Trip Update – Change or Reconfirmation Email Workflow for Outlook
An example workflow to notify clients of updated 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 update – change or reconfirmation 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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Bcc
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Subject
Updated Trip Details for Destination – NewDepartureDate
Updated-Itinerary
Hi ClientFirstName,
There’s been an update to your upcoming trip to Destination.
New Departure: NewDepartureDate at UpdatedDepartureTime
Reason: ChangeReason
Your updated itinerary is attached. Please review and confirm receipt.
Thanks,
me::full_name
me::job_title | me::company
📞 me::phone | ✉️ me::email
Workflow context
When to use this workflow
Use this workflow when a client's travel plans change or need reconfirmation, and the advisor needs to send updated departure details with a clear reason and updated itinerary attached.
What this replaces
This replaces one-off itinerary change emails, manual subject line edits, and last-minute checks to confirm that the updated itinerary is attached before the message is sent.
Why teams standardize this email
Trip changes can create client anxiety. Standardizing the update helps advisors communicate clearly, include the right details, and keep a reviewable record of what changed before sending from Outlook.
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 update email body in Outlook
- Prompts for client name, destination, new departure date, updated departure time, and change reason
- Adds a subject line with destination and updated departure date
- Can require the user to attach the updated itinerary
- Keeps the message editable for advisor review before sending
FAQ
Does this workflow automatically notify clients when a trip changes?
No. Toggles prepares the Outlook draft when the user starts the workflow. The advisor reviews and sends the email manually.
Can the advisor explain the reason for the change?
Yes. The workflow includes a change reason variable and the draft can be edited before sending.
Can it require an updated itinerary attachment?
Yes. This workflow includes a required updated itinerary attachment check so the user is prompted before sending.
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.
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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
A step-by-step guide for getting started with Toggles for Outlook.
Toggles Business Pro Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook for your team with Business Pro.