Protocols, lab results and clearance reports that arrive, from a domain that is yours.
A mold job ends with documents, and the documents go out by email: the scope to a buyer's agent, the packet to an adjuster, the clearance to a landlord, the lab results to the client. If any of them lands in spam or in a departed employee's inbox, the job is not finished.
Mold documents go to people who read closely and keep copies
A buyer's agent, an adjuster, a landlord's attorney and a lab all expect mail from a company domain, and their mail systems treat a free address with a large attachment as suspect. A clearance report that does not arrive before closing, or a scope that an adjuster never sees, costs the job or the claim. Your mail has to originate on a domain you own, carrying the records that confirm the sender is you.
The second problem is threads. A real estate job can involve the buyer, two agents, a lender and a title company, all replying to different messages. An insurance job adds an adjuster and sometimes a program administrator. If each of those threads lives in whichever employee answered first, the project manager cannot see the whole conversation, and when that employee leaves, neither can anyone else.
The third is time. Mold disputes surface late: a buyer finds growth a year after closing, a tenant's lawyer asks for everything on the unit, a state board asks for the protocol. The scope, the lab results, the clearance and every reply need to be in an archive the owner controls, searchable by address, for as long as your state or your insurer says.
What business email for a mold company has to do
Deliverability, shared threads and retention, and all three on your own domain.
Leave from your domain with authentication
Every message, from the office, the CRM and the project managers' phones, carries SPF, DKIM and DMARC so an agent's or adjuster's mail system sees a verified sender and lets the attachment through.
Send reports as links with view tracking
A photo-heavy assessment report or a clearance packet is a large file. A link from your domain arrives, shows you when the agent or adjuster opened it, and can be revoked if sent to the wrong party.
Give real estate and claims their own inboxes
A shared address for real estate jobs and another for claims, readable by the office and the project managers, with every thread filed on the job by address.
File lab results to the job
Results from the lab arrive by email; a rule files them on the job, flags the project manager and holds the job at the clearance stage until they are in.
Survive turnover
Every project manager and estimator has a company mailbox. When they leave, it forwards to the office and is archived, and the threads on their open jobs stay with the company.
Keep the archive searchable
Retention across all company mail, set once, with search by address and by party, so a protocol or a clearance from years ago comes up in seconds.
How we set up email for a mold remediation company
An email account the company owns outright, the admin password in your hands, and a support seat for us that you can revoke.
Your domain, your account, your card
A Google Workspace or Microsoft 365 subscription opened under the company's name and billed to the company, with the admin login held by the owner and ours removable.
Authentication for every system that sends
Records on your domain for the mailboxes, the CRM, the report software and any lab portal that sends on your behalf, each tested so nothing goes out unverified.
Shared inboxes and filing rules
Real estate, claims, office and partners as shared mailboxes or groups, with rules that file each message on the job in the CRM by the address in the thread.
Templates for the documents you send on every job
Assessment scheduled, protocol attached, containment up, clearance passed, final report and invoice, written once in your voice and sent with the job's details filled in.
Migration from the free address
Your old messages come across, the old address keeps forwarding for twelve months, and the new one goes onto your Business Profile, website, invoices and partner 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 mold remediation, answered.
Why do our assessment reports go to spam?
A free sending address, missing SPF or DKIM records, a large attachment, or report software sending as you without your domain's permission. Fixing the records and sending links in place of files cures most of it.
Google or Microsoft for a mold company?
Either. Google suits a company that lives on phones and shared drives; Microsoft suits one already on Outlook. The account is in your name either way, and we help you pick based on what your people already use.
Can lab results be filed automatically?
Yes. Messages from the lab's address are matched to the job by sample ID or address and attached, with the project manager notified.
How long should we keep job emails?
At least as long as your state's record rules and your insurer's requirements, and longer if a lawyer advises it. The archive makes keeping everything the easy default.
Business Email for mold remediation. Owned by you.
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