How to Send a Video Through Email: Car Dealer’s Guide to Boost Engagement & Sales

Why Send Videos Through Email at Your Dealership?

Email is still the backbone of dealership communication — but in today’s competitive market, text alone isn’t enough to grab a lead’s attention or earn customer trust.

That’s where video comes in.

Video Email = Engagement Powerhouse

According to industry research:

• Emails with video see 2–3x higher click-through rates
• Personalized video increases email replies by up to 300%
• 72% of people prefer video to text when learning about a product or offer

For car dealers, that’s not just a stat — that’s the difference between:

• A lead that ghosts you… and a lead who replies in 5 minutes
• A customer who forgets your name… and one who books an appointment tomorrow

Why Video Matters in Automotive Sales & Service

Car buyers are making one of the biggest financial decisions of their lives. They want:

• Trustworthy information
• Human interaction
• Clear, visual answers

Emailing a video lets you:

• Show the actual vehicle — not just a stock photo
• Put a face to your name
• Explain trade value, payments, or features with confidence and clarity
• Build emotional connection early in the sales process

Video Email Also Boosts CSI and Service Retention

Sales isn’t the only team that benefits. Service departments using video follow-up:

• Increase show rates for first oil changes
• Improve transparency and trust in repair explanations
• Remind customers of service offers in a memorable way

And most importantly — it improves how customers feel about your dealership, which shows up in CSI surveys, Google reviews, and word-of-mouth referrals.

The Bottom Line for Dealerships:

If you’re not using video in your emails, you’re leaving leads unconverted, customers underserved, and CSI points on the table.

The Challenges of Sending Video via Email (And How to Overcome Them)

If video is so powerful, why don’t more dealerships use it in their email communication?

Because the technical side of emailing video is trickier than it looks — and many sales or BDC teams run into roadblocks that cost them time, deliverability, or worse, customer trust.

Let’s break down the most common issues — and how to solve them.

❌ Problem #1: Most Email Clients Block Large Video Files

Trying to attach a .mp4 or .mov video file to your email?
You’ll likely see:

• “File too large” errors
• Delays in sending
• Or worse — your message ends up in the spam folder

Why It Happens: Most email servers limit attachment sizes (usually 20–25MB max), and videos often exceed that quickly.

❌ Problem #2: Videos Don’t Autoplay in Email

Even if you do manage to embed a video:

• Gmail, Outlook, and Apple Mail often don’t autoplay video
• Some strip out the video entirely
• Many mobile devices just show a broken preview

Result: A poor experience that confuses the customer and reduces your credibility.

❌ Problem #3: Videos in Email Trigger Spam Filters

Certain file types and embedded content raise red flags with spam detection software — especially when:

• The video file is embedded directly
• There’s no text explaining the content
• There’s no fallback image or alt tag

Result: Your video email might never reach the inbox.

❌ Problem #4: It’s Time-Consuming Without the Right Tools

Manually uploading, compressing, thumbnailing, linking, and formatting each video for email can:

• Take too much time for a busy sales or service advisor
• Break your CRM’s formatting
• Lead to inconsistent quality from one rep to another

✅ The Solution: Use the Right Video Email Method

To bypass these issues and unlock the full power of video, dealerships should:

• Avoid attaching video files directly
• Host videos online or with a dealership-specific video tool
• Use clickable image thumbnails or smart video links
• Choose tools that integrate with CRMs and track engagement

That’s why TradePending built Video for Sales — to eliminate the hassle and make it easy for dealership teams to send clean, professional video emails in seconds.

3 Easy Ways to Send Video via Email

Now that we’ve covered the challenges, let’s look at the three most effective and reliable ways to send video via email — especially for dealership teams that want to move fast and stay professional.

Method 1: Link to a Hosted Video

Best for: Simplicity and universal compatibility

Instead of attaching a video file, upload it to a hosting platform like:

• YouTube (public or unlisted)
• Vimeo (clean, ad-free experience)
• TradePending’s Video for Sales platform (dealership-optimized)

Then, simply insert the video link into your email body with a clear call-to-action.

Example:

Click here to watch a quick video walkaround of the vehicle we discussed.

