Understanding the best time to call real estate leads is not just helpful — it’s a game-changer. You just got a fresh lead from Zillow. You’re excited because it appears to be a serious buyer or seller. You hit call right away… it goes to voicemail.
You try again later… no answer. Frustrated yet? Many Canadian real estate agents are familiar with this pain. The truth is — your lead might not be the problem at all. The problem could be your timing.
Call at the right time, and you catch people when they’re relaxed and open to talking. Call at the wrong time, and you risk being ignored, blocked, or forgotten.
This complete guide will explain:
- Why bad timing costs you money and opportunities.
- What data shows about the best days and times to call?
- How different lead sources (Zillow, realtor.ca, referrals, ads) need different timing.
- A clear workflow: what to do before, during, and after the call.
- Advanced tools, automation, and scripts to make sure you never miss an opportunity.
Keep reading and figure out once and for all how timing can make or break your real estate hustle.
More Than a Missed Call: The Consequences of Poor Timing
Many agents think calling at any time is better than waiting. But here’s the truth: calling at the wrong time can destroy your chances before you even start.
1. Leads Go Cold Fast
Every hour you delay, the chances of reaching a new lead drop sharply. Studies show that waiting even one day can cut your odds in half.
Example: An agent in Toronto shared that after switching to calling new leads within 5 minutes, her contact rate jumped from 27% to 68%
2. Agent Frustration & Burnout
When you call again and again without success, it feels discouraging. This leads to lower energy, lost motivation, and eventually burnout.
3. Wasted Marketing Money
Canadian real estate leads are expensive. Whether they come from Zillow Premier Agent, Realtor.ca, or Facebook ads, you’ve invested money to get them. Bad timing means you’re basically throwing dollars in the trash.
4. Damaged First Impression
Calling a lead at a bad time — like when they’re in a work meeting or putting the kids to bed — can annoy them. Instead of being “the helpful agent,” you instantly get labeled as a pushy salesperson.
Bad timing doesn’t just waste an opportunity. It can actively push your lead away from you and toward your competition.
What the Aggregate Data Says About Contact Rates
Now the big question: When is the best time to call real estate leads? Well, the data from multiple studies has the answer.
By Day of the Week
- Best Days: Wednesday & Thursday
People are in planning mode. The stress of Monday has passed, and they’re getting ready for the weekend. Real estate activity peaks here. - Good Day: Tuesday
Momentum is picking up during the workweek, and people are open to chatting. - Worst Days: Monday & Friday
On Monday, people are catching up. On Friday, they’re checking out and focusing on family or social plans.
By Time of Day
- The Golden Window: 4 PM – 6 PM
Most Canadians are finishing work, commuting home, or winding down. This is the #1 time for conversations. - The Secondary Window: 10 AM – 12 PM
After the early morning rush, people have free mental space. It’s a perfect time for mid-morning calls. - Avoid Early Morning (before 9 AM), Lunchtime (12–1 PM), and Late Night (after 9 PM).
Here’s a quick snapshot:
| Day | Best Time | Why |
| Tuesday | 10 AM – 12 PM, 4-6 PM | People are focused, not too busy |
| Wednesday | 4 PM – 6 PM | High planning time |
| Thursday | 10 AM – 12 PM, 4-6 PM | Best energy before the weekend |
| Friday | Avoid after 2 PM | People switch to weekend mode |
| Monday | Avoid mornings | Catch-up chaos |
| Saturday | 10 AM – 2 PM | Actively house-hunting |
| Sunday | After 4 PM | Family day; better in the evenings |
Quick Tips: Remember, Canada has six time zones. If you’re calling leads in Vancouver from Toronto, their 4 PM is your 7 PM. Adjust your schedule to match their local time.
How to Tailor Your Timing Based on Where the Lead Came From?
Not all leads are the same. Timing depends on where they came from and how ready they are to act.
1. The Hot Lead (Website Form, Live Chat, Incoming Call)
Rule: Call them NOW.
If you get a lead from your Realtor.ca IDX website, custom live chat, or even a phone inquiry — don’t wait. The first 5 minutes are critical. If you call fast, you’ll have a massive conversion advantage.
Case Study: An Ottawa agent reported a 75% appointment booking rate when she called within 3 minutes of receiving a web form inquiry. Waiting even 30 minutes cuts that number in half.
