Trip Update – Change or Reconfirmation
An example workflow to notify clients of updated trip details.
Includes required fields, attachments, and recipients
Takes <30 seconds. No setup required.
What this workflow standardizes
Operational outcomes
- Notify clients when travel details change and provide the updated itinerary and departure information.
- Flight schedule change
- Cruise departure change
- Hotel booking change
Fields your team can fill in
To
Add recipients
Cc
Add recipients
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 handles
The workflow prepares the operational details your team should not have to rebuild by hand.
- 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 Industry: 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.
Explore Solutions By Role
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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
5 Everyday Email Tasks You're Wasting Time On (And How to Fix Them)
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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.