For property management companies
LetterGuard gives every applicant, resident and owner a private room for messages, documents and signatures. Pay stubs and IDs stay out of email, leases and management agreements get signed in one place, and owner statements reach the right people.
The problem
Every lease and every owner relationship runs on sensitive documents, and many still travel by email. Each one is a record your company has to protect.
Pay stubs, bank statements and ID photos arrive by email and text from every applicant, and they stay there long after the unit is leased.
A missing pay stub or co-signer form holds up an approval, and your leasing team spends the day following up instead of showing units.
Management agreements, W-9s and statements go back and forth with owners across inboxes, and nobody is sure which version is current.
Fraudsters impersonate owners, vendors and managers by email to redirect payments. Business email compromise caused $2.77 billion in reported losses in 2024.Source: FBI IC3, 2024 Internet Crime Report
How it fits your week
Keep your property management and accounting software and resident portal. LetterGuard handles the sensitive documents and conversations around them. Leasing agents, property managers and accounting staff work from one inbox, with role-based access.
The outcome
Complete applications in one place, without applicants’ personal data sitting in staff inboxes.
The outcome
A signed lease and a complete move-in file, with a record of who downloaded each document.
The outcome
Owner files start complete, and payment changes still get a phone check.
The outcome
Owners always know where their statements are, and your team stops resending the same attachments every month.
By portfolio type
Every room works the same way. What changes is who you’re working with and what they send. Applicants, residents and owners each get their own room, so their documents never mix.
Applications, IDs, pay stubs, leases, owner agreements
Handle applicants and owners in separate rooms, each with only their own documents.
Applications, leases and renewals, notices, move-in inspections
Give residents one private place for lease documents, separate from everyday maintenance requests.
Governing documents, board packets, owner ledgers, violation letters
Share board materials privately with the people who need them, with a record of who downloaded each file.
Insurance certificates, budgets, reserve studies, resale documents
Collect and share association documents without sending them as attachments.
Lease abstracts, certificates of insurance, tenant financials
Keep tenant financial documents private and organized by tenant.
Owner agreements, insurance documents, tax forms
Keep owner paperwork and statements in one room per owner.
Leases, deposits records, owner files from the prior manager
Invite owners in bulk and collect transfer documents in one organized place.
If your company trades sensitive documents with residents or owners, a room works the same way. We’ll walk through it in a demo.
Book a demoWorks with how you work
There’s nothing to migrate and nothing to connect. LetterGuard works alongside the tools your company already uses, and your team keeps the systems it knows.
Listings, screening, rent collection, maintenance and accounting stay where they are. LetterGuard is for the sensitive documents and conversations around them.
Keep email for everyday mail. Applicants, residents and owners get an email notice when there’s something new, and the notice never contains the message or the file.
Keep calling to verify any change to payment details. The written documents go to the room, where they won’t get lost.
Protecting applicant and owner information
Tenant screening reports are consumer reports under the Fair Credit Reporting Act, and the FTC’s Disposal Rule requires reasonable measures when disposing of that information. Rental applications carry Social Security numbers, IDs and income documents that call for the same care.
LetterGuard gives your company practical protections to use for applicant, resident and owner documents, and a record of how files were shared.
LetterGuard doesn’t make your company compliant with the Fair Credit Reporting Act, fair housing laws or any other law, and nothing here is legal advice. Screening decisions and record retention remain your responsibility.
Compare
| Question | Email attachments | Texted photos | LetterGuard |
|---|---|---|---|
| Where the conversation lives | Spread across each person’s inbox | On whoever’s phone got the text | One room per applicant, resident or owner |
| Who can open an application | Anyone the email reaches or is forwarded to | Anyone with the phone | Room members who sign in with a code |
| Old copies | Copies stay in every inbox | Photos stay in camera rolls | Download links expire on their own |
| Who downloaded what | No record | No record | Recorded on every file, with the time |
| Leases and agreements | Print, sign, scan, send | A photo of a signed page | Signed in the room, with the copy kept there |
| Risky file types | Depends on your filters | Not checked | Executables and macro files blocked |
| What the other person needs | An inbox | A phone | An email address and a one-time code |
Have applicants upload them to a place only they and your team can reach after signing in, instead of emailing or texting them. In LetterGuard, documents go into the applicant’s room, encrypted at rest, and you can see who downloaded each file, and when.
Screening reports are consumer reports under the Fair Credit Reporting Act, with rules on use, adverse action notices and secure disposal. Keep related documents somewhere access is limited and recorded, and follow your legal advisor’s guidance on retention.
No. Keep your property management software for listings, screening, rent and maintenance. LetterGuard works alongside the tools you already use, with nothing to migrate.
Yes. Send the lease for signature in the resident’s room. Residents sign from a computer or phone, and the signed copy and its record stay in the room. Your state’s lease rules still apply.
They enter their email address and type in the one-time code LetterGuard sends them. There’s nothing to install and no password to forget. Your staff sign in with two-factor login.
Yes. Invite owners in bulk. Each owner gets their own private room and an email from your company explaining how to sign in. Owners see only their own statements and documents.
Pricing
Per office, not per seat.
Unlimited staff on every plan, and clients never pay. Plans start at $99/mo.
Also built for
Bring one real application or owner file to a short demo. We’ll show you how documents, leases and owner statements would run in LetterGuard rooms for your company.
Book a demo