> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.fleetwire.io/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Send Email From an Order in Fleetwire # ✉️ 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. || **Note**: **Send email** is for **manual, one-time** messages. **Automated trip emails** (pickup reminders, return reminders, post-trip follow-ups) are scheduled separately and managed in the **Scheduled Emails** section on the order or in [Orders > Scheduled emails](https://tenant.fleetwire.io/orders/scheduled-emails). Learn more in [Automated Trip Emails in Fleetwire](/en/article/automated-trip-emails-in-fleetwire-16qk393/). --- ## 🛠 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](https://tenant.fleetwire.io/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. ![Send Email button in the order right sidebar](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-2012-26-52_9r9ae7.png =552xauto) | **Quick Tip**: If you don’t see **Send Email**, the reservation may not be a direct Fleetwire order (some partner-sourced bookings have limited actions). --- ### Step 2: Add or Edit Recipients Choose who receives this message. 1. Review the **Recipient** 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. || **Note**: You can send to up to **10 recipients** per message. Invalid email addresses are highlighted so you can fix them before sending. --- ### 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](https://tenant.fleetwire.io/settings/email)). 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](https://tenant.fleetwire.io/settings/email).** Changes you make in this dialog apply to **this send only**—they do not update the saved template. ![Send email dialog with template, subject, and message editor](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-2012-24-44_1i652jf.png =899xauto) | **Pro Tip**: Save time by building reusable wording in [Custom Email Templates in Fleetwire](/en/article/custom-email-templates-in-fleetwire-1apedin/), then fine-tune per order in the send dialog. --- ### 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](/en/article/using-email-variables-in-fleetwire-1i0tn10/). --- ### 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. ![Email preview with resolved variables](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-2012-30-58-1-1_1gkljdm.gif =692xauto) | **Quick Tip**: Preview uses the same variable resolution as the final send—what you see is what the customer gets. --- ### 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. ||| **Warning**: **Contracts** are not available as email attachments from this dialog. Send contracts through your normal contract / e-sign workflow instead. --- ### 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). 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. || **Note**: Fleetwire rate-limits manual sends to prevent abuse. If you hit a limit, wait a moment and try again. --- ## 🤔 Send Email vs. Scheduled Emails Use the right tool for the job: | Goal | Where to go | | ---- | | One-time custom message for this order | **Send Email** (right sidebar on the order) | | Automated pickup / return / post-trip messages | [Automated Trip Emails](/en/article/automated-trip-emails-in-fleetwire-16qk393/) in [Settings > Emails](https://tenant.fleetwire.io/settings/email) | | Preview, edit, skip, or send early for a queued automation | **Scheduled Emails** card on the order, or [Orders > Scheduled emails](https://tenant.fleetwire.io/orders/scheduled-emails) | 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](https://tenant.fleetwire.io/settings/email), 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](/en/article/custom-email-templates-in-fleetwire-1apedin/) * **Automate Trip Emails**: [Automated Trip Emails in Fleetwire](/en/article/automated-trip-emails-in-fleetwire-16qk393/) * **Use Variables**: [Using Email Variables in Fleetwire](/en/article/using-email-variables-in-fleetwire-1i0tn10/) * **Custom Sending Domain**: [Set Up a Custom Email Domain in Fleetwire](/en/article/set-up-a-custom-email-domain-19fqufb/) * **Need Help?** Contact us at [hi@fleetwire.io](mailto:hi@fleetwire.io) or via the in-app chat. Happy emailing! 🌟