5 best email marketing tools for property management businesses in 2025

Property management companies are tasked with marketing to multiple distinct audiences simultaneously. While prospective tenants need nurture campaigns showcasing 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-audience marketing challenge through advanced segmentation and automation that keep communications organized and effective. But how do you know which tool is the best for your unique business?

In this article, we’ll compare the best email marketing tools for property managers, including a comparison table, detailed feature breakdowns, a step-by-step selection guide, and answers to frequently asked questions. To bring you this comprehensive guide, we used AI for research and drafting, and a HubSpot staff writer reviewed and revised this article before publication.

Real 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?
• Comparison Table: Email Marketing Software for Property Management
• Best Email Marketing Software for Property Management Businesses
• Benefits of Email Marketing Software for Property Management
• 7 Important Features for Property Management Email Marketing Software
• How to Choose an Email Marketing Tool for Property Management (Step-by-Step)
• How to Create Email Marketing Campaigns for Property Management
• Frequently Asked Questions
• Meet HubSpot, the Top Email Marketing Choice for Property Management Companies

What is email marketing for property management?

Email marketing for property management is the strategic use of campaigns and automated messaging to market to multiple distinct audiences — property owners, prospective tenants, current tenants, and potential property owner clients. These tools handle marketing communications like owner newsletters featuring market trends, tenant community updates promoting amenities and events, and nurture sequences for prospective renters, through advanced segmentation and automation.

Platforms like HubSpot Marketing Hub centralize these multi-audience marketing communications, allowing property managers to reach targeted groups with one click while tracking engagement across the entire lifecycle.

Comparison Table: Email Marketing Software for Property Management

Best Email Marketing Software for Property Management Businesses

The following email marketing platforms offer the segmentation, automation, and integration capabilities necessary to manage multi-audience workflows effectively while scaling from small portfolios to enterprise-level operations.

1. HubSpot Marketing Hub

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Best For: All-in-one CRM unifying marketing, sales, and service

Key HubSpot Marketing Hub Features:

• Centralized Marketing, Sales, and Service – HubSpot Marketing Hub is built on a Smart CRM, which also has tools for sales and service. That means your all of your data is accessible in one place, streamlining communication and workflows. No need 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 send 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, helping you send more targeted, relevant marketing emails to prospects, residents, and owners.
• AI-Powered Content Creation and Insights – Breeze, HubSpot’s AI tools, empowers you to create content faster and gain insights into your data. Personalize content based on segments, or ask Breeze Assistant to help you analyze data, such as 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/mo/seat (billed monthly) for up to 1,000 marketing contacts.
• Marketing Hub Professional: $890/mo (billed monthly). Includes three core seats and up to 2,000 marketing contacts.
• Marketing Hub Enterprise: $3,600/mo (annual billing only). Includes five core seats and up to 10,000 marketing contacts.

2. Zoho Campaigns

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Best For: Budget-friendly option for property managers already using Zoho ecosystem tools

Key Zoho Campaigns Features:

• Dynamic Personalization and Content – Enrich your emails with dynamic content that changes based on role. Tailor emails for owners versus tenants, ensuring recipients receive relevant messages that align with their specific needs.
• Advanced Drag-and-Drop Workflows – Take advantage of advanced email automation and automated drip series, such as welcome emails for new tenants. Save even more time with prebuilt workflow templates, including ones for welcome and onboarding.
• Native CRM and Other Integrations – Zoho Campaigns integrates with Zoho CRM as well as external CRMs, including HubSpot and Salesforce. It also integrates with other popular apps, including Google Drive, Dropbox, YouTube, Vimeo, and Zendesk.

Zoho Campaigns Pricing:

Zoho Campaigns offers a 14-day free trial (no credit card required).

• Forever Free: $0 for up to 2,000 contacts and 6,000 emails per month.
• Standard: Starts at $4/mo billed monthly for up to 500 contacts and unlimited emails with basic segmentation.
• Professional: Starts at $6/mo billed monthly for up to 500 contacts and unlimited emails with advanced segmentation.

