Property management companies are tasked with marketing to several different audiences at the same time. While prospective tenants need promotional campaigns to showcase available units, property owners expect market insights and portfolio performance updates – all requiring different messaging, timing and tone. Email marketing tools for property management solve this multi-target marketing challenge through advanced segmentation and automation that keep communications organized and effective. But how do you know which tool is best for your individual business?
In this article, we compare the best email marketing tools for property managers, including a comparison table, detailed feature breakdown, step-by-step selection guide, and answers to frequently asked questions. To bring you this comprehensive guide, we used AI to research and draft it, and a HubSpot employee reviewed and edited this article before publishing.
Property management companies like APM Property Management are already seeing results: APM eliminated manual work by using HubSpot to implement one-click email sending to tenants.
Table of contents
What is Email Marketing for Property Management?
Email marketing for property management is the strategic use of campaigns and automated messages to market to several different audiences – property owners, prospective tenants, current tenants, and potential property owner customers. These tools process marketing communications such as owner newsletters with market trends, tenant community updates to promote amenities and events, and nurturing sequences for prospective tenants through advanced segmentation and automation.
Platforms like HubSpot Marketing Hub Centralize these marketing communications across multiple audiences so property managers can reach audiences with one click while tracking engagement across the entire lifecycle.
Comparison Table: Email Marketing Software for Property Management
|
Email marketing tool |
Best for |
Key Features |
Prices |
|
HubSpot Marketing Hub |
All-in-one CRM that combines marketing, sales and service |
Centralized marketing, sales and service; automated targeted email campaigns; AI-powered content creation and insights |
Free plan. Paid plans start at $15/month/seat and are billed monthly for up to 1,000 marketing contacts. |
|
Zoho campaigns |
Budget-friendly option for property managers already using Zoho ecosystem tools |
Dynamic personalization and content, advanced drag-and-drop workflows, native CRM and other integrations |
Free plan. Paid plans start at $4/month and are billed monthly for up to 500 contacts. 14-day free trial available. |
|
ActiveCampaign |
Advanced automation workflows that respond to tenant behavior and rental lifecycle events |
Integrated marketing CRM, advanced automations, extensive software integrations |
Plans start at $19/month per month for up to 1,000 contacts. Free trial available. |
|
Mailchimp |
Visually appealing marketing emails based on pre-built templates |
Drag-and-drop email editor plus over 250 templates; Segmentation for targeted target group targeting; Integration with CRMs |
Free plan. Paid plans start at $13/month for up to 500 contacts. 14-day free trial available. |
|
Constant contact |
Easy-to-use email marketing platform to focus on event marketing for community events and property viewings |
Hundreds of email templates and AI content generator, event marketing, 300+ integrations |
Plans start at $12/month and are billed monthly for up to 500 contacts. |
Best Email Marketing Software for Property Management Companies
The following email marketing platforms provide the segmentation, automation, and integration capabilities needed to effectively manage multi-audience workflows while scaling from small portfolios to enterprise-level operations.
1. HubSpot Marketing Hub
Best suited for: All-in-one CRM that combines marketing, sales and service
Key features of HubSpot Marketing Hub:
- Centralized marketing, sales and service – HubSpot Marketing Hub is based on a Smart CRM, which also has tools for sales and service. This means you can access all your data in one place, streamlining communication and workflows. You don’t have to figure out how to connect your CRM to your email marketing platform – it’s already there.
- Automated targeted email campaigns – Create automated campaigns that are sent based on marketing triggers, such as when a prospect downloads a neighborhood guide or when someone attends a property tour. HubSpot Marketing Hub powers your campaigns with CRM data and helps you send more targeted, relevant marketing emails to prospects, residents, and owners.
- AI-powered content creation and insights – breezeHubSpot’s AI tools help you create content faster and gain insights from your data. Personalize content based on segments, or ask Breeze Assistant to help you analyze data, e.g. E.g. which email campaign had the highest open rate in the last 30 days.
