How-ToComplianceCRM

Business Email Migration Checklist for Agents After Gmail Changes

UUnknown

2026-02-20

10 min read

Step-by-step checklist for agents to migrate emails after Gmail changes: create new addresses, migrate lists, update CRMs, and document client consent.

Stop guessing — migrate with confidence after Google's Gmail changes

If your team relies on Gmail addresses for client outreach, appraisal orders, and loan correspondence, Google’s January 2026 Gmail changes mean you can no longer assume continuity. Teams are reporting broken send/receive workflows, unexpected privacy defaults, and new identity options that require immediate action. This checklist gives real estate agents, appraisers, and mortgage teams a step-by-step migration and consent plan: create new addresses, move mailing lists, update CRMs, and document client consent so you stay compliant and maintain business continuity.

Why this matters now (2026 context)

In early 2026 Google updated how Gmail handles primary addresses and privacy/AI access controls — a shift affecting millions of users and businesses. At the same time, market-wide trends are accelerating these pressures:

Data portability and identity changes: Users can now change primary addresses and reassign AI access in Gmail, increasing the need for verified contact records.
Privacy-first regulation growth: After 2024–2025 rule expansions (state privacy laws and stricter enforcement globally), recordable consent and documented lawful basis for contact are mandatory in many workflows.
CRM consolidation and AI: Teams moving to modern CRMs (see 2026 CRM reviews) must reconcile consent metadata, API tokens, and mailbox sync with new Gmail identity flows.
Higher phishing risk: Identity changes create a spike in impersonation and spoofing—proper authentication (SPF/DKIM/DMARC) is required to avoid deliverability issues.

High-level migration strategy (what to do first)

Pause non-essential campaigns. Halt mass outreach for 48–72 hours to prevent lost emails and accidental opt-outs.
Audit who’s affected. List team members and client-facing addresses tied to Gmail (free accounts and Workspace). Identify addresses with client consent history in CRMs and marketing platforms.
Map systems. Record where each address is used: CRM, appraisal portals, loan origination systems, email marketing, contract platforms, and calendar invites.
Assign owners and timelines. Designate a migration lead and set a 4–8 week timetable depending on scale.

The following checklist is operational and legal-minded. Treat each step as a mini-project with owners, due dates, and completion evidence.

Phase 1 — Preparation (Week 0–1)

Inventory contacts and consent records. Export contact lists from CRM, email platforms, and marketing tools with all consent metadata: opt-in timestamps, source (web form, phone, in-person), and scope (marketing, transactional, appraisal updates).
Identify sensitive categories. Tag contacts with sensitive flags (borrower, co-borrower, appraiser notes). These records often have special retention and access rules under privacy laws and appraisal standards.
Decide address strategy. Options: convert existing Gmail to Workspace domain addresses, create new domain-based addresses (recommended for brand control), or issue team role accounts (listings@, appraisals@) plus verified personal work emails.
Check regulatory obligations. Note CAN-SPAM, TCPA (text/phone), GDPR, CASL (Canada), and state privacy laws (e.g., California CPRA). Consult counsel for location-specific rules; document required consent records and retention periods.

Phase 2 — Identity & Authentication (Week 1–2)

Register or verify your domain. If moving off free Gmail, secure your domain and create mailboxes in Google Workspace or your preferred provider. Domain-based addresses improve deliverability and brand trust.
Set up email authentication. Publish/update SPF, DKIM, and DMARC records for each sending domain. This reduces spoofing risk and bypasses deliverability penalties.
Enable multi-factor authentication (MFA). Require MFA on all accounts that access client data—appraisers, agents, admin staff.
Create role-based addresses. Add aliases and role accounts for transactional flows (orders@, invoices@). Ensure these addresses are routed to appropriate inboxes and monitored.

Phase 3 — Data portability and migration (Week 2–4)

Use standard export/import practices and vendor tools. Keep raw exports stored securely.

Export mail and contacts. Use Google Takeout for Gmail and Contacts or admin console export for Workspace. For high-volume inboxes consider IMAP-level migration tools (e.g., imapsync) to preserve threads and labels.
Export mailing lists and consent fields. From Mailchimp, Constant Contact, ActiveCampaign, or other platforms export lists with detailed consent columns. If a CRM has the source of consent, export that field too.
Maintain message history. When possible, preserve timestamps and message IDs to maintain the audit trail for compliance and dispute resolution.
Securely transfer and backup. Store exports in encrypted storage with access logging. Limit access to migration admins.

Phase 4 — CRM update and reconciliation (Week 3–5)

Create a consent schema. Add/standardize fields in your CRM: consent_status (express, implied, none), consent_date, consent_source, consent_scope, consent_document (link to signed form or archived email), and suppression_flag.
Map email addresses. Import new addresses and map old addresses to contact records. Keep a migration_map table with old_address → new_address, owner, and verification status.
Sync historical threads. For critical client threads (active loans, pending appraisals), attach email PDFs or thread snapshots to the CRM contact or case record to preserve context.
Update integrations and API tokens. Replace OAuth tokens referencing old Gmail identity. Reauthorize mail sync, Zapier automations, and calendar links with the new account identities.
Run dedupe and validation. Use validation tools to identify duplicate contacts produced by address changes; merge carefully and preserve consent metadata.

Segment by consent status. Create three segments: Express consent, Implied consent, No recorded consent. Treat each segment differently.
Send targeted re-consent campaigns. For implied or older consents, run a re-permission campaign that documents affirmative opt-in. Keep the campaign limited and clearly state why you’re contacting them.
Create suppression lists. Maintain a centralized suppression list across all systems for any unsubscribes, commercial opt-outs, or do-not-contact (DNC) requests.
Record re-consent. Update CRM fields immediately when consent is obtained—timestamp and source—and store the consent record (email copy, form, or recorded phone confirmation).