3. ActiveCampaign

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Best For: Advanced automation workflows responding to tenant behavior and lease lifecycle events

Key ActiveCampaign Features:

• Built-in Marketing CRM – Store all of your contact information, including preferences, in one place. Use that CRM data to inform your marketing emails, ensuring they’re tailored to each individual.
• Advanced Automations – Get AI-powered suggestions that help you build your workflows. With SMS marketing automations, you can text your clients tour reminders and prevent no-shows.
• Extensive Software Integrations – Extend the email software’s capabilities with 900+ apps and integrations, including useful PM-related software like DocuSign for e-signatures and Calendly for property tours.

ActiveCampaign Pricing:

ActiveCampaign offers a free trial. Paid plans are as follows:

• Starter: Starts at $19/mo (month-to-month) up to 1,000 contacts.
• Plus: Starts at $59/mo (month-to-month) for up to 1,000 contacts.
• Pro: Starts at $89/mo for up to 1,000 contacts, with a one-year commitment that is charged monthly. Note that if you cancel early, you must still pay your monthly payments until the annual term ends.
• Enterprise: $159/mo for up to 1,000 contacts, with an annual commitment paid monthly. Note that if you cancel early, you must still pay your monthly payments until the annual term ends.

4. Mailchimp

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Best For: Visually appealing marketing emails based on prebuilt templates

Key Mailchimp Features:

• Drag-and-Drop Email Editor, Plus 250+ Templates – Save time on design and copywriting by choosing from one of 250+ email templates, tweaking them with the drag-and-drop editor, and using AI to refine the copy.
• Segmentation for Targeted Audience Outreach – Property managers can segment their lists to send market performance reports to property owners, community event announcements to current tenants, or available unit showcases to prospective renters — ensuring each audience receives relevant marketing messaging.
• Integration with CRMs – Mailchimp offers 300+ integrations and connects with CRMs like HubSpot. It also connects to LeadSimple through LeadSimple’s native integration, so if you already use that as a property management CRM, you can do a one-way push to Mailchimp.

Mailchimp Pricing:

• Free: $0 with a max of 1,000 monthly email sends or 500 per day.
• Essentials: Starts at $13/mo for up to 500 contacts. 14-day free trial available.
• Standard: Starts at $20/mo for up to 500 contacts. 14-day free trial available.

5. Constant Contact

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Best For: User-friendly email marketing platform for focusing on event marketing for community events and property tours

Key Constant Contact Features:

• Hundreds of Email Templates and AI Content Generator – Create campaigns fast by choosing from hundreds of mobile-friendly templates that you can edit via drag and drop. Generate content fast using AI, which can also turn your emails into social media posts.
• Event Marketing – Get more feet in the door of your property tours and get more of your residents involved in community events. This email marketing tool helps you with creation of landing pages, promotion on social media, and registrations for many types of events.
• 300+ Integrations – Connect with CRMs, including HubSpot, Salesforce, and Zoho CRM.

Constant Contact Pricing:

• Lite: $12/mo billed monthly for up to 500 contacts. Includes one user, monthly email sends of up to 10x your number of contacts, and polls/surveys.
• Standard: $35/mo billed monthly for up to 500 contacts. Includes three users, monthly email sends up to 12x your number of contacts, and scheduled sends.
• Premium: $80/mo billed monthly for up to 500 contacts. Includes unlimited users, monthly email sends of up to 24x your number of contacts, and full access to automation and segmentation tools.

Benefits of Email Marketing Software for Property Management

Eliminates Manual Communication Workflows

Email marketing platforms automate repetitive marketing tasks like monthly owner newsletters, tenant community updates, and prospective tenant nurture sequences that property managers traditionally handle manually. Instead of copying contact lists into BCC fields or managing multiple Excel spreadsheets across teams, automation ensures consistent, timely delivery of marketing communications.

