✉️ Send a One-Time Email From an Order in Fleetwire!

Need to follow up with a customer, resend details, or send a custom message for a specific reservation? Fleetwire’s Send email dialog lets you compose a one-time message from any order—pick a manual template, edit the subject and body, preview how variables resolve for that reservation, attach documents, and send when you’re ready. Let’s walk through the dialog and how it fits with automated trip emails and your email templates!

🎯 Why Send Email From an Order?

Sending email from an order helps you:

• Handle One-Off Situations: Follow up after a phone call, clarify pickup details, or recover from a missed automated send.
• Personalize Before Sending: Start from a manual template, then tweak the message for this customer only.
• Preview With Real Data: See exactly how variables like {{renter_first_name}} and {{vehicle_name}} render for that reservation.
• Attach Order Documents: Include invoices or other documents (not contracts) in the same message.

🛠 How to Send Email From an Order

Follow these steps to open the dialog, compose your message, preview it, and send.

Step 1: Open the Send Email Dialog

Start from the order you want to email about.

1. In your Fleetwire dashboard, go to Orders and open a reservation.
2. In the right sidebar, click Send Email.
3. The Send email dialog opens with the customer’s email prefilled when available.

Step 2: Add or Edit Recipients

Choose who receives this message.

1. Review the To field—Fleetwire prefills the renter’s email when it’s on the order.
2. Add additional addresses if needed (e.g., a secondary driver or your own inbox for a copy).
3. Type an address and press Enter to add it, or select from suggestions.

Step 3: Choose a Template or Write Your Own

Use a manual template as a starting point, or compose from scratch.

1. Optionally select a Template from the dropdown—only manual order templates appear here (configured in Settings > Emails).
2. Enter a Subject line. If you picked a template, the subject may prefill; you can edit it for this send only.
3. Write or edit the Message in the editor below.

Customize default templates in Settings > Emails. Changes you make in this dialog apply to this send only—they do not update the saved template.

Step 4: Use Email Variables

Personalize the subject and body with dynamic reservation details.

Insert variables such as:

• {{renter_first_name}}, {{renter_full_name}}
• {{vehicle_name}}, {{company_name}}
• {{reservation_start_date}}, {{reservation_end_date}}
• {{order_status_button}}, {{order_start_stop_widget}}

Learn the full list in Using Email Variables in Fleetwire.

Step 5: Preview Before You Send

Check the rendered email with live data for this order.

1. Click Preview (enabled after you select a template or add message content).
2. Review the resolved From, To, Subject, and HTML body.
3. Confirm variables filled in correctly (customer name, vehicle, dates, etc.).
4. Close the preview and edit the message if anything looks wrong.

Step 6: Attach Documents (Optional)

Include order documents in the email.

1. In the right panel of the dialog, expand Attachments.
2. Check the documents you want to include (e.g., invoices).
3. You can attach up to 10 documents per email.

Step 7: Review History and Send

See past messages for this order, then send when ready.

1. Expand History in the sidebar to view previous emails sent for this reservation (subject and date). An email that couldn’t be delivered shows a Failed badge.
2. Click Send when recipients, subject, and content are complete.
3. A success toast confirms delivery; the new message appears in History on the next open.

Send requires at least one valid recipient and a subject. Preview requires a template or message content.

🔒 Sending Limits on Trial Accounts

To keep spam off Fleetwire and out of your renters’ inboxes, custom emails from trial accounts without a card on file have a few limits:

• Confirm your email first: Custom emails unlock once you confirm your account email address. Use the link we emailed you when you signed up, or click Resend confirmation link in the dialog.
• A short wait after signup: Custom emails unlock about an hour after you create your account.
• Fleetwire links only: Your emails can link to your storefront, checkout, agreements, and your verified custom domain. Links Fleetwire adds through variables (like vehicle photos or {{order_status_button}}) always work.
• Up to 5 recipients a day for custom emails.

The dialog shows how many custom emails you have left today. If a message hits a limit, you’ll see why and can:

1. Add a card: Removes these limits right away. You won’t be charged—your free trial keeps running, and billing starts only if you keep Fleetwire after it ends.
2. Ask us to allow a link: Click Ask us to allow this link and we’ll review it, usually within a day. We’ll email you once it’s approved.

🤔 Send Email vs. Scheduled Emails

Use the right tool for the job:

If an automated email was skipped or is past due, use Send email to reach the customer manually instead of restoring the queue item.

🌟 Ready to Email Your Customer!

You can send professional, personalized one-time emails straight from any order—template, preview, attachments, and history in one place. Customize your default manual templates in Settings > Emails, then use Send email whenever a reservation needs a human touch.

🚀 Next Steps

Enhance your email workflow with these guides:

• Customize Templates: Custom Email Templates in Fleetwire
• Automate Trip Emails: Automated Trip Emails in Fleetwire
• Use Variables: Using Email Variables in Fleetwire
• Custom Sending Domain: Set Up a Custom Email Domain in Fleetwire
• Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy emailing! 🌟

Updated on: 06/10/2026