HubSpot Marketing Hub pricing:
- Free Plan available for up to two users, no credit card required.
- Marketing Hub Starter: $15/month/seat (billed monthly) for up to 1,000 marketing contacts.
- Marketing Hub Professional: $890/month (billed monthly). Includes three core seats and up to 2,000 marketing contacts.
- Marketing Hub Enterprise: $3,600/month (billed annually only). Includes five core seats and up to 10,000 marketing contacts.
2. Zoho campaigns
Best suited for: Budget-friendly option for property managers already using Zoho ecosystem tools
Key Features of Zoho Campaigns:
- Dynamic personalization and content – Enrich your emails with dynamic content that changes depending on your role. Tailor emails to owners and renters and ensure recipients receive relevant messages that meet their specific needs.
- Advanced drag-and-drop workflows – Benefit from advanced email automation and automated drip series, e.g. B. Welcome emails for new tenants. Save even more time with pre-built ones Workflow Templates, including those for welcome and onboarding.
- Native CRM and other integrations – Zoho Campaigns integrates with both Zoho CRM and external CRMs including HubSpot and Salesforce. It too integrated with other popular apps including Google Drive, Dropbox, YouTube, Vimeo and Zendesk.
Zoho Campaigns offers a 14-day free trial (no credit card required).
- Free forever: $0 for up to 2,000 contacts and 6,000 emails per month.
- standard: Starting at $4/month billed monthly for up to 500 contacts and unlimited emails with easy segmentation.
- professional: Starting at $6/month billed monthly for up to 500 contacts and unlimited emails with advanced segmentation.
3. ActiveCampaign
Best suited for: Advanced automation workflows that respond to tenant behavior and rental lifecycle events
Key ActiveCampaign features:
- Integrated marketing CRM – Store all your contact information, including preferences, in one place. Use this CRM data for your marketing emails and ensure they are tailored to each individual.
- Advanced automations – Get AI-powered suggestions to help you build your workflows. With SMS marketing automations, you can send your customers tour reminders via text message and prevent no-shows.
- Extensive software integrations – Expand the functions of the email software with Over 900 apps and integrations, including useful PM-related software like DocuSign for electronic signatures and Calendly for property viewings.
ActiveCampaign offers a free trial. Paid plans are as follows:
- starter: Starting at $19/month (month by month) up to 1,000 contacts.
- Plus: Starting at $59/month (month to month) for up to 1,000 contacts.
- professional: Starts at $89/month for up to 1,000 contacts, with a one-year term billed monthly. Please note that if you cancel early, you will still have to pay your monthly installments until the end of the annual term.
- Pursue: $159/month for up to 1,000 contacts, with annual monthly payment. Please note that if you cancel early, you will still have to pay your monthly installments until the end of the annual term.
4. Mailchimp
Best suited for: Visually appealing marketing emails based on pre-built templates
Key Mailchimp features:
- Drag-and-drop email editor and 250+ templates – Save time on design and copywriting by choosing one of 250+ email templates, optimizing them with the drag-and-drop editor, and refining the text using AI.
- Segmentation for targeted target group targeting – Property managers can segment their lists to send market performance reports to property owners, community event announcements to current renters, or presentations of available units to potential renters – ensuring each audience receives relevant marketing messages.
- Integration with CRMs – Mailchimp Offers Over 300 integrations and connects to CRMs like HubSpot. It also connects to LeadSimple LeadSimple’s native integrationSo if you’re already using this as a CRM for property management, you can do a one-way push to Mailchimp.
- Free: $0 with a maximum of 1,000 email sends per month or 500 per day.
- Essentials: Starting at $13/month for up to 500 contacts. 14-day free trial available.
- standard: Starting at $20/month for up to 500 contacts. 14-day free trial available.
5. Constant contact
Best suited for: Easy-to-use email marketing platform to focus on event marketing for community events and property viewings
Important constant contact functions:
- Hundreds of email templates and AI content generator – Quickly create campaigns by choosing from hundreds of mobile-friendly templates that you can edit using drag and drop. Use AI to quickly generate content that can also convert your emails into social media posts.
