Property management email signature software with a payment warning on every resident email
Leasing agents, maintenance techs and the accounting desk all email residents, and each of them has their own idea of what a signature looks like. AutoSignature writes one approved block into every Outlook and Gmail mailbox at the company: the right community logo, the broker line, the after-hours emergency number and a rent payment warning nobody can delete.
Flat price per company from $49 a month billed yearly, not per seat. Try the signature console on this page without an account.
| Group | Mailboxes | Status |
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The short answer
A property management email signature should carry the person's name and direct line, the right community brand, the broker line your state asks for, the after-hours emergency number and a short warning that rent and deposits are paid only through the resident portal. Property management email signature software fills those lines from your Microsoft 365 or Google Workspace directory and locks the warning, so no leasing or maintenance email leaves without it. AutoSignature does that for every mailbox at the company from $49 a month, billed yearly.
Rental scams reported to the FTC from January 2020 through June 2025
Reported losses over the same period, with a median reported loss of $1,000 per person
How much more likely renters aged 18 to 29 were than other adults to report losing money to a rental scam
Rental scams borrow your listings, so your emails have to set the rules
The FTC's Data Spotlight from December 2025, "Rental scams hit home," counted nearly 65,000 rental scam reports between January 2020 and June 2025, with about $65 million in reported losses. The median person who lost money lost $1,000, which for a renter is often the whole security deposit. The FTC also says most of these scams are never reported, so the real numbers are higher.
The script hardly changes. A scammer copies one of your real listings, photos and all, swaps in their own phone number or email, and posts it somewhere cheap to post. About half of the people who reported a rental scam in the 12 months to June 2025 said it started with a fake ad on Facebook. The applicant writes in, gets a friendly reply, and is asked for a deposit or an application fee by Zelle or a gift card before the "showing." People aged 18 to 29 were three times more likely than other adults to report losing money this way, and that is the age group filling most of your leasing pipeline.
A signature can't take a fake ad down. What it does is repeat, on every genuine email a prospect or resident gets from you, how your company takes money and how to check a request. After a few real emails that say "we never ask for payment by Zelle or gift card," a reply that asks for exactly that looks wrong. It only works if the line is on every email, from every person, which is the part a pasted block never manages.
alicia@cedarrowpm.example
Your tour at Larkspur Flats, Saturday 11 am
Hi Jordan, we'll meet you at the leasing office. Bring a photo ID.
Alicia Moreno
Leasing Manager, Larkspur Flats
Direct +1 512 555 0134
Cedar Row Property Management
We never ask for rent, deposits or application fees by Zelle, Cash App, wire or gift card. Pay only through your resident portal.
larkspurflats.leasing@gmail.example
Re: 2 bed at Larkspur Flats, still available
Lots of interest on this one. To hold it, send a $500 deposit by Zelle or gift card and I'll text you the lockbox code for a self showing.
Alicia Moreno
Leasing Manager
Text +1 737 555 0166
No payment notice. It would contradict the request above.
Names, addresses and numbers are made up. The fake reply copies the real leasing manager's name and the real community. What it cannot copy without giving itself away is the payment rule.
Three lengths of the resident payment notice
Name the payment methods scammers actually ask for, name the one place residents really pay, and give them a way to check. These are the versions we wrote for the sample company in the console above. Swap in your own name and portal.
Short
Cedar Row never asks for rent, deposits or application fees by Zelle, Cash App, wire or gift card. Pay only through your resident portal.
Accounting, owner relations and regional managers, who mostly write to owners and vendors.
Medium
Cedar Row never asks for rent, deposits or application fees by Zelle, Cash App, wire or gift card, and we never hand a showing to a stranger's phone number. Pay only through your resident portal, and verify any request by calling the office number on our website.
Maintenance and community managers, who email current residents every day.
Long
Resident and applicant notice. Cedar Row Property Management never asks for rent, security deposits, holding deposits or application fees by Zelle, Cash App, Venmo, wire transfer or gift card. Pay only through your resident portal. We never hand a showing, a key or a lockbox code to a stranger's phone number. Verify any request by calling the office number on our website, not a number from a listing or a text.
