Email from your own domain, because a free address looks like the listings you are competing against.
A locksmith sends master key proposals, access control quotes, invoices to property managers, ID records when a job is questioned, and orders to hardware distributors. From a free address, those messages get filtered, and the address itself makes a real shop look like a call center with a lettered van. Your own domain is cheap proof that you are who you say.
In this trade the email address is part of the proof
Consumer agencies tell people to hang up on a locksmith who cannot give a street address. The same instinct applies to email. A property manager choosing a shop for forty doors sees a free address and wonders whether there is a shop at all. A quote for a master key system with a PDF attached, sent from a free address or an unauthenticated domain, is exactly the message that lands in spam. A domain address with the right records arrives, and it says there is a company behind the van.
There is also what the mail contains. The authorization a property manager sent before a rekey, the ID photo a customer agreed to, the key control agreement for an account, the dispute about a 2 AM invoice: these need to be kept, findable, and protected from a tech who leaves with the password to the shop's old Gmail. Company mailboxes, a shared accounts inbox, retention and two-factor login on every account are the baseline.
What business email for a locksmith has to do
Arrive, stay with the company, and stay private.
Your own domain, authenticated
Every message sent on your domain, with the SPF, DKIM and DMARC records published, so proposals and invoices reach property managers and the hardware distributor's order desk, and so nobody can send as you.
Give commercial accounts a shared inbox
An accounts address the owner and the office both read, where rekey orders, authorizations, purchase orders and invoice questions from property managers land on the account rather than in one person's phone.
Keep the authorization trail
The email or text that authorized a rekey or an opening, filed to the job alongside the ID log, so the answer to 'who told you to do that' is one search away.
Protect every mailbox
Two-factor login on every account, no shared passwords, and key records kept in the CRM's restricted area rather than in email threads, because a mailbox is the easiest thing in the company to break into.
Outlast the tech who leaves
Every tech gets a company address. When they leave, the office takes over the mailbox and it is archived, and the conversations with the accounts they handled stay with the shop.
Hold records as long as a dispute could take
Retention and search across all mailboxes, set once, so the authorization from a property manager or the quote texted to a 2 AM caller is still there a year later.
How we set up email for a locksmith
A hosted account in the company's name, with two-factor login turned on from day one and an admin seat for us that you can take away.
The account in your name
Workspace or 365, opened under your company and billed to your card, and the admin login is yours. We keep a support login until you decide you do not need it.
The authentication records, published and tested
SPF, DKIM and DMARC for the domain, checked for mail from the office, the techs' phones and the CRM, so quotes and invoices pass the filters at property management companies.
Shared inboxes for accounts, orders and office
Accounts, orders and office set up as group addresses that the right people read, and the CRM attaches each message to the commercial account or job it belongs to.
Signatures that carry the proof
A company signature with your real address or service area, your phone, and the license or registration your state issues where it does, so every email repeats what the website shows.
Moving off the free address
Old mail imported, the free address forwarding for twelve months, and the website, the Google profile, the state registration and the hardware distributor's account switched to the new one.
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 locksmith, answered.
We have used a Gmail address for years. Why change?
Because the fake listings use free addresses too, and a property manager or a cautious homeowner cannot tell the difference by the address. A domain address with authentication arrives in the inbox, belongs to the company instead of whoever created it, and matches the name on the van.
Google Workspace or Microsoft 365?
Both are fine for a locksmith. Google is lighter for a shop that lives on phones; Microsoft fits a shop already on Outlook. We set up whichever your people will actually use, in your account.
Should key records or ID photos ever be emailed?
As little as possible. They belong in the restricted part of the CRM with access logging. When an account asks for its own key chart, send it from the CRM as a protected link rather than an attachment that lives in two inboxes forever.
Why do our quotes go to spam?
Most often the domain is missing an SPF or DKIM record, the mail comes from a free address, or a quoting program sends on your behalf without permission from the domain. Publishing the records fixes most of it.
Will we lose old mail when we move?
No. The old mailbox is imported, the free address forwards for a year, and each listing and form is switched to the new address, so nothing sent to the old one is missed.
Business Email for locksmith. Owned by you.
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