- Event marketing – Gain more access to your property tours and involve more of your residents in community events. This email marketing tool helps you create landing pages, promote on social media, and register for many types of events.
- Over 300 integrations – Connect to CRMs including HubSpot, Salesforce and Zoho CRM.
- Lite: $12/month, billed monthly for up to 500 contacts. Includes one user, monthly email sends up to 10x your contact count, and surveys.
- standard: $35/month, billed monthly for up to 500 contacts. Includes three users, monthly email sends up to 12 times your contacts, and scheduled sends.
- premium: $80/month, billed monthly for up to 500 contacts. Includes unlimited users, monthly email sends of up to 24x your contact count, and full access to automation and segmentation tools.
Benefits of Email Marketing Software for Property Management
Eliminates manual communication processes
Email marketing platforms automate repetitive marketing tasks such as monthly owner newsletters, tenant community updates, and prospective tenant nurturing sequences that property managers traditionally complete manually. Instead of copying contact lists into BCC fields or managing multiple Excel spreadsheets across teams, automation ensures consistent and timely delivery of marketing communications.
Manages multiple audience segmentation at scale
Property management requires simultaneous marketing to property owners, prospective tenants, current tenants and potential owner customers. Email marketing tools solve this complexity through advanced segmentation that ensures each audience receives relevant marketing messages. This eliminates confusion when owners receive tenant-focused community updates or prospective tenants receive newsletters for current residents.
Centralizes team communication and contact information
Disparate systems and siled spreadsheets lead to version control issues as one team’s contact updates don’t reach the others, leading to delivery errors and stale information. Email marketing platforms provide a single source of truth for all contact data, allowing team members in multiple locations or locations to access up-to-date information, view engagement history, and coordinate communications without manual syncing or double data entry.
Scales efficiently as portfolios grow
Managing 50 units requires different tools than managing 500 units, and property management companies need platforms that grow with their business. Email marketing software handles increasing contact volumes, the complexity of automated workflows, and operating multiple properties without requiring a proportional increase in administrative staff. This allows companies to expand their portfolios while maintaining consistent communication quality across all properties.
Provides professional communication without design resources
Smaller property management companies often lack dedicated marketing staff, but still need to send out sophisticated owner reports, branded newsletters, and professional tenant communications. Email marketing platforms offer pre-built templates, drag-and-drop editors, and AI content generation that enable teams to quickly create visually appealing, on-brand emails. This helps PMs maintain a professional image that inspires trust among property owners and sets the company apart from the competition.
7 Key Features for Property Management Email Marketing Software
- Advanced segmentation – Separate communications for tenants, property owners, prospects and sellers to ensure each audience receives relevant messages without overlap or confusion.
- Marketing automation – Automate owner newsletters, tenant community updates, prospective tenant nurturing sequences, and welcome campaigns to save time and ensure consistent delivery across your portfolio.
- SMS functions – Many email marketing platforms include or integrate SMS messaging, allowing property managers to send SMS reminders for open houses, property showings, or time-sensitive marketing announcements. This ensures prospects and tenants receive important marketing messages via their preferred channel, even if email response times are slower.
- Integrations with property management software – Connect with platforms like LeadSimple to sync contact data and streamline workflows between operations and marketing.
- CRM and contact management – Centralized database that tracks all communication history with each contact, preventing duplicate contacts and allowing teams to view previous interactions before responding.
- Mobile access – Manage campaigns, review campaign performance, and approve marketing communications from any device – important for property managers working on-site or across multiple locations.
- Analytics and reporting – Track open rates, click-through rates, and engagement metrics to demonstrate ROI to property owners and optimize future campaigns based on what resonates with each audience.
How to Choose an Email Marketing Tool for Property Management (Step by Step)
Choosing the right email marketing tool requires more than comparing feature lists. Property management companies need platforms that serve multiple audiences, scale with portfolio growth, and integrate with existing systems. Follow this framework to find the platform that fits your workflow.
