How to Get Branded Property Management Email Addresses

First impressions matter—especially in property management. When property owners or tenants receive an email from your business, what’s the first thing they see? Your email address. If you’re using a generic address like Gmail or Outlook, you could be unintentionally signaling that your operation isn’t as professional or established as it truly is.

A branded property management email address, such as yourname@yourcompany.com, immediately sets a tone of credibility. It shows you’re serious about your business and invested in creating a professional image. In contrast, generic email addresses can raise concerns, such as, “Is this a legitimate company?” or “Will they be around long-term?”

The good news? Transitioning to branded email is straightforward and more affordable than you might think. With the right provider, you can quickly set up personalized email addresses for you and your team, seamlessly integrating them with your existing tools and workflows.

In this post, we’ll walk you through how to set up branded email and tips for maintaining a polished and professional online presence. Let’s level up your property management business and make that inbox work for you!

1. Identify Your Domain Name

   If you already have a property management website, chances are you have a domain you’re using for business activities already. (Think, yourbusiness.com). Regardless of where you’ve registered your URL or who your current hosting company is, you are free to set up email services using any email provider.

   What happens if you have multiple domains? We typically advise clients use their shorter domain as the primary email address on the account, but you also want to set up an alias for the second account?

   In other words, let’s say you have two domains, WorldsBestPropertyManagement.com and WorldsBestPM.com. Since your second domain is shorter, it would be easier to give out “yourname@worldsbestpm.com” as your email address. If you also set up an alias for “yourname@worldsbestpropertymanagement.com,” it doesn’t matter where people send their messages. Both of them will land in your branded property management email inbox.

2. Sign Up for Email Service

   You’ll need to find the right service option for your branded property management email addresses. Providers like Google Workspace, Rackspace, and Microsoft 365 (Outlook) make it easy to create professional emails, but choosing the right one depends on your specific needs.

   Start by considering your business size and budget. Google Workspace is a favorite for its user-friendly interface, seamless integration with Google Drive, and robust collaboration tools. Microsoft 365 might be a better fit if you’re already using Office apps like Word or Excel, offering tight integration and powerful enterprise-level features. For a cost-effective option, options like Rackspace provide reliable email hosting without unnecessary extras, perfect for businesses focused purely on communication.

   Next, assess storage requirements, security features, and scalability. If you manage a growing team, choose a service that allows for adding users and scaling storage as needed. Also, prioritize providers with strong spam filtering and encryption to protect sensitive client and tenant data.

   Signing up is simple: choose a provider, pick a plan, and make your first payment.

3. Set Up Your DNS Records

   After signing up for service, you’ll need to put the correct DNS (Domain Name System) records in place. This is a critical step to ensure your email works seamlessly and your messages are delivered reliably.

   MX Records

   Mail Exchange (MX) records direct email to your provider’s servers. When you set up your email service, they’ll provide specific MX record values. You’ll add these to your DNS zone editor through your domain registrar (e.g., GoDaddy, Namecheap) or a third-party DNS provider like Cloudflare. Make sure you remove any default MX records from previous setups to avoid conflicts.

   TXT Records

   TXT records verify domain ownership and improve email deliverability. For example, SPF (Sender Policy Framework) records specify which mail servers can send emails on behalf of your domain, reducing the risk of your messages being flagged as spam.

   DMARC Records

   Domain-based Message Authentication, Reporting, and Conformance (DMARC) ensures that emails claiming to come from your domain are authentic. This record protects your domain from spoofing and phishing attempts.

   Most DNS editors provide step-by-step guidance for adding these records. Your email provider often includes detailed instructions, and tools like Cloudflare simplify the process further by offering intuitive DNS management.

Ta-dah! That’s there is to it. Your business emails should now be fully functional.

Wait, Wait, Wait…I Need More Help

Thanks to the many tutorials out there and the setup wizards provided by email service providers, creating branded property management emails should be manageable, even if you’re a complete newbie.

That said, if you’re not a technical expert, it’s easy to feel overwhelmed by the jargon and processes involved. Misconfigured settings can lead to email delivery issues or even security vulnerabilities, which is why it’s essential to get everything right the first time.

This is where partnering with DoorGrow can save you time, frustration, and risk. We’re official Google Workspace resellers and can handle everything for you. This includes ensuring your DNS records are correctly configured, so your emails reach inboxes without any hiccups.

Schedule a call today to learn how we can help!