Manages Multi-Audience Segmentation at Scale

Property management requires simultaneously marketing to property owners, prospective tenants, current tenants, and potential owner clients. Email marketing tools solve this complexity through advanced segmentation that ensures each audience receives relevant marketing messaging — preventing the confusion of owners receiving tenant-focused community updates or prospects getting newsletters meant for current residents.

Centralizes Team Communication and Contact Data

Disparate systems and siloed spreadsheets create version control issues where one team‘s contact updates don’t reach others, leading to delivery failures and outdated information. Email marketing platforms provide a single source of truth for all contact data, enabling team members across multiple properties or locations to access current information, view engagement history, and coordinate communications without manual syncing or duplicate 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, automated workflow complexity, and multi-property operations without requiring proportional increases in administrative staff — allowing companies to expand their portfolios while maintaining consistent communication quality across all properties.

Delivers Professional Communications Without Design Resources

Smaller property management companies often lack dedicated marketing staff but still need to send polished owner reports, branded newsletters, and professional tenant communications. Email marketing platforms provide pre-built templates, drag-and-drop editors, and AI content generation that enable teams to create visually appealing, on-brand emails quickly. This helps PMs maintain a professional image that builds trust with property owners and differentiates the company from competitors.

7 Important Features for Property Management Email Marketing Software

1. Advanced Segmentation – Separate communications for tenants, property owners, prospects, and vendors to ensure each audience receives relevant messaging without overlap or confusion.
2. Marketing Automation – Automate owner newsletters, tenant community updates, prospective tenant nurture sequences, and welcome campaigns to save time and ensure consistent delivery across your entire portfolio.
3. SMS Capabilities – Many email marketing platforms include or integrate with SMS messaging, allowing property managers to send text reminders for open houses, property tours, or time-sensitive marketing announcements. This ensures prospects and tenants receive important marketing messages through their preferred channel, even when email response times are slower.
4. Integrations with Property Management Software – Connect with platforms like LeadSimple to sync contact data and streamline workflows between operations and marketing.
5. CRM and Contact Management – Centralized database that tracks the entire communication history with each contact, preventing duplicate outreach and enabling teams to view past interactions before responding.
6. Mobile Access – Manage campaigns, review campaign performance, and approve marketing communications from any device — essential for property managers who work on-site or across multiple locations.
7. 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)

Selecting the right email marketing tool requires more than comparing feature lists. Property management companies need platforms that handle multiple audiences, scale with portfolio growth, and integrate with existing systems. Follow this framework to find the platform that fits your workflow.

Step 1: Map your multi-audience marketing communication needs.

Document all the different groups you market to: property owners (market analysis, portfolio updates), prospective tenants (available units, neighborhood guides), current tenants (community events, amenity promotions), and potential owner clients (thought leadership, market insights). List all your regular marketing communications and identify which could be automated versus which need manual personalization to reveal the complexity your email marketing tool must handle.

Step 2: Identify must-have integration and automation capabilities.

Your email marketing tool must connect to your property management system (Buildium, AppFolio, or Propertyware) and CRM through direct integrations or API access to sync contact data. Evaluate whether it can trigger marketing emails based on prospect actions like downloading content, attending tours, or reaching specific 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 reduce the learning curve.

Step 4: Calculate true cost at your target scale.

Calculate costs based on your projected contact volume in 12 to 24 months, not just your current list size, since many platforms charge per contact. Factor in additional expenses for SMS messaging, advanced automation, API access, and transactional emails if needed.

Step 5: Choose a unified platform that grows with you.