Step 1: Determine your marketing communications needs for multiple audiences.
Document all of the different groups you are marketing to: property owners (market analysis, portfolio updates), potential renters (available units, neighborhood guides), current renters (community events, amenities specials), and potential owner clients (thought leadership, market insights). List all your regular marketing communications and identify which could be automated and which require manual personalization to illustrate the complexity your email marketing tool needs to handle.
Step 2: Identify must-have integration and automation features.
Your email marketing tool must connect to your property management system (Buildium, AppFolio, or Propertyware) and CRM via direct integrations or API access to sync contact data. Evaluate whether marketing emails can be triggered based on prospect actions such as downloading content, taking tours, or reaching certain engagement thresholds, and automatically move contacts between marketing segments as their status changes.
Step 3: Test usability across your team.
Request demos or trial periods and involve multiple team members, including leasing agents, property managers, and office administrators, in the evaluation to ensure the platform feels intuitive for all skill levels. Look for drag-and-drop editors, pre-built templates, and clear navigation that shorten the learning curve.
Step 4: Calculate the actual costs at your target scale.
Calculate costs based on your projected contact volume in 12 to 24 months, not just your current list size, as many platforms charge per contact. Consider additional costs for SMS messaging, advanced automation, API access, and transactional emails if necessary.
Step 5: Choose a unified platform that grows with you.
Accommodation.de eliminated manual processes by centralizing communications in HubSpot, growing from 35 monthly rental leads to over 1,200 while automating 92% of the rental process through 150+ email and SMS communications across 12 different pipelines. With a unified system like HubSpot Marketing Hub, you can trigger targeted campaigns based on actual tenant and owner behavior tracked in the same CRM.
How to Create Email Marketing Campaigns for Property Management
Step 1: Set up your list segments.
Create separate contact lists for each audience type: current renters, property owners, potential renters, and potential property owner customers. In each list, include segmentation criteria such as property type (single-family, multi-family, commercial), geographic market, investment portfolio size, or level of commitment. This segmentation ensures that owner newsletters highlight relevant market data, while tenant community updates focus on local events and amenity specials.
Step 2: Define goals and KPIs for each segment.
Set specific marketing goals for each audience. For property owners, track newsletter open rates, referral generation and contract renewals. For prospective renters, monitor newsletter opens and tour booking rates. Measure consultation requests and content downloads for potential owner customers. By setting clear KPIs, you can measure whether your marketing content resonates with each audience.
Step 3: Create campaigns for each segment.
Develop email marketing campaigns tailored to the interests of each audience. Create monthly newsletters for property owners with market trends, occupancy rates and investment insights. Create community newsletters for tenants highlighting upcoming events, local business highlights and amenity specials. Design care sequences for potential tenants that showcase available units, neighborhood guides, and move-in offers.
Step 4: Connect your email platform to a CRM.
Integrate a CRM to centralize contact data and track all marketing interactions in one place. Platforms like HubSpot’s Marketing Hub offer unified systems that combine email marketing with contact management, allowing you to see who has opened newsletters, track engagement history, etc trigger automated campaigns based on when someone downloads content or attends a property viewing.
Step 5: A/B test subject lines and content.
Break down subject lines and content to see what really drives results. Property owners may respond better to data-driven headlines (“Seattle Rental Market: Rents Rise 7% in Q4”), while potential renters may prefer more lifestyle-focused messaging (“Discover Your New Neighborhood”). Test email content formats; Some audiences prefer text-heavy market analysis, while others respond to visual presentations of real estate.
Step 6: Review analytics and engagement metrics.
Monitor open rates, click-through rates, and conversion metrics for each campaign and audience segment. Track which newsletter topics drive the most engagement from owners, which community updates drive the most interaction from tenants, and which property presentations drive viewing requests. Pay attention to unsubscribe rates to ensure your marketing content remains valuable and relevant.
Step 7: Refine campaigns based on performance data.