Leasing agents, whose names and listings are the ones that get copied.
What goes in a property management email signature, role by role
Every signature at the company shares the same frame: name, title, direct line, brand, website and the payment notice. After that the roles split. A leasing agent's email is advertising, a maintenance tech's email is a resident service channel, and an accounting email often goes to an owner who never sees a resident at all.
That's why one template for everybody rarely survives contact with the maintenance team. In AutoSignature each group gets its own template set, filled from the directory fields you already keep: title, department, office, phone, mobile, group and brand. Where the directory says something residents shouldn't see, a per person override fixes that one line without touching the rest.
Maintenance signature
Derek Lindqvist
Maintenance Supervisor, Austin communities
Direct +1 512 555 0172
Water leaks, no heat, lockouts. Routine requests go through the resident portal.
Cedar Row Property Management
Cedar Row never asks for rent, deposits or application fees by Zelle, Cash App, wire or gift card. Pay only through your resident portal.
| Role | Brand shown | Phone lines | Broker and fair housing | Payment notice | Banner |
|---|---|---|---|---|---|
| Leasing agent | The community they lease | Direct line and leasing office | Broker line, Equal Housing Opportunity | Long | Move-in special or open house, dated |
| Community manager | The community they run | Office, after-hours line | Broker line, Equal Housing Opportunity | Medium | Resident events, dated |
| Maintenance tech | The community they serve | Mobile, after-hours line | Not needed in most cases | Medium | None |
| Accounting | Management company | Direct line | Broker line | Short | None |
| Owner relations | Management company | Direct line and mobile | Broker line, license ID where required | Short | Owner services, dated |
| Regional manager | Management company | Mobile | Broker line, license ID where required | Short | None |
The after-hours line goes in the department field of the template for maintenance and community staff, so it changes in one place when you switch answering services. Keep it as text, never inside a logo image. A resident with a burst pipe at 2 am is reading on a phone that may block images, and a number they can tap is the whole point.
License and fair housing lines in a property manager email signature
Most US states require a property manager who leases property for others for a fee to hold a real estate broker license or work under a broker. That makes a lot of your leasing email advertising in the eyes of the state commission, and the rules differ more than people expect. Here are the ones that shape a signature most often.
| Rule | What it says | What it means for the signature |
|---|---|---|
| Texas, TREC Rule 535.155 | 22 Tex. Admin. Code 535.155 treats email as advertising. Each advertisement shows the license holder or team name and the broker's name, at no less than half the size of the largest contact information of any sales agent or team. | The broker's name goes in the locked part of the template at a size the leasing agent's phone number can't outgrow. A license number is not required in Texas ads. |
| Texas, assumed business names | A name that shows a line of business, such as property management, is an assumed business name of the broker and must be registered with TREC before it is used in advertising. | Register every community or division name you put in a signature before it goes on a template. The brand in the signature should match the registered name. |
| California, B&P Code 10140.6 and DRE Regulation 2773 | Licensees disclose their name, license ID number and the responsible broker's identity on solicitation materials intended as the first point of contact, which includes electronic media such as email. | California leasing agents and owner relations staff carry their license ID and the responsible broker. Put the license ID in a per person override, the broker in the locked block. |
| Most other states | Leasing or managing for others for a fee usually requires a broker license or working under a broker. Ad disclosure rules vary. | Confirm the exact wording with your state commission before you lock it in. This is general information, not legal advice. |
| Fair Housing Act, 42 U.S.C. 3604(c) | Bars housing advertising that indicates a preference, limitation or discrimination based on a protected class. | Applies to what a leasing email says about a unit and who it suits, signature included. No "perfect for young professionals" taglines. |
| HUD advertising guidance | Recommends the Equal Housing Opportunity logo, statement or slogan on housing advertising. The house logo should not appear without the words. | A recommendation, not a mandate for every email. If you add the logo, add the words Equal Housing Opportunity next to it, as text. |
| 24 CFR part 110 | Offices display the 11 by 14 inch fair housing poster. | Not a signature rule at all. It belongs on the wall of the leasing office, and it's worth checking while you're there. |
On the Business plan you can run up to ten disclaimer rules, so Texas and Colorado leasing staff can carry different broker wording while the payment notice stays identical. A company with a single state and a single broker line is fine on Team's one company-wide block. The full mechanics are on our email disclaimer rules page.
