Top Email Tools for Real Estate Professionals in 2026

83% of clients say they'd work with their realtor again, but only 12% actually do. Why? Most real estate agents lose touch after closing. Email tools can fix this by automating follow-ups, tracking milestones, and keeping you front-of-mind for referrals. These tools save time, help you stay compliant with CASL, and ensure your communication is timely and relevant.

Here's a quick overview of the best email tools for Canadian real estate agents in 2026:

• KivoAI: Inbox-focused, builds dynamic client profiles, and drafts personalized follow-ups. Early access pricing: CA$19/month.
• IXACT Contact: Drip campaigns, e-newsletters, and integration with Canadian MLS boards. Pricing: CA$45/month.
• Top Producer CRM: MLS-driven updates, predictive insights, and automated follow-ups. Pricing not listed in CAD.
• Mailchimp: Budget-friendly with automation and segmentation but lacks real estate-specific features. Free plan available; paid plans start at CA$13/month.
• Lofty: AI-driven lead nurturing with predictive alerts. Premium pricing: ~CA$540+/month.
• RealtyChat.ca: AI chatbot for CASL-compliant lead capture and CRM integration. Free tier available.

Quick Comparison:

Tool	Email Automation Features	CASL Compliance	Integration	Pricing (CAD)	Best For
KivoAI	Personalized drafts, milestone reminders	Yes (manual approval)	Gmail, Zoho	CA$19/month (early access)	Inbox-focused workflows
IXACT Contact	Drip campaigns, e-newsletters	Yes	CREA/MLS boards	CA$45/month	Canadian agents prioritizing compliance
Top Producer	MLS-driven updates, predictive insights	Yes	MLS, Gmail, others	Not listed in CAD	High-volume agents
Mailchimp	Drip campaigns, behaviour triggers	Yes (manual setup)	Gmail, CRMs	Free; paid from CA$13/month	Budget-conscious agents
Lofty	AI-assisted follow-ups, lead scoring	Yes	Gmail, MLS, others	~CA$540+/month	High-end lead nurturing
RealtyChat.ca	AI chatbot for lead capture	Yes (express consent)	IXACT Contact, kvCORE	Free tier available	CASL-compliant lead management

Staying connected is key to referrals. Choose the tool that fits your workflow, budget, and compliance needs to build lasting client relationships.

3 Email Marketing Tools For Real Estate Agents

1. KivoAI

KivoAI integrates seamlessly with your Gmail or Zoho Mail inbox, automatically creating detailed client profiles from your email interactions. This tool is built around email-driven relationship management, a key aspect of modern real estate communication. With its advanced Transaction Mapping feature, KivoAI identifies buyers, sellers, and tracks deal stages directly from your email exchanges - saving you the hassle of juggling multiple dashboards or manually updating data after each showing or closing.

Relationship Intelligence Features

KivoAI doesn't just store contact information - it builds dynamic client profiles that evolve with your conversations. For instance, if a past client mentions upgrading their home or a seller inquires about market trends, the system flags these as opportunities for follow-up. It also highlights key moments like 3-month, 6-month, and yearly closing anniversaries, making it easier to reconnect at the right time. By leveraging these dynamic profiles, KivoAI simplifies and enhances your follow-up communication.

Smart Email Automation

Forget generic templates - KivoAI crafts personalized follow-up drafts tailored to your previous conversations. For example, if you helped a young family buy a home in Mississauga last spring, the platform might suggest a check-in email referencing that purchase and asking how they've settled in. You're always in control, with the option to tweak the tone or content of the draft with just one click.

Designed for Canadian Compliance (CASL)

KivoAI ensures compliance with Canadian Anti-Spam Legislation (CASL) through a "Review & Approve" feature. No email is sent without your explicit approval. Once approved, messages are sent directly from your Gmail or Zoho account using secure OAuth 2.0 authentication, ensuring that recipients see your name and recognize your voice. This inbox-native approach strengthens your business relationships while adhering to CASL requirements. Additionally, follow-up emails are triggered by real events - like closing anniversaries - rather than unsolicited campaigns. For agents needing a clear record of client interactions, KivoAI's built-in documentation offers a searchable archive to support compliance efforts.

Pricing: KivoAI Pro is currently available at an early adopter rate of CA$19/month (regularly CA$49/month). A 14-day free trial is also available, with no credit card required.