Use your analytics to optimize future marketing campaigns. If owner newsletters with local market data generate higher interest than general industry trends, increase localization. If tenant newsletters sent mid-week outperform weekend newsletters, adjust your schedule. Continually test new content types, formats, and approaches to improve engagement across all audience segments.
Frequently asked questions
What is the best email marketing tool for property management?
HubSpot Marketing Hub is the best email marketing tool for property management because it centralizes CRM, email marketing, and automation on one platform. Accommodation.co.uk grew from 35 monthly landlord leads to over 1,200 while automating 92% of its lettings process using HubSpot. The platform allows property managers to trigger campaigns based on behavior tracked in the same CRM, eliminating data synchronization between separate tools. Other strong options include ActiveCampaign for advanced automation, Zoho Campaigns for budget-conscious teams, and Mailchimp for template-based campaigns.
What features should I look for in email marketing tools for property management?
Email marketing tools for property management require advanced segmentation to separate marketing communications for renters, property owners, prospects, and prospective owner customers, as well as marketing automation that triggers campaigns based on prospect actions such as downloading content, attending viewings, or engagement milestones. Integration with property management systems is essential to sync contact information and eliminate manual entry. Other key features include SMS capabilities for time-sensitive marketing reminders, centralized contact management, mobile access, analytics to demonstrate ROI, and drag-and-drop editors with pre-built templates.
Is HubSpot good for property management?
Yes, HubSpot is great for property management because it combines email marketing, CRM, and operational data into one platform. APM Property Management eliminated manual work by using HubSpot to implement one-click emailing to tenants while consolidating contact data that was previously scattered across Excel spreadsheets. HubSpot allows property managers to create automated campaigns triggered by events like tour bookings and segment audiences for targeted messaging.
How much does email marketing software for property management cost?
Email marketing software for property management ranges from free plans to more than $3,600 per month, depending on contact volume and features. Free options include HubSpot Marketing Hub (up to 2 users), Zoho Campaigns (up to 2,000 contacts), and Mailchimp (1,000 monthly sends). Paid entry-level plans start at $4 to $19/month for 500 to 1,000 contacts. Most platforms charge per contact. Therefore, calculate costs based on your projected growth in 12 to 24 months, not based on current list size.
Can email marketing tools integrate with property management software?
Yes, many email marketing tools can integrate with property management software, but you need to consider what type of integration you want. For example, API integrations require more work than native integrations. If you’re hoping for native integrations with your existing software, you’ll need to carefully read each email marketing tool’s documentation or contact their sales representative. LeadSimple has a native integration with Mailchimp. So if you’re looking for easy syncing with an email marketing platform and you’re already using LeadSimple, Mailchimp makes sense. However, many email marketing platforms have APIs that allow you to set up your own integration with virtually any software. HubSpot has an integration library of over 1,900 apps, as well as one API with extensive documentation.
Meet HubSpot, the best email marketing choice for property management companies
Property management companies need email marketing tools that serve multiple audiences, scale with portfolio growth, and eliminate manual workflows. HubSpot Marketing Hub offers all three through a unified CRM platform that combines email marketing, automation, and operational data into one system.
Key HubSpot Marketing Hub Features for Property Management:
- Unified CRM platform – Centralize tenant communications, owner reporting and prospect nurturing in one system that eliminates data synchronization between separate tools and provides complete visibility across your entire portfolio.
- Multi-pipeline automation – Create automated email and SMS campaigns with the ability to manage multiple different communications across multiple pipelines as you scale your portfolio.
- AI-powered personalization – Use Breeze AI to generate segment-specific content faster, analyze campaign performance, and personalize messages based on CRM data, whether communicating with renters, property owners, or prospects.
Property management companies achieve measurable results with HubSpot. Accommodation.de Using HubSpot’s centralized platform, tenant inquiry conversion increased from 18% to 53%. Real estate technology company Wahi Saves time by automating follow-up emails via the HubSpot Marketing Hub.
Ready to streamline communications for your property management company? Get started with HubSpot today.