For property managers and letting agents
One broken boiler, three different emails
The tenant is upset, the landlord wants to know the cost and the contractor has not confirmed a time. Property management is the same story told three ways, in three registers, all day long. ReciteMail drafts each one in your voice with the right tone for who is reading.
The daily reality
The triangle every issue becomes
One maintenance problem is never one email. It is a chain of them, each to a different person who needs a different version of the truth told a different way.
The tenant who is past patience
No heating for two days and the third email is in capitals. The reply has to acknowledge, own what is yours, name the next step and give a date, all without promising what a contractor has not confirmed. Our angry-tenant guide became this exact drafting flow.
The landlord who wants the number
What broke, what it costs, whether it was avoidable and when it stops being a problem. Clear, brief and documented, because this email is also the record. Drafts keep the facts exactly as you gave them and the tone businesslike.
The contractor who needs pinning down
A callout accepted on Monday and silent by Thursday. The chase has to be firm enough to get a confirmed slot and civil enough to keep a trade you rely on every winter. Firm-but-fair is a register ReciteMail learned from your own sent mail.
Why the design matters here
Why nothing should connect to this inbox
A property inbox holds tenants' personal circumstances, landlords' finances and access details for people's homes. Connected tools read all of it to be useful. ReciteMail reads only the one message you bring in. The rest of that sensitive pile stays exactly where it is.
The record stays yours. Every draft is sent from your own mailbox. Your paper trail lives where it always did. Messages you import stay encrypted on your own computer, are never stored on our servers and are never used for training.
The same three steps every time
From their email to your reply in under a minute
1. Bring in one message
Paste the tenant's email in or snip the landlord's question from your screen. That one message is all the system ever sees.
2. Read the draft
It arrives in your voice with the right register for tenant, landlord or contractor. Dates and figures stay exactly as you typed them.
3. Send it yourself
Copy into your own email client and press send. Nothing can send on its own, because nothing is connected to anything.
What we claim and what we do not. ReciteMail does not hold SOC 2, ISO 27001 or HIPAA certification and does not claim to. What it offers is an architecture where sensitive mail never reaches us in the first place: no mailbox connection, an encrypted database on your own computer and message content that is never stored on our servers or used for training. If your organisation requires formal certification, we would rather tell you now. The full detail is on the security page.
Questions
Common questions
Can it really keep tenant, landlord and contractor tones separate?
Yes, that is the core design. Audiences are first class in ReciteMail: each gets its own register, its own templates and its own banned words. The warm reply to a tenant and the firm chase to a contractor come from the same tool without either tone leaking into the other.
Does ReciteMail connect to my mailbox or property software?
No. It never connects to your mailbox, your property management system or anything else. You bring in one message at a time by pasting or snipping it, the draft comes back in your voice and you send it from your own account. There is no integration to set up or break.
What about all the personal data in a property inbox?
It stays in your inbox, which ReciteMail cannot see. Only the single message you bring in is processed to draft your reply, imported messages stay encrypted on your own computer and nothing is stored on our servers or used for training. There is no bulk upload in the product at all.
We manage 200 units across two people. Is that too much volume?
No. ReciteMail is unlimited under fair use at one flat price. A heavy maintenance week costs the same as a quiet one. One account covers two computers. The Teams plan covers three or more people with shared templates and one consistent voice.
Does it work with the emails that come through portals?
Yes. Anything you can see on screen can come in: snip the portal message, the WhatsApp screenshot or the scanned letter and draft from that. The reply goes out from your own email as usual.
Where do I start if tenant emails are the biggest pain?
Read our guide on replying to an angry tenant email, which includes six templates you can use with or without the app. ReciteMail turns that structure into a thirty-second draft in your own voice.
Try it on the next boiler saga
Import a few sent emails so it learns your voice, then draft all three sides of the next maintenance issue in minutes. Free for 7 days, no credit card and nothing to connect.
Start your free trial€29.99 a month or €299 a year after the free week. Windows 10 and 11. Reads and replies in 60+ languages.