Stay in front of every board until they’re ready.
Most boards don’t switch when they first meet you. They switch eleven months later when the contract comes up. Email Marketing for HOA management companies keeps you present in between: segmented, branded, and written for the board timeline, not a generic drip.
Sample metrics from Alloy partner engagements and industry benchmarks, shown as a guide. Your proposal shows the numbers for your firm.
Sequences built on the contract calendar.
We map the year a board lives: budget season, annual meeting, insurance renewal, the contract review. Every send lands when the topic is already on the agenda, and positions your firm as the one that understands it.
That becomes a twelve-month plan: a monthly board send, a quarterly state-of-the-portfolio note, legislative alerts when a bill touches associations, and win-back sequences for boards that went quiet after a proposal. All of it is drafted weeks ahead.
One list, four conversations.
Boards you’re courting, boards you manage, the homeowners inside them, and the vendors and attorneys who refer you. Each gets a different cadence and a different message, from one system.
Automations handle the timing. New contacts get a welcome flow. A board you bid on last year hears from you before its contract anniversary. Directors who stop opening get a re-engagement series before they’re suppressed, and a newly seated president starts at the beginning, not halfway through someone else’s thread.
Written in the language directors use.
Most CAM email is written by whoever wrote it last, usually the owner, between budget meetings. Ours comes from editors who have worked inside the industry. They know what a reserve study funds, what a special assessment does to a board meeting, and why a governance change matters to a volunteer director.
It shows in the subject lines. “Reserve study Q&A. Your seven questions answered.” “RFP help: five things to ask any CAM finalist.” A director opens those because the problem is already in front of them. Generic tips get archived, and teach the reader to skip your name.
Templates your team can run.
Branded, mobile-first, and simple enough that your operations lead can send an emergency notice without calling us.
Each association you manage gets its own header, colors, and signature line on one underlying template, so adding a community means adding a header, not rebuilding a layout.
Gated assets that grow the prospect list.
A signup box on your site collects almost nobody. A board researching a management change will trade an email address for something it needs that week: an RFP scorecard, a reserve-study checklist, an onboarding kit for new directors.
Each download tags the contact and starts prospect nurture, so the list grows with boards that are actually shopping. We report which assets pull and retire the rest.
Deliverability and compliance, set before the first send.
CAM lists are messy: old board rosters, personal addresses that go stale when a director rotates off, vendor contacts nobody has touched in years. Sending to that list as-is damages your domain. We set up SPF, DKIM, and DMARC, warm up new sending, and track sender reputation to keep you in the inbox.
Every template ships with a compliant unsubscribe, a plain-text version, alt text, and checked color contrast, so CAN-SPAM and accessibility are handled once, in the template, instead of after a complaint.
Scoped to your portfolio.
Every line below is included in the retainer. Nothing is added after you sign.
How it works.
Four steps, one accountable team. Timelines are scoped at the Strategic Review.
Who’s on the list, what they’ve received, what’s bounced. Usually a segment or two gets nothing at all.
Segments and the calendar each one lives by. Plus a voice guide, so every send sounds like the same firm.
Templates, sequences, and automations. The first ninety days of content are written and approved before anything goes live.
We write, you approve, it sends, with a monthly report. Each quarter we cut what isn’t opening and expand what starts replies.
Plain answers.
We use Mailchimp / Constant Contact / HubSpot. Do we switch?
No. We work in the tool you have unless it genuinely can’t do the job.
Isn’t this just a newsletter?
Newsletter Production is the retention piece for boards you already manage. Email Marketing is the demand piece. The boards you don’t have yet.
Will boards actually open these?
When the cadence is right and the content is operator-grade. The median open rate on Alloy CAM email programs is 38%, because boards already know your firm and the content is useful. We don’t lean on industry open-rate benchmarks (Apple Mail privacy inflates them); we judge programs on replies and meetings booked. The wrong cadence burns goodwill fast, which is why we audit first.
Do you write the homeowner emails too?
Yes: homeowners are one of the four segments: maintenance announcements, project updates, special-assessment communications, annual meeting notices. It’s writing your managers know matters and rarely have time to do well.