Articles on: Emails & Customer Messaging

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. Learn more in Automated Trip Emails in Fleetwire.



🛠 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.


Send Email button in the order right sidebar



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).
  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.


Send email dialog with template, subject, and message editor


Pro Tip: Save time by building reusable wording in Custom Email Templates in Fleetwire, 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.



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


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 in Settings > Emails

Preview, edit, skip, or send early for a queued automation

Scheduled Emails card on the order, or 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, then use Send email whenever a reservation needs a human touch.



🚀 Next Steps


Enhance your email workflow with these guides:



Happy emailing! 🌟

Updated on: 20/06/2026

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