The Daily Lead Response Protocol: First Hour, First Day, First Week

Speed to lead determines conversion rate.

You need a system, not random responses.

The Speed Reality

Leads contacted within 5 minutes: 100x more likely to convert

Leads contacted within 1 hour: 7x more likely to convert

Leads contacted after 24 hours: Converted by someone else

The First Hour Protocol

New lead comes in:

Minute 0-5: Call immediately Minute 5-10: Send text if no answer Minute 10-15: Send email with information Minute 15-60: Second call attempt

All within first hour.

The First Call

Keep it simple:

"Hi, this is [name]. I'm calling about [property/inquiry]. Are you available to talk for a minute?"

Get them on the phone.

The Voicemail Strategy

First call voicemail:

"Hi, this is [name] from [company]. You inquired about [property]. My number is [number]. I'll try you again in a few minutes."

Short and direct.

The Text Message

After first call:

"Hi [name], this is [your name]. Just tried calling about [property]. When's a good time to connect? [your number]"

Include property reference.

The Email Follow-Up

Within 15 minutes:

Subject: "Re: [Property Address]"

Body: "Hi [name], I tried calling about [address]. Here are the key details you should know: [2-3 bullets]. When can we schedule a showing? I'm available [times]."

Give value immediately.

The Second Call

30-60 minutes after first attempt:

Call again No voicemail this time Move to day 1 protocol if still no answer

Two attempts within first hour.

The First Day Protocol (Hours 1-24)

Hour 1: Initial contact attempts (call, text, email) Hour 3: Third call attempt Hour 6: Check if they opened email Hour 12: Fourth call attempt Hour 24: Day 1 summary email

Stay persistent.

The Day 1 Summary Email

After 24 hours:

"Hi [name], I've tried reaching you several times about [property]. I want to make sure you get the information you need. Here's what you should know: [details]. My cell is [number]. Call anytime."

Show you're available.

The First Week Protocol

Day 1: 4 contact attempts (call, call, text, email) Day 2: 2 contact attempts (call, email) Day 3: 1 contact attempt (call) Day 5: 1 contact attempt (email with new listings) Day 7: Final call and move to nurture sequence

7 days, 8+ attempts.

The Property-Specific Information

Every message should include:

The actual property they inquired about Key details (price, beds, baths, features) Availability for showing Your direct contact

Make it about their interest.

The Alternative Property Strategy

Day 5 email:

"Hi [name], I know you were interested in [address]. That one is [status], but I found 3 similar properties you should see: [list addresses]. When can we schedule showings?"

Show you're working for them.

The Response Handling

When they finally respond:

Book appointment immediately Confirm their timeline Qualify their situation Get commitment

Don't just chat. Convert.

The Different Lead Sources

Website leads: 5-minute response time critical

Zillow leads: Expect 2-5 agents calling simultaneously

Open house: Call within 2 hours

Referrals: Call same day but can be slightly less aggressive

Adjust urgency by source.

The Time Zone Consideration

For leads outside your time zone:

Check their local time before calling Adjust call times appropriately Use email for first contact if it's late evening Follow up during their business hours

Respect their schedule.

The Weekend Lead Strategy

Leads come in Saturday-Sunday:

Respond same day if possible Monday 8am contact if you miss weekend Weekend leads are often serious Don't wait until Tuesday

Weekend response matters.

The After-Hours System

Set up notifications:

Text alerts for new leads Email alerts to phone CRM mobile app Response even at 8pm shows commitment

Leads don't wait for business hours.

The Assistant Involvement

If you have help:

You make first call Assistant handles text and email You make second and third calls Assistant manages scheduling

Stay involved in initial contact.

The Tracking System

Log every attempt:

Time of contact Method used (call, text, email) Response received Next scheduled action

This shows your follow-up pattern.

The Conversion Metrics

Track your results:

First hour contact: X% conversion First day contact: X% conversion First week contact: X% conversion

This proves speed matters.

The Common Mistakes

Waiting until you're "ready" to call. Sending email first instead of calling. Giving up after one or two attempts. Not using multiple contact methods.

Speed and persistence win.

Your Next New Lead

Set up your protocol:

Prepare your script Enable notifications Clear time for immediate response Track every attempt

The next lead that comes in gets the full protocol.

Speed to lead is the easiest way to increase conversion. Execute it.

Tiffany Hampton is a seasoned real estate leader and MAPS Coach with over two decades of experience helping agents succeed through leadership, coaching, and innovative strategy. As the founder of AgentGrowth365.com, Tiffany delivers proven systems, tools, and training that empower agents and market center leaders to grow with clarity and purpose. Whether you're looking to hit 24 transactions, streamline your coaching systems, or lead your business with impact, AgentGrowth365 offers a full suite of solutions designed to meet today's challenges and scale tomorrow's success.