Trip Confirmation + Itinerary Email Workflow for Outlook
An example workflow to confirm a client's 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 trip confirmation + itinerary 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
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Bcc
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Subject
Your Trip to destination Is Confirmed
trip-itinerary
booking-confirmation
Hi client_first_name,
I’m happy to confirm your upcoming trip to destination.
Here’s a quick summary of what’s been booked:
• Departure: departure_date
• Return: return_date
• Travelers: traveler_count
• Confirmation Reference: confirmation_id
WHAT’S INCLUDED
I’ve attached important reference information to help you prepare for your trip. Your personalized itinerary and booking confirmations are added to this email as well for easy reference.
WHAT TO EXPECT NEXT
Over the next few days, we’ll continue monitoring your reservations and will reach out if anything requires your attention. If there are any changes to your plans, we’ll proactively notify you.
BEFORE YOU GO
• Please review your travel documents carefully
• Ensure passports and IDs are valid for your destination
• Check airline baggage and check-in requirements
• Keep emergency contact information accessible while traveling
SUPPORT WHILE TRAVELING
If you have questions before departure or need assistance during your trip, you can reply directly to this email or reach me at me::phone. If you’re traveling outside normal business hours, emergency contact details are included in the attached reference materials.
Looking forward to making this a smooth and enjoyable experience.
Workflow context
When to use this workflow
Use this workflow after a client's trip has been booked and the advisor needs to confirm the itinerary, dates, traveler count, confirmation reference, and support details in one reviewable Outlook email.
What this replaces
This replaces rebuilding confirmation emails from prior trips, manually attaching reference documents, retyping booking details, and relying on memory to include pre-departure reminders and support instructions.
Why teams standardize this email
Trip confirmation emails carry important operational details. A standard workflow helps teams reduce missed information, keep the client experience consistent, and make sure the advisor reviews the full package before sending.
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 trip confirmation email body in Outlook
- Prompts for client name, destination, travel dates, traveler count, confirmation reference, and phone number
- Adds a destination-specific subject line
- Can include configured travel information and emergency contact attachments
- Can require the user to attach itinerary and booking confirmation files before sending
FAQ
Can the advisor review the itinerary details before sending?
Yes. Toggles assembles the email in Outlook so the advisor can review and edit the message before sending.
Does Toggles generate the itinerary or booking confirmation files?
No. Toggles can help include configured attachments or require the user to attach the correct files, but it does not generate customer-specific travel documents.
Why standardize trip confirmation emails?
They often include dates, confirmation references, attachments, reminders, and support instructions. Standardizing the workflow helps keep those details complete and consistent.
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.
Email workflow audit
Make sure this is the right workflow to standardize first
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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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Toggles for Outlook Quickstart Guide
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Toggles Business Pro Quickstart Guide
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