Several community brands, one payment warning
A lot of management companies don't market under their own name. Larkspur Flats has its own logo, its own leasing office number and its own Instagram, and residents may never hear the name of the company that runs it. An HOA client expects its association name on the board emails. A third party owner portfolio may want its own look on everything.
In AutoSignature each community is a brand, with its own logo, colors and office phone, and each staff group gets a template set tied to a brand. The payment notice sits in a locked disclaimer rule that every brand shares. A leasing agent who moves from one property to another changes brand when her group changes, and the warning she sends doesn't change at all.
Business covers three brands and fifteen template sets, which fits a company with a corporate brand and two marketed communities. Scale covers ten brands and unlimited template sets, for portfolios where every property has its own identity. Team has one brand, which works when every community goes out under the management company's name.
Larkspur Flats
Austin, Texas
Leasing +1 512 555 0110
Mesa Gate Townhomes
Colorado Springs
Leasing +1 719 555 0123
Aspen Hollow HOA
Denver, Colorado
Management +1 720 555 0157
Locked. We never ask for rent, deposits or application fees by Zelle, Cash App, wire or gift card. Pay only through your resident portal.
Community names and numbers are made up. Each brand carries its own logo and phone, and nobody at any of them can edit the notice.
How to set it up across every community
This is usually an afternoon for the operations director or office manager, not a project for IT. Nothing gets installed on leasing office computers, and nobody in maintenance has to open a settings screen.
- 1
Connect the directory
Sign in to Microsoft 365 or Google Workspace as an administrator. Names, titles, offices and phone numbers come from the directory you already keep. Companies with leasing on Gmail and accounting on Outlook connect both.
- 2
Build the template
Add each community brand, then lock the payment notice and the broker line. Put the after-hours number in the department line for maintenance and community managers.
- 3
Assign groups
Leasing, maintenance, accounting and owner relations, regional managers. Each group gets its template set, its notice length and its brand.
- 4
Approve the rollout
Preview, then apply. Every rollout is versioned, and a bad change can be restored. On Scale a template or banner waits for approval before it goes live.
Vacancy pushes and move-in specials fit the dated banner: "Now leasing at Larkspur Flats" runs from 1 to 30 November on the leasing group only and comes down on its own, so nobody is still offering October's concession in January. Business runs up to ten banner campaigns at a time, and the details are on email signature banners with start and end dates. One honest limit: we write the signature into the mailbox, so it shows in Outlook, Outlook on the web, Gmail and their phone apps, but a phone mail app that keeps its own local signature needs that setting cleared once per device.
What a property management company pays for signatures
Annual cost at 25, 100 and 150 mailboxes, next to what each approach actually guarantees. A company managing a few thousand doors usually lands somewhere in the middle of that range once maintenance techs have their own mailboxes.
| What you need | A block staff paste | Signature 365 | CodeTwo | Exclaimer Standard | AutoSignature |
|---|---|---|---|---|---|
| Notice staff cannot remove | No | Yes | Yes | Yes | Yes, locked block |
| Outlook and Gmail on one plan | Yes | Microsoft 365 only | Microsoft 365 only | Yes | Yes, every plan |
| How it is applied | Typed by each person | Outlook add-in, server side or both | Mail routed through its cloud | Mail routed through its cloud | Written into the mailbox |
| Cost per year at 25 mailboxes | Admin time | $223 | $366 | $435 | $588 |
| Cost per year at 100 mailboxes | Admin time | $816 | $1,332 | $1,740 | $1,788 |
| Cost per year at 150 mailboxes | Admin time | $1,166 | $1,782 | $2,610 | $1,788 |
Annual list prices read on each vendor's own pricing page in October 2026. We'll say it plainly: if the whole company is on Microsoft 365 and you have 25 or 100 mailboxes, Signature 365 and CodeTwo cost less than we do, and Signature 365 is still cheaper at 150. Per user tools are the cheaper choice for small teams. We make more sense when leasing runs on Gmail and the office on Outlook, when you'd rather not route resident email through a vendor's servers, or when you add a community and its leasing staff and want the bill to stay where it was. AutoSignature Team is $588 a year for up to 25 mailboxes, Business $1,788 a year for up to 150 and Scale $4,788 a year for up to 600, billed yearly. The full plan list is on AutoSignature pricing.