🎯 Pros:

• Works with all email clients and CRMs
• Tracks click-throughs (if hosted on the right platform)
• Fast and mobile-friendly

Method 2: Use a Clickable Thumbnail Image

Best for: Higher click-through rates and visual appeal

Create a screenshot or thumbnail from your video, then overlay a play button icon on top using tools like Canva, Snagit, or TradePending’s auto-thumbnail generator.

Insert the image into your email and link it to your video URL.

Example:

[Thumbnail: smiling rep pointing at the customer’s vehicle]
Click image to watch your video

🎯 Pros:

• Visually engaging and drives curiosity
• Looks native to the email layout
• Easy to customize for branding

Method 3: Use a Dedicated Video Email Tool (Best for Dealerships)

Best for: Speed, tracking, and scale

Platforms like Video for Sales by TradePending streamline the entire process:

• Record or upload videos directly in the tool
• Auto-generate branded thumbnails
• Copy/paste CRM-ready links with one click
• Get notifications when customers view the video

🎯 Pros:

• No file limits, no formatting issues
• Tracks who watched, when, and how long
• Works with all major dealership CRMs
• Reps can send 1:1 video at scale

Dealership Real-World Use Case

A BDC rep emails a lead that went cold 4 days ago. Instead of a plain text message, they send a 30-second video reminder + walkaround, using a branded thumbnail and link.

✅ Lead opens the video
✅ Calls back within 15 minutes
✅ Books appointment for the next morning

Step-by-Step: How to Send a Video Using TradePending’s Video for Sales

TradePending’s Video for Sales is purpose-built for dealerships — making it fast and easy to record, send, and track personalized video emails. No clunky uploads. No formatting nightmares. Just results.

Here’s exactly how your team can use it to engage leads, follow up with service customers, or improve CSI.

Step 1: Record Your Video

Open the Video for Sales tool from your desktop or mobile device. Then:

• Record yourself with your webcam, phone, or upload a file
• Use your customer’s name
• Mention the vehicle or service discussed
• Keep it short (30–60 seconds)
• Smile, be natural, and end with a clear CTA

Example Script:

“Hi Sarah, this is Jake from Coastal Toyota. Here’s a quick walkaround of the RAV4 we talked about — super clean, great mileage, and still available. Let me know if you’d like to come see it today or tomorrow!”

Step 2: Generate a Clickable Thumbnail

Once your video is uploaded, the tool auto-generates a:

• Branded thumbnail with your dealership’s logo
• Play button overlay
• Linkable preview image

💡 You can customize the thumbnail or use the default — no design skills needed.

Step 3: Copy the CRM-Ready Email Block

Click “Copy for CRM” — and the platform will:

• Insert the clickable thumbnail
• Include a trackable video link
• Format it cleanly for use in:
  • eLeads
  • VinSolutions
  • DealerSocket
  • AutoAlert
  • Or your email client (Gmail, Outlook)

Paste it into your outgoing message and add any personal notes or follow-up details.

Step 4: Send the Email and Track Engagement

Once sent, you can:

• Get notified when the customer views your video
• See how long they watched
• Know if/when they clicked the CTA

This helps reps follow up with perfect timing:

“Hi Mike, I saw you checked out the video this morning — wanted to make sure you got all the info you needed.”

Step 5: Use Templates to Save Time

For high-volume teams, Video for Sales supports reusable scripts and send formats for:

• New lead intros
• Appointment confirmations
• Post-sale thank-yous
• CSI survey encouragement
• Service upsell offers

🎯 Result: Your team can scale personalized video without reinventing the wheel every time.

Dealership Use Cases for Emailing Video

Sending video through email is a high-impact tool your team can use every single day to win trust, build urgency, and drive conversions.

Here are the most powerful ways dealerships use video email in their daily workflows:

1. New Lead Introduction (Sales or BDC)

Use Case: A new internet lead submits a form.
Video Type: 15–30 second personal hello
Goal: Humanize your team and increase lead response rate

Script Example:

“Hey John, I’m Alex at Premier Ford. Just wanted to say thanks for your interest in the F-150. Here’s a quick intro so you know who you’re talking to!”

