Guide

Put your own information in the hire email

The three things customers ring you about — how to return the car, who to call if it breaks down, what to do after a bump — written once, in your words, and included automatically.

4 min read

This guide answers

  • How do I add my own instructions to the pickup email?
  • Where do I put my roadside assistance number?
  • How do I tell customers how to return the vehicle?

Hire email in the sidebar.

Whatever you write here appears in two places: the confirmation email when a customer picks up, and their pre-arrival guide. Write it once and both stay right.

The three fixed sections

Each starts switched off with a suggested heading, and each needs your own words before it is worth anything:

  • Returning the vehicle — where and by when, after-hours drop-off, fuel and cleaning expectations, late fees.
  • Roadside assistance — your provider and number, and what is and is not covered.
  • If you have an accident — who to call, whether to move the vehicle, what to photograph, and how your claims process works.

Tick Include this section to switch one on. You can change the heading as well as the body.

Write the accident one yourself. A generic template is exactly the wrong thing to hand somebody standing at the side of a road. Say what you actually want them to do, in the order you want them to do it.

Custom notes

Add as many extra sections as you like — ferries, alpine passes, pet policy, parking, anything specific to your operation. They appear after the three fixed ones, in the order you add them.

WhatsApp

Enter a WhatsApp number, with country code, and it appears in the contact block as a tap-to-message link.

This is a contact link only. Glovebox does not send or receive WhatsApp messages — it just gives the customer a quick way to reach the number you already answer. Leave it blank to hide it.

What you should see when it worked

Complete a test pickup, or preview a pre-arrival guide, and your sections appear with your headings under the booking details.

Things worth knowing

  • A section left switched off does not appear at all, so a half-written one is hidden rather than half-shown.
  • It is per business, not per booking. Something that applies to one hire belongs in that booking's notes.

If it did not work

  • Your text is not in the email. Check Include this section is ticked; the heading alone does not switch it on.
  • The WhatsApp link is missing. It needs the country code, for example +64 27 491 8844.
  • Choose which emails Glovebox sends Glovebox sends a lot on your behalf. This is the one screen that controls it — which emails reach customers, which alerts reach your team, and who they appear to come from.
  • Set up pre-arrival emails A last note before the customer travels — where to meet, what to bring, anything outstanding. You can approve each one first, or let them send on their own once you trust them.

Still stuck?

Send us a message.

If the answer you needed isn't here, tell us what you're trying to do and we'll come back to you.

A sentence or two about what you're trying to do is plenty.