Property management email signature questions
What should a property manager email signature include?
A property manager email signature should include the person's name and title, a direct line, the office or community they work for, the company or community brand and website, the broker line where your state requires it, the after-hours emergency number for residents, and a short notice that rent is paid only through the resident portal.
Keep the notice as text rather than an image, so it still shows when a renter's mail app blocks pictures. Leasing staff usually add a fair housing line, and maintenance staff mostly need the emergency number.
Do property managers need a license number in their email signature?
It depends on the state. Texas does not require a license number in advertising, but TREC Rule 535.155 treats email as advertising and requires the broker's name. California requires the licensee's name, license ID number and responsible broker on first-contact solicitation material, including email. Confirm the rule with your own state commission.
Most states require someone who leases property for others for a fee to hold a broker license or work under a broker, so the broker line is the common thread. This is general information, not legal advice.
Should a property management email signature include the Equal Housing Opportunity logo?
Many property managers add it, and HUD's advertising guidance recommends the Equal Housing Opportunity logo, statement or slogan on housing advertising. The guidance is a recommendation, not a rule that every email must carry it. If you use the house logo, put the words Equal Housing Opportunity next to it, because the logo alone should not appear.
Leasing emails that describe units, rents or availability read most like advertising, so that is where the line earns its place. The Fair Housing Act bars discriminatory housing ads, so the wording of the email matters as much as the logo.
How do I stop rental scams using my company name?
You cannot stop someone copying a listing, but you can make every genuine email state your rules. Lock a notice into every signature saying you never take rent, deposits or fees by Zelle, Cash App, wire or gift card, and that payments go only through the resident portal. Then report copied listings.
Report fakes to the FTC at ReportFraud.ftc.gov and to the site where the fake ad ran. The FTC found that about half of recent rental scam reports started with a fake ad on Facebook, so search for your own unit photos there every few weeks.
Can each community have its own email signature?
Yes. Each community can be its own brand with its own logo, colors and leasing office phone, and each group of staff gets its own template set. The resident payment notice sits in a locked disclaimer rule shared by every brand, so a leasing agent at any property sends the same warning.
Business covers three brands and Scale covers ten. Team has one brand, which suits a company that markets every community under its own name.
How much does email signature software cost for a property management company?
AutoSignature is a flat $588 a year for up to 25 mailboxes, $1,788 a year for up to 150 and $4,788 a year for up to 600 on Scale, billed yearly. Per user tools cost $223 to $435 a year at 25 mailboxes and $1,166 to $2,610 at 150, so small teams on Microsoft 365 pay less elsewhere.
Our price stays the same when you add a community and hire a leasing team for it, as long as you stay inside the mailbox band.
Does it work with AppFolio, Buildium or Yardi email?
Partly, and it is worth being clear about which part. AppFolio, Buildium and Yardi send some mail from their own systems with their own footer. AutoSignature applies signatures to mailboxes in Microsoft 365 or Google Workspace, so email your staff send from Outlook or Gmail is covered. There is no integration with those platforms.
For mail that goes out of the property management software itself, check whether that platform lets you edit its footer, and paste the same payment wording there so residents see one message wherever the email comes from.
Put the payment warning on every leasing and maintenance email
Team is $588 a year for up to 25 mailboxes, Business is $1,788 a year for up to 150 and Scale is $4,788 a year for up to 600, all billed yearly. Every plan covers Microsoft 365 and Google Workspace.