🎯 Impact: Increases response rates by 3x vs. plain text email.

2. Vehicle Walkarounds or Feature Demos

Use Case: Customer requests info about a specific vehicle
Video Type: Walkaround or feature highlight
Goal: Show the exact unit, build trust, drive urgency

Script Example:

“Here’s that Certified Accord we talked about. Check out the interior and those new tires. Let me know if you’d like to reserve it — it’s priced to move.”

🎯 Impact: Reduces objections, improves close rate, and lowers time-to-appointment.

3. Service Status Updates or Recaps

Use Case: Service advisor follows up post-repair
Video Type: Quick status summary or visual explanation
Goal: Improve transparency, reduce confusion

Script Example:

“Hi Lisa, just finished your brake inspection — here’s a look at the pads. We recommend replacing them before your next trip. I’ll include pricing in the email.”

🎯 Impact: Improves service trust and CSI scores.

4. CSI Survey Reminder or Post-Sale Thank You

Use Case: Customer has completed purchase or service
Video Type: Friendly thank-you and CSI nudge
Goal: Boost survey response rates and scores

Script Example:

“Thanks again for choosing us, Joe! You’ll probably get a short survey soon — if there’s anything we missed, I’d love to fix it now.”

🎯 Impact: Increases CSI compliance and improves survey positivity.

5. Follow-Up on Missed Appointments

Use Case: Customer no-shows or goes silent
Video Type: Re-engagement message
Goal: Reignite interest, reduce lost leads

Script Example:

“Just wanted to check in — we didn’t see you yesterday for the Silverado test drive. Still interested? Here’s a quick reminder of what you’re missing!”

🎯 Impact: Prevents lost deals and makes the follow-up feel personal, not pushy.

6. Long-Term Equity or Service Campaigns

Use Case: Reach out to past customers
Video Type: Equity opportunity or trade-in offer
Goal: Retention, trade cycle re-entry, service reactivation

Script Example:

“You might be surprised what your Tacoma is worth right now — here’s a quick update. Let me know if you want a fresh trade estimate.”

🎯 Impact: Drives upsell revenue, boosts trade-in traffic, and supports retention.

Best Practices for Video Email Success

Sending a video through email is simple — but doing it well is what sets top-performing dealerships apart.

Whether you’re in sales, service, or BDC, following these best practices will ensure your videos engage, convert, and contribute to a better overall customer experience.

1. Keep Videos Short and Focused (30–60 Seconds)

Your audience is busy. Respect their time by:

• Focusing on one main message per video
• Keeping it under 1 minute (unless it’s a full walkaround or detailed service explanation)
• Ending with a clear call to action (CTA)

📌 Think of it like a voicemail — but one they’ll actually watch.

2. Personalize the Greeting and Message

Use the customer’s:

• Name
• Vehicle of interest
• Previous interaction (“thanks for coming in yesterday…”)

This builds trust fast and shows the video isn’t generic.

“Hi Katie, here’s that Hyundai Palisade Limited you asked about — super clean, and still available.”

3. Set the Stage: Good Lighting, Background, and Sound

You don’t need a studio setup — just follow these basics:

• Stand in front of the vehicle or dealership sign
• Avoid noisy or messy environments
• Speak clearly and smile
• Use a phone mount or stable hand for walkarounds

👀 You’re the face of the dealership. Represent the brand with confidence.

4. Always Use a Clickable Thumbnail or Preview Image

Don’t just drop a link and hope for clicks. Use:

• A branded thumbnail with a play button
• A still shot showing your face, the vehicle, or service bay
• A short line above or below the image (“Click to watch your video”)

💡 TradePending’s Video for Sales creates these automatically — saving you time.

5. Make Subject Lines Clear and Intriguing

Good subject lines = higher open rates. Try:

• “Quick video on your trade-in value 🚗”
• “Walkaround of your requested Camry — watch inside”
• “Thank you, [First Name] — and a quick next step”

Avoid generic lines like “Follow-up” or “Info you requested.”