2. IXACT Contact

IXACT Contact, based in Richmond, BC, is tailored specifically for Canadian real estate professionals and has a strong user base of over 16,000 agents. Its primary focus is on automated email campaigns, offering a monthly e-newsletter that's professionally written, mobile-friendly, and requires minimal effort from agents. This system allows real estate professionals to stay connected with their clients consistently, without needing to craft each message themselves.

Email Automation Features

IXACT Contact provides a library of over 125 pre-written email templates designed for lead nurturing and drip campaigns. These templates target various audiences, including first-time buyers, sellers, FSBOs (For Sale By Owners), and expired listings. The platform's Keep in Touch Coach is another standout feature, sending reminders to agents for key client interactions - like birthdays, move-in anniversaries, or follow-ups.

It also integrates with BombBomb, enabling users to send personalized video emails to multiple recipients. Agents can monitor the success of their campaigns with real-time reporting that tracks email opens and click-through rates. Beyond its automation, IXACT Contact ensures all campaigns meet legal requirements.

"IXACT Contact has helped us increase our business by over 100% in the 2 years we've been using it." - Keith Roy, RE/MAX Select Realty

Canadian Compliance (CASL)

The platform is fully compliant with Canadian Anti-Spam Legislation (CASL) and CAN-SPAM regulations, giving agents peace of mind when running automated campaigns. Additionally, its integration with Canadian real estate boards like CREA and MLS systems makes it a seamless choice for agents working across the country.

Pricing: The service starts at approximately CA$45 per month, and new users can take advantage of a 5-week free trial.

3. Top Producer CRM

Top Producer CRM has been a trusted tool for real estate professionals since 1982, combining automated email outreach with live MLS data. It's especially suited for agents handling large client databases over extended periods, offering a streamlined way to stay connected with clients.

Email Automation Features

Top Producer CRM makes staying in touch with clients effortless through automated, branded neighbourhood updates. These updates pull real-time MLS data, showcasing sold properties and market trends, giving agents a built-in reason to reach out without needing to craft individual messages. On top of that, the system tracks email engagement, helping agents pinpoint which clients are actively considering a transaction based on their interaction history.

The platform also comes with a library of customizable email templates, making outreach more personal and efficient. The Merge code tool is a standout feature, automatically inserting client-specific details like names, addresses, and locations into bulk emails. For follow-ups, an AI writing assistant helps draft messages quickly, cutting down on the time spent on manual communication.

"Top Producer is truly the best CRM program out there! I have been using it for about 8 years and find it super easy and quick to use." - Renata S., Real Estate Agent

These tools work seamlessly with existing email systems, ensuring that MLS data and client communications are always in sync.

MLS and Email Provider Integration

Top Producer CRM ensures smooth integration between email and MLS systems, allowing property data and communications to flow effortlessly. It offers two-way sync with popular email providers like Gmail, Microsoft Exchange, Outlook.com, Yahoo! Mail, and AOL Mail. All email interactions are logged automatically, and messages are sent directly through the agent's authenticated email account. This approach not only improves email deliverability but also reduces the chances of messages being flagged as spam.

The MLS integration adds another layer of convenience with Property Insights, which automatically updates listing statuses (e.g., for sale, sold, or price changes) within contact records. Agents can assign properties to specific clients, enabling the system to track changes and create natural follow-up opportunities. The Merge code tool further personalizes these communications, helping agents strengthen relationships without additional manual effort. Additionally, the platform syncs with Google, iCloud, and Microsoft calendars, making it easy to schedule meetings directly from the CRM.

Canadian Compliance (CASL)

Top Producer CRM helps agents adhere to Canadian Anti-Spam Legislation (CASL) with features like automated Quiet Hours. This setting restricts communications to appropriate times - between 9:00 a.m. and 9:00 p.m. on weekdays and Saturdays, and after noon on Sundays. The platform also tracks email unsubscribes, simplifying consent management and ensuring opt-out preferences are respected. By sending emails through the agent's personal email provider, the system maintains a professional and personalized feel, avoiding the impersonal tone often associated with mass marketing tools.

4. Mailchimp

Mailchimp is a versatile email marketing platform widely used by Canadian real estate agents to streamline client communication and nurture leads over long buying cycles. While it lacks direct MLS integration, it remains a go-to option thanks to its easy-to-use interface and robust automation tools.