2. The Warm Lead (Zillow, Realtor.com, Paid Ads)
These are active browsers. They’re seriously thinking, but often at work. Best calling windows: lunch hours (12–1 PM) or after work (4–6 PM). Don’t spam; call once and follow with a friendly text.
3. The Cold Lead (Past Client, Referral, Social Media Ad)
More flexible. They’re not racing to buy a home right now, but they still have valuable relationships. For these, stick to Wednesday/Thursday evenings (6–8 PM) if you know them personally. Otherwise, default to the 4–6 PM golden window.
4. The Weekend Lead
- Saturday: 10 AM – 2 PM. This is prime Canadian open house time. Leads are active and eager.
- Sunday: After 4 PM. Before that, it’s usually family, church, or relaxation time. Evening is much better.
Sample Call Schedule by Lead Type:
| Lead Type | Ideal Call Time |
| Hot Lead | Within 5 minutes (any day) |
| Warm Lead | 12 PM – 1 PM or 4 PM – 6 PM |
| Cold Lead | Wed/Thu 4 PM – 6 PM |
| Weekend Lead | Saturday 10 AM – 2 PM, Sunday after 4 PM |
The Strategic Calling Workflow: Before, During, and After
The best agents don’t just “wing it.” They use a workflow to make sure every call has purpose.
Before You Dial
- Research the lead. A glance at their LinkedIn or Facebook helps. If they’re a nurse working night shifts, don’t call them at 9 AM.
- Set a clear goal before calling. Are you qualifying, booking a showing, or just confirming interest?
- Prepare. Open your CRM, have notes ready, and be in a distraction-free spot.
During the Call (The 30-Second Script)
You don’t need a long script. Keep it natural and respectful.
- Introduction: “Hi [Name], this is [You] with [Your Brokerage]. I’m calling about your inquiry on [Property/Listing].”
- Permission: “Is now a good time for a quick chat?”
- Value Question: “I just want to ask a couple of quick questions so I can better match you to the right homes.”
Notice — this isn’t a sales pitch. It’s a help pitch.
After the Call
- Log everything in your CRM software like [NovaCRM]. Write next steps and any preferred contact times.
- Follow up with a short text or email: “Great talking to you just now. Here’s the property info I promised!”
Small touches like this build trust and show professionalism. Using CRM software for real estate agents can help you stay organized, connect with clients easily, and grow your business.
Advanced Tips, Tools, and Automation to Call Leads
You can take your timing game to the next level with smart tools.
1. CRM Power Dialers
Advanced platforms like [NovaCRM] let you schedule calling times, auto-dial, and reach more leads during prime windows.
2. Automated Lead Response
If someone submits a form at midnight, set up instant texts: “Thanks for your inquiry! I’ll call you tomorrow at 10 AM.” This keeps them warm until you connect.
3. Time Zone Awareness
For relocation clients moving from Toronto to Vancouver, remember their 4 PM is not your 4 PM. Respect their local time.
4. Voicemail Strategy
Keep it short: “Hi [Name], this is [You] from [Brokerage]. Call me back at XXX-XXX-XXXX about your home search. Looking forward to helping!” Then text them for a double touch.
Real estate marketing automation simplifies your campaigns, making it easier to reach clients and nurture leads. Explore how automation can transform your marketing strategy and boost your business growth.
When to Absolutely Avoid Picking Up the Phone?
Sometimes are just bad for business:
- Before 9 AM: People are getting kids ready or commuting.
- During Work Hours: Unless it’s a hot lead, avoid 9-5.
- Dinner Time (6-8 PM): Respect family time unless they’ve given permission.
- After 9 PM: Feels intrusive and unprofessional.
- Major Holidays: Give people their space.
Knowing what NOT to do is just as important as knowing the best times.
Find the best real estate CRM with IDX to manage contacts and showcase listings automatically. See how this powerful combo can streamline your workflow and attract more clients.
Conclusion: Stop Guessing, Start Connecting
The best time to call real estate leads isn’t about luck — it’s about strategy. Data shows that Wednesday and Thursday afternoons are your golden hours. But your real edge comes from adjusting based on lead source, doing research, and being consistent.
Mastering this skill is a numbers game, but when you get it right, you’ll see a big jump in appointments and closed deals.
Stop guessing. Start calling at the right time, and watch your conversion rates grow.
Looking to level up your system? Learn more about what CRM stands for in real estate and explore tools like NOVACRM to keep you organized and ready to call at the perfect time.