questionnaire email in Outlook
- Prompts for client name, trip type, questionnaire link, requested details, and advisor name
- Adds a trip-specific subject line
- Can include the configured questionnaire or planning attachment
- Keeps the draft editable before sending
FAQ
Does Toggles collect questionnaire responses?
No. Toggles prepares the email and can include a questionnaire link. Responses are collected in your form or intake tool.
Can advisors customize requested details?
Yes. The workflow includes requested details and the draft can be edited.
Can this be used before a discovery call?
Yes. It is useful before planning calls so the advisor has context in advance.
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.
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.
Helpful Resources
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Toggles for Outlook Quickstart Guide
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Toggles Business Pro Quickstart Guide
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