Accommodation.co.uk eliminated manual processes by centralizing communications in HubSpot, growing from 35 monthly landlord leads to over 1,200 while automating 92% of its lettings process through 150+ email and SMS communications across 12 different pipelines. A unified system like HubSpot Marketing Hub allows you to 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 tenants, property owners, prospective renters, and potential property owner clients. Within each list, add segmentation criteria like property type (single-family, multi-family, commercial), geographic market, investment portfolio size, or engagement level. This segmentation ensures owner newsletters highlight relevant market data while tenant community updates focus on local events and amenity promotions.

Step 2: Define goals and KPIs for each segment.

Establish specific marketing objectives for each audience. For property owners, track newsletter open rates, referral generation, and contract renewals. For prospective tenants, monitor newsletter opens and tour booking rates. For potential owner clients, measure consultation requests and content downloads. Setting clear KPIs helps measure whether your marketing content resonates with each audience.

Step 3: Create campaigns for each segment.

Develop email marketing campaigns tailored to each audience’s interests. Build monthly newsletters for property owners featuring market trends, occupancy rates, and investment insights. Create community newsletters for tenants highlighting upcoming events, local business spotlights, and amenity promotions. Design nurture sequences for prospective tenants showcasing available units, neighborhood guides, and move-in specials.

Step 4: Connect your email platform to a CRM.

Integrate with a CRM to centralize contact data and track all marketing interactions in one place. Platforms like HubSpot’s Marketing Hub provide unified systems that combine email marketing with contact management, enabling you to see who opened newsletters, track engagement history, and trigger automated campaigns based on when someone downloads content or attends a property tour.

Step 5: A/B test subject lines and content.

Split test subject lines and content to see what really drives results. Property owners may respond better to data-driven headlines (“Seattle Rental Market: Rents Up 7% in Q4”), while prospective tenants 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 property showcases.

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 generate the most interaction from tenants, and which property showcases generate tour 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 featuring local market data get higher engagement than general industry trends, increase localization. If tenant newsletters sent mid-week outperform weekend sends, adjust your schedule. Continuously 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 in 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 syncing 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?

Property management email marketing tools need advanced segmentation to separate marketing communications for tenants, property owners, prospects, and potential owner clients, plus marketing automation that triggers campaigns based on prospect actions like content downloads, tour attendance, or engagement milestones. Integration with property management systems is essential for syncing contact data and eliminating manual entry. Other critical 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 excellent for property management because it unifies email marketing, CRM, and operations data in one platform. APM Property Management eliminated manual work by using HubSpot to implement one-click email sending to tenants while consolidating contact data 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 $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). Entry-level paid plans start at $4-$19/month for 500-1,000 contacts. Most platforms charge per contact, so calculate costs based on your projected growth in 12 to 24 months rather than 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. API integrations require more work than native integrations, for example. If you’re hoping for native integrations with your existing software, you need to carefully read each email marketing tool’s documentation or contact their sales reps. LeadSimple has a native integration with Mailchimp, so if you’re looking for easy syncing with an email marketing platform, and you already use LeadSimple, then Mailchimp makes sense. However, many email marketing platforms have APIs you can use to set up your own integration with pretty much any software. HubSpot has an integrations library of over 1,900 apps, as well as an API with extensive documentation.

Meet HubSpot, the Top Email Marketing Choice for Property Management Companies

Property management companies need email marketing tools that handle multiple audiences, scale with portfolio growth, and eliminate manual workflows. HubSpot Marketing Hub delivers all three through a unified CRM platform that combines email marketing, automation, and operations data in 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 syncing 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 distinct communications across several pipelines as your portfolio scales.
• AI-Powered Personalization – Use Breeze AI to generate segment-specific content faster, analyze campaign performance, and personalize messaging based on CRM data, whether you’re communicating with tenants, property owners, or prospects.

Real property management companies are seeing measurable results with HubSpot. Accommodation.co.uk increased tenant inquiry conversion from 18% to 53% using HubSpot’s centralized platform. Real estate tech company Wahi saves time by automating follow-up emails through HubSpot Marketing Hub.

Ready to streamline communications for your property management business? Get started with HubSpot today.

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