Email Automation Features

Mailchimp's automation capabilities are designed to simplify lead management. With its Customer Journey Builder, agents can create automated workflows that guide leads from their first interaction to closing, ensuring consistent and timely communication. Behaviour-based triggers allow for highly targeted follow-ups - for instance, when a lead clicks on a listing or views a property showcase email, Mailchimp can automatically send a tailored response. Agents can also set up automated welcome series and drip campaigns to stay connected with leads over a typical 6-18 month buying cycle.

The platform offers pre-designed templates for property showcases, open house notifications, and monthly market updates, cutting down on design time. And since over 60% of emails are opened on mobile devices, Mailchimp's mobile-responsive templates ensure your emails look great and engage homebuyers effectively.

Canadian Compliance (CASL)

Mailchimp helps agents comply with Canadian Anti-Spam Legislation (CASL) by managing opt-ins and unsubscribes automatically. Every email includes an unsubscribe link, and consent tracking is built into the Customer Journey feature, creating a clear engagement record. Agents can segment their contacts into groups like "potential buyers" or "past clients", ensuring messages are relevant and reducing the risk of spam complaints. For a polished look, agents can create a master template featuring their headshot, brokerage logo, and required disclosures.

MLS and Email Provider Integration

While Mailchimp doesn't directly integrate with MLS, it works seamlessly with real estate CRMs like RealOffice360 or Closing Cloud. This allows agents to sync lead and contact data, ensuring email and CRM records stay up to date without manual data imports. Two-way syncing makes it easier to manage contacts, tags, and lists efficiently. Additionally, Mailchimp integrates with website builders and landing page tools, enabling agents to capture leads from IDX searches and funnel them directly into nurture campaigns.

Mailchimp's pricing starts with a free plan for up to 500 contacts and 1,000 monthly email sends. The Essentials plan costs CA$13/month, while the Standard plan is CA$20/month, both for 500 contacts.

5. Lofty

Lofty is an AI-driven platform that helps automate lead nurturing while maintaining a personal touch. Trusted by over 50,000 agents across North America, it blends email automation with relationship insights, ensuring agents stay connected throughout long buying cycles.

Email Automation Features

Lofty's Smart Plans handle both short- and long-term lead nurturing. These workflows activate on key milestones like birthdays, holidays, or closing dates, keeping agents visible without requiring constant manual input. The platform's AI Email Assistant uses Natural Language Processing to interpret and compose emails. It can prioritize incoming messages, flag urgent ones, and even auto-reply to common queries like showing requests.

"I have a fully automated Lofty CRM that I really don't have to touch if I don't want to - and it still generates me six figures..." - Adam Gillespie, eXp agent and CRM coach

Agents have reported saving more than 3 hours daily by automating tasks like call preparation, follow-ups, and content creation. These time-saving features make Lofty a seamless addition to an agent's toolkit.

MLS and Email Provider Integration

Lofty integrates with major email providers like Gmail, Microsoft Exchange, iCloud, Yahoo!, BombBomb, and MailChimp, ensuring all email communications are centralized. Leveraging MLS data, it offers tools like Auto Property Alerts, Instant Market Analysis, and Listing to Lead Matching, enabling agents to send timely updates tailored to buyer preferences. It also consolidates leads from platforms like Realtor.com, Zillow, Homes.com, Redfin, and RE/MAX, creating a unified system for managing prospects.

This centralized approach ensures that property data and communication tools work together seamlessly, streamlining the agent's workflow.

Relationship Intelligence Capabilities

Lofty takes automated outreach a step further by refining client interactions with actionable insights. Its AI tracks lead history and behaviour, enabling personalized property alerts and pinpointing the best listings for individual buyers. The platform also helps agents prioritize leads and provides tailored recommendations for call conversations, leading to a 30%+ improvement in conversation quality.

"Since migrating to Lofty, we have increased our business growth by 42%" - Robert Lucido Jr., Chief Strategy Officer at a Lofty client brokerage

6. RealtyChat.ca

RealtyChat.ca is a platform tailored for the Canadian real estate market, offering an AI-powered chatbot that acts as a digital front door. Instead of relying on traditional email tools, it captures leads by gathering visitor contact details and property preferences, seamlessly integrating this information into your existing workflow. The platform includes a free tier for its AI-powered listing engine, making it easy to enhance your process without disrupting your current system.