6. Use Video Templates for Repeat Tasks

Speed matters. Create templates for:

• Lead introductions
• Service follow-ups
• CSI thank-you messages
• Missed appointment recaps

💡 Video for Sales lets you scale personalized messaging with reusable formats your whole team can use.

7. Always Follow Up After They Watch

The video gets them engaged — your follow-up gets the deal.

Track opens and views, then call, text, or email:

“Hi Jake — glad you checked out the walkaround! Do you have any questions before stopping in today?”

🚫 What NOT to Do

• Don’t send raw video files as attachments
• Don’t record in dark, windy, or loud locations
• Don’t read off a script (customers can tell)
• Don’t forget the CTA
• Don’t let days go by with no follow-up

Common Mistakes to Avoid When Sending Video Emails

Even with the right tools, dealership teams can undermine their own success by sending videos that confuse, disappoint, or go completely ignored.

Here are the top mistakes to avoid — and how to fix them so your video emails always work for you.

❌ 1. Attaching Raw Video Files to Emails

Big mistake. Email servers will:

• Reject large files
• Flag your message as spam
• Break the formatting across mobile and desktop

✅ Fix: Always link to a hosted video or use a CRM-friendly embed tool like Video for Sales that creates a clickable thumbnail with no file-size issues.

❌ 2. Skipping Personalization

A video that starts with “Hi there” or “Hello customer” instantly feels canned and inauthentic.

✅ Fix: Use their name, mention their vehicle, and if possible, refer to the last action they took:

“Hi Jenna — thanks for checking out the Altima yesterday. Here’s a closer look at the SL model you liked.”

❌ 3. Forgetting a Clear Call to Action (CTA)

If you don’t tell the customer what to do next, you’re just making noise.

✅ Fix: End every video with a simple next step:

“Let me know if you’d like to come in today or tomorrow.”
“Click the link below to schedule your test drive.”
“Reply with any questions — I’m here to help.”

❌ 4. Ignoring Video Analytics

Sending video is only half the equation. If you’re not tracking:

• Who watched
• When they watched
• How long they watched

…you’re flying blind.

✅ Fix: Use tools that notify your team when a video is viewed, so they can follow up while interest is hot.

❌ 5. Making It Too Long or Complicated

Attention spans are short — especially with leads in the early stages. A 3-minute video might get skipped entirely.

✅ Fix: Keep most videos under 60 seconds, especially first-touch or lead response clips.

❌ 6. Sending Without Preview or Thumbnail

A plain video link (e.g., “https://youtu.be/xyz”) in the middle of an email:

• Looks spammy
• Gets ignored
• Doesn’t visually reinforce your message

✅ Fix: Use a clickable thumbnail image that shows the video content clearly — ideally with a play button overlay.

❌ 7. Being Too Scripted or Robotic

When you sound like you’re reading or faking enthusiasm, customers tune out.

✅ Fix: Practice once or twice, then speak naturally. It’s okay to be human — in fact, that’s the point.

❌ 8. Not Following Up After They Watch

If your CRM shows a customer watched your video and you don’t reach out… you’ve wasted the moment.

✅ Fix: Treat video views like hot leads. Call, text, or email while you’re still top of mind.

Remember: Video isn’t a magic wand — but used correctly, it’s the most powerful trust-building, conversion-boosting tool in your dealership’s communication toolbox.

Conclusion: Why Every Dealership Should Be Sending Video Through Email

In today’s dealership environment, attention is everything. And while phone calls go unanswered and text messages feel transactional, video email creates connection, trust, and clarity — fast.

Whether you’re trying to:

• Re-engage a cold lead
• Deliver a professional vehicle walkaround
• Improve transparency in service
• Or drive up your CSI scores with better follow-up

Video email is your edge.

And with TradePending’s Video for Sales, your team gets:

• Clickable thumbnails + smart links
• Mobile + CRM-friendly formatting
• Real-time view tracking
• Speed and consistency across departments

Ready to Start Sending Videos That Convert?

Don’t just email customers — engage them with video.
Join hundreds of dealers already seeing higher engagement, better appointments, and stronger CSI scores.

👉 Book a free demo of Video for Sales and see how easy it is to transform your follow-up, from first impression to final survey.