Can I keep using Gmail too?

Yes. Many operators keep a personal Gmail for personal life and run a separate professional address on their own domain for the business. With Google Workspace the interface is the same, so it feels familiar while keeping the two clearly apart.

Do I need email before a website?

Ideally you set up both around the same time, because they share the same domain. If you are doing landlord outreach right now, a branded email is the quicker win and you can have it live in about 30 minutes. A matching website then completes the picture.

Which email provider is best?

We use and recommend Google Workspace for the familiar Gmail interface and reliability. Microsoft 365 suits heavy Word and Excel users, and Zoho Mail is a solid budget option. Any of them works, the important thing is that the address sits on your own domain.

Why does a branded email matter for rent-to-rent outreach?

When you approach a landlord or agent, your email address is often their first impression of you. A message from you@yourcompany.co.uk lands as a real business, while a long Gmail address reads as a side project. It is a small change that makes outreach noticeably easier.

Why You Need a Professional Email (And How to Set One Up) | Plots & Leads | Plots & Leads

Yes, you need a professional email on your own domain, and you can set one up in about 30 minutes. When you are approaching landlords and agents for rent-to-rent deals, a branded address like you@yourcompany.co.uk lands far better than a Gmail address and signals a real business from the first contact.

The Problem With mark@gmail.com

Picture this: you are a landlord weighing up whether to hand your property to a rent-to-rent operator. You receive two emails:

Email 1: From mark.smith.properties123@gmail.com
Email 2: From mark@smithproperties.co.uk

Which one feels more trustworthy? Which one looks like a real business?

The answer is obvious. Yet plenty of property professionals still use free email addresses for their business. It is one of the quickest ways to look amateur, and one of the easiest things to fix.

Why Does Professional Email Matter?

1. First Impressions Count

Your email address appears on:

Business cards
Website contact pages
Listing enquiries
Landlord communications
Guest correspondence
Invoice and payment requests

Every touchpoint either builds or undermines trust. A Gmail address whispers "side hustle" when you want to shout "professional operation".

2. Brand Reinforcement

Every email you send reinforces your brand name. mark@smithproperties.co.uk reminds recipients of your company with every message. It's free advertising in every inbox.

3. Credibility With Landlords

When you are pitching to landlords for rent-to-rent deals, you are asking them to trust you with their asset, often for two or three years. A branded email signals you are serious about your business, not just testing the waters. It is the difference between cold outreach that gets ignored and a message that earns a reply. For the wider picture on positioning yourself, see our guide to choosing a business domain name.

4. Guest Confidence

Guests booking serviced accommodation want reassurance. A business email address suggests established operations, proper systems, and accountability.

5. Deliverability

Business email from your own domain is less likely to be flagged as spam than messages from free email providers. Your important communications actually reach people.

What You Need

To set up professional email, you need:

A domain name (e.g., smithproperties.co.uk)
An email hosting service (we recommend Google Workspace)
30 minutes to set it up

Why Do We Recommend Google Workspace?

We use Google Workspace ourselves and recommend it to clients. Here is why:

Familiar Interface

If you have used Gmail, you already know how to use it. Same interface, same features, but with your custom domain.

Reliability

Google's infrastructure means 99.9% uptime. Your email just works.

Professional Features

Custom email addresses (you@yourdomain.com)
30GB storage per user
Google Calendar for scheduling
Google Drive for file storage
Google Meet for video calls
Mobile apps for iOS and Android

Security

Two-factor authentication
Spam and phishing protection
Data encryption
Admin controls

Scalability

Start with one user, add more as your team grows. Create aliases like bookings@, info@, accounts@, all going to one inbox if needed.

Cost

Google Workspace Business Starter costs £4.60/user/month. For the professionalism and features you get, it's exceptional value.

Step-by-Step Setup Guide

Step 1: Get Your Domain

If you do not have a domain yet, purchase one first. We cover how to pick a good one in our guide to choosing a business domain name. Popular registrars include:

GoDaddy
Namecheap
Google Domains
123 Reg

Step 2: Sign Up for Google Workspace

Go to workspace.google.com
Click "Get Started"
Enter your business name
Select number of employees
Enter your contact details
Enter your domain name when prompted

Step 3: Verify Domain Ownership

Google needs to confirm you own the domain. You will add a TXT record to your domain's DNS settings. Google provides exact instructions, and it takes about 5 minutes.

Step 4: Set Up MX Records

MX records tell the internet where to deliver your email. Google provides the exact values to enter in your domain registrar's DNS settings:

ASPMX.L.GOOGLE.COM (Priority 1)
ALT1.ASPMX.L.GOOGLE.COM (Priority 5)
ALT2.ASPMX.L.GOOGLE.COM (Priority 5)
ALT3.ASPMX.L.GOOGLE.COM (Priority 10)
ALT4.ASPMX.L.GOOGLE.COM (Priority 10)

Step 5: Create Your Email Address

In Google Admin, create your first user:

First name, last name
Email address (e.g., mark@smithproperties.co.uk)
Temporary password

Step 6: Access Your New Email

Go to mail.google.com and sign in with your new business email. That is it, you are professional.

Useful Email Addresses to Create

Consider setting up these aliases (all can forward to your main inbox):

info@ - General enquiries
bookings@ - Reservation enquiries
hello@ - Friendly general contact
accounts@ - Invoicing and payments
support@ - Guest issues during stay

Alternatives to Google Workspace

While we recommend Google Workspace, alternatives exist:

Microsoft 365

From £4.90/user/month
Outlook interface
Better for heavy Excel/Word users
Good if you prefer Microsoft ecosystem

Zoho Mail

Free tier available (limited)
From £1/user/month for paid
Good budget option
Less polished than Google/Microsoft

ProtonMail

Privacy-focused
From £3.49/user/month
End-to-end encryption
Good if privacy is priority

Common Mistakes to Avoid

Using free email for business, the whole point of this article
Complicated email addresses, keep it simple: firstname@ or hello@
Not setting up on mobile, you need email on your phone
Forgetting email signatures, add your name, role, phone, website
Not backing up, Google backs up automatically, but export periodically
Mixing personal and business, keep them separate

Email Signature Template

A professional signature completes the picture:

Mark Smith
Founder, Smith Properties

Phone: 07XXX XXXXXX
Email: mark@smithproperties.co.uk
Web: www.smithproperties.co.uk

Keep it simple, no quotes, no images, no legal disclaimers (unless legally required).

Is Professional Email Worth the Cost?

At £4.60/month (£55/year), professional email costs less than one night's revenue from a typical SA property. If it helps secure even one landlord deal or one direct booking, it has paid for itself many times over.

The real cost is continuing to look amateur when you don't need to.

Getting Started Today

If you do not have a domain, get one today
Sign up for Google Workspace trial (14 days free)
Follow the setup steps above
Update your email everywhere: business cards, website, listings, social media
Set up email on your phone
Create a professional signature

Conclusion

Professional email is one of the lowest-effort, highest-impact improvements you can make to your property business. For less than a coffee per week, you change how landlords, guests and partners perceive you.

Stop being mark.smith.properties123@gmail.com. Start being mark@smithproperties.co.uk. Your business deserves it.

Why You Need a Professional Email (And How to Set One Up)