Report delivery that reaches the buyer's inbox, from a domain you own.
An inspector's most important email is the one with the report in it. If it lands in spam, the buyer calls, the agent calls, and the deadline keeps running. You need mail from your own domain with the right records, shared inboxes for scheduling, and an archive for the day a complaint arrives.
Reports, agreements and invoices all travel by email, on a deadline
Every inspection produces a chain of emails that have to arrive: the booking confirmation, the agreement, the invoice or receipt, the report, and the follow-up when the buyer asks what a finding means. Most of them carry links or attachments, and most go to people who have never emailed you before. That is the profile spam filters watch for. Sending from a free address, or from a domain without authentication records, is how a report ends up unseen the night before a repair request is due.
The second issue is who sees what. A scheduler, two inspectors and the owner may all need the booking mailbox. A buyer's reply about access has to reach the person going to the house. An agent's question about a report has to reach the inspector who wrote it, and only the people the client approved should receive the report at all. Personal inboxes cannot do that; shared mailboxes and rules can.
Third, inspection reports have a long tail. A buyer may come back with a complaint a year after closing, an attorney may ask for everything sent on a job, and some states set how long records must be kept. Email that lives in an employee's personal account, or on a free service with no archive, is not there when you need it.
What business email for an inspection company has to do
Deliverability first, then the shared mailboxes, then the archive.
Send from your domain, authenticated
Messages leave from your own domain carrying SPF, DKIM and DMARC records, so the report email from your software and the agreement from the CRM both pass the checks that buyers' mail providers run.
Deliver reports as links, not attachments
A report with a hundred photos is a large file, and large attachments from new senders are what filters flag. A link to the report, with view tracking, gets through and tells you when the buyer opened it.
Give scheduling its own inbox
A shared address for bookings and access questions that the office and every inspector can read, with each thread filed to the job in the CRM.
Respect the report permission list
Report emails go only to the client and to the people the client approved on the agreement. The system reads that list from the job rather than from anyone's memory.
Keep the archive
Retention and search across every company mailbox, set once, so the report, the agreement and the whole thread on a job are there when a buyer, an agent or an attorney asks for them.
How we set up email for a home inspection company
Hosted email in an account that belongs to your company, with a support login for us that you can switch off whenever you like.
An account in the company's name
Google Workspace or Microsoft 365, whichever you prefer, set up under your company's name and billed to your card, with the admin password in the owner's hands. We keep a secondary admin for support only.
Authentication for every sender
SPF, DKIM and DMARC set and tested for your mailboxes, your report software, your CRM and your booking site, so each one sends as you and passes.
Shared mailboxes and routing rules
Scheduling, reports and billing as shared addresses, with rules that route a reply on an active job to the assigned inspector and file it on the job.
Signatures and templates
A signature block carrying any license or registration number your state assigns, and message templates for each step of a job: confirmation, what to have ready, report delivered, invoice.
Moving off the free address
We import the old mailbox, leave a forward on the old address for a year, and change the address on your Business Profile, website, report software and agent handouts.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for home inspection, answered.
Why do my report emails end up in spam?
Usually a free sending address, a missing SPF or DKIM record, a large attachment, or report software sending on your behalf without permission from your domain. Fixing the records and sending a link instead of the file solves most of it. Our spam check guide shows how to test.
Google Workspace or Microsoft 365 for an inspector?
Either one does the job. Inspectors who live on their phones usually lean Google; an office that already runs Outlook stays with Microsoft. The account is yours whichever you choose, and we help you decide based on what your inspectors use now.
Can my report software send from my domain?
Most report software can send through your own domain once the records allow it. We set that up so the report email comes from your address rather than the software vendor's.
How long should I keep inspection emails?
Keep them for whichever is longer: the record period your state sets or the limitation period in your agreement, and ask your lawyer or insurer for the number. The archive makes keeping them cost nothing.
Business Email for home inspection. Owned by you.
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