Phase 6 — Client outreach & operational continuity (Week 5–8)

Notify key clients directly. For active appraisals, loan closings, and listings, send personalized messages from the new address and copy the old address (if still receiving mail) so clients recognize the change.
Use clear language and call-to-action. Ask clients to add the new address to their contacts and confirm receipt. Provide a simple one-click verification or a reply-to-confirm option.
Update public touchpoints. Update email signatures, websites, business directories, MLS profiles, and marketing templates to reflect new addresses.
Train staff. Run a short workshop on the new addresses, signature standards, security best practices, and how to handle incoming client questions about the change.

Practical examples and templates

Re-permission email template (short)

Hi [First name],
We recently updated our team email addresses to improve security and service. To keep receiving timely updates about your appraisal/transaction, please confirm you still want to hear from us by clicking [Confirm subscription]. You can also reply to this message to confirm.

consent_status: express
consent_date: 2026-01-10T14:32:00Z
consent_source: website_form - appraisal_update_opt_in
consent_scope: transactional, marketing
consent_document: /documents/consent/consent_12345.pdf

Deliverability & authentication checklist

Publish accurate SPF records and avoid using too many third-party senders on a single SPF entry.
Enable DKIM signing for each sending domain and rotate keys annually.
Implement DMARC with a monitoring policy before enforcement; then move to quarantine/reject after 30–60 days of stable reports.
Use a reputable sending IP pool and monitor bounce/spam complaint rates in your email platform.

Regulatory and compliance considerations

When managing client data and consent, you must consider multiple legal regimes. High-level points:

CAN-SPAM (U.S.): Requires accurate headers, honest subject lines, and a clear unsubscribe mechanism for commercial emails.
TCPA (U.S.): Governs calls and SMS; emails are not covered directly, but mobile consent flows used across channels should be coordinated.
GDPR (EU residents): Requires lawful basis for processing, documentation of consent, and a clear mechanism to withdraw consent.
CASL (Canada): Requires express consent for commercial electronic messages and recordkeeping of consent sources.
State privacy laws (e.g., CPRA): May introduce new consumer rights and opt-out rules; review effects on marketing and data-sharing rules.

Practical counsel: Maintain exportable consent records daily and keep an audit trail of all outreach. When in doubt, obtain express re-consent before sending marketing content.

Common migration pitfalls and how to avoid them

Poor mapping of consent metadata: Always import consent fields—don’t assume opt-in status by email activity alone.
Missing attachments or thread history: Use IMAP or admin migration tools to preserve critical message context for active files.
Uncoordinated suppression lists: Centralize suppression and DNC lists; replicate them across marketing and CRM systems.
Delayed DNS changes: Plan SPF/DKIM/DMARC updates during business low hours and monitor propagation to avoid bounce storms.
Inadequate staff training: Run short checklists and playbooks so everyone knows how to respond to client questions about the change.

2026 trends that should shape your long-term approach

Identity-first inboxes: Expect more mailbox features that treat identity and privacy as the primary controls. Keep contact records verifier-ready.
AI-driven deliverability monitoring: Email platforms are using AI to flag anomalous sender behavior. Keep sending patterns consistent during migration.
Privacy-preserving marketing: The shift to zero-party data capture (explicit preferences) will improve engagement; design forms that collect precise consent fields.
API-based portability: Vendors will offer richer export APIs for consent and message history — plan to use them for audit readiness.

Quick operational checklist (one-page summary)

Inventory: list addresses, where used, consent records.
Decide: domain vs Workspace vs role accounts.
Authenticate: SPF/DKIM/DMARC, MFA.
Export: Takeout/IMAP/CRM exports with consent fields.
Import: CRM mapping, attach threads for active deals.
Re-consent: send targeted campaigns; record responses.
Update: site, signatures, MLS, vendor integrations.
Monitor: deliverability, suppression lists, compliance logs.

Case study (realistic example)

Local appraisal team "Northside Valuations" migrated in January 2026 after Google notified staff that several vendor-facing Gmail accounts could be reassigned. They:

Secured a domain and created role accounts (orders@northside.com, appraisals@northside.com).
Exported 3 years of contact/consent data from their MLS-integrated CRM and marketing tool in CSVs, including consent timestamps.
Used an IMAP migration tool for five active inboxes, preserving threads linked to pending loans.
Ran a two-email re-consent campaign for a subset of 2,400 contacts with implied consent; 78% reconfirmed within 10 days.
Implemented DMARC with quarantine after a 45-day monitoring window and saw spam complaints drop 60%.

The result: uninterrupted appraisal submissions, improved deliverability, and a clear audit trail for client consent.

Final actionable takeaways

Document everything. Consent timestamps and source records are your legal and operational lifeline.
Use domain-based addresses. They reduce impersonation risk and improve deliverability.
Segment and re-consent. Targeted re-permission is faster and safer than mass risky outreach.
Centralize suppression lists. One canonical source prevents accidental contact after opt-out.
Secure and monitor. SPF/DKIM/DMARC and MFA are non-negotiable in 2026.

Resources and next steps

For CRM selection and migration tools, review updated 2026 CRM reports and vendor guides. For Gmail-specific changes and options to change primary addresses, review vendor bulletins and platform notices (for example, Google announced changes to Gmail identity handling in January 2026).

Call to action

If your team hasn’t started a migration plan, don’t wait. Use this checklist to run a 6–8 week project plan and protect deliverability, compliance, and client trust. Need a template migration map, consent email kit, or a CRM field schema tailored to appraisers and mortgage teams? Contact our migration specialists at appraised.online for a free 30-minute audit and a ready-to-run migration bundle.

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