Canadian Compliance (e.g., CASL)

RealtyChat takes compliance with the Canadian Anti-Spam Legislation (CASL) seriously. During the chatbot's initial interaction, it ensures express consent is obtained. The AI pre-qualifies leads by collecting details like budget, timing, and readiness to move. Through its AI Leads Dashboard, agents can access full conversation transcripts alongside email addresses, enabling them to craft personalized follow-ups that adhere to CASL guidelines.

"Use AI-assisted content from your tools to personalize emails and SMS while staying compliant with Canadian anti-spam legislation (CASL)." - RealtyChat Team

When using AI to enhance listing photos, the platform advises keeping permanent fixtures unchanged and watermarking virtually staged images as "Virtually Staged."

MLS and Email Provider Integration

RealtyChat.ca simplifies data management by consolidating an agent's active and sold listings into one mobile-friendly hub. This hub can be embedded in email signatures, social media profiles, or even accessed via QR codes. The platform's Location Expert AI uses Google Maps to answer detailed questions about commute times, schools, and local amenities for each property. Additionally, leads and conversation data can be directly transferred from the RealtyChat dashboard to CRMs like IXACT Contact or kvCORE, enabling automated email sequences that remain CASL-compliant.

Relationship Intelligence Capabilities

The platform's chatbot can be customized with an agent's own knowledge base - such as PDFs and text files - to represent their brand 24/7. It tracks visitor activity to suggest relevant listings and provide insights, including commute times and lifestyle maps, for each property. By turning casual visitors into informed leads, RealtyChat.ca strengthens your email-driven relationship strategy. Agents wake up to leads that are already warmed up, complete with insights into each prospect's budget and preferences.

Feature Comparison

Finding the right tool means balancing your workflow needs, budget, and the unique demands of the Canadian market. Below is a comparison of several platforms across five key areas: email automation capabilities, CASL compliance, integration with Gmail/Zoho/MLS systems, pricing in Canadian dollars, and relationship intelligence features.

Tool	Email Automation	CASL Compliance	Gmail/Zoho/MLS Integration	Pricing (CAD)	Relationship Intelligence
KivoAI	Drafts personalized follow-ups based on email context; requires agent approval	Not explicitly marketed for CASL; human-in-the-loop approval ensures control	Gmail and Zoho Mail; no direct MLS integration	Early access pricing available	Auto-builds living client profiles from email history; smart reminders for key events
IXACT Contact	Automated drip campaigns and social content scheduling	Built-in CASL compliance; designed for the Canadian market	CREA/MLS boards; no native Gmail/Zoho sync	~$45/month (with a 5-week free trial)	Smart lead capture; automated "Social Stream" for content suggestions
Top Producer	Automated email sequences triggered by MLS activity	Not explicitly marketed for CASL	Live MLS data integration	Pricing not listed in CAD	"Likely to Sell" predictive insights; highlights dormant contacts ready to move
Mailchimp	Basic drip campaigns and behavioural triggers	Global platform; requires manual CASL configuration	Gmail integration; lacks native MLS integration	Free for up to 2,000 subscribers; paid plans from ~$13.50/month	Basic list segmentation; limited real estate-specific intelligence
Lofty	AI-powered chatbot and text/voice assistant for lead nurturing	Not explicitly marketed for CASL	No native Gmail/Zoho sync; proprietary system	~$540+/month	Predictive alerts for lead re-engagement and hot lead notifications
RealtyChat.ca	Transfers leads to CRMs for automated email sequences	Express consent obtained during chatbot interaction; CASL-compliant lead capture	Integrates with IXACT Contact and kvCORE; no direct Gmail/Zoho sync	Free to start	AI Leads Dashboard captures full conversation transcripts and lead requirements; 24/7 chatbot builds profiles

IXACT Contact and RealtyChat.ca stand out for their focus on compliance and integration with Canadian MLS boards, making them strong choices for agents who prioritize CASL adherence and local compatibility. On the other hand, Lofty and Top Producer emphasize predictive tools to identify high-potential opportunities, though their premium pricing may cater more to high-volume agents.

For agents seeking a simpler, inbox-driven workflow without the complexity of a full CRM, KivoAI offers an efficient way to draft personalized email follow-ups and uncover relationship insights directly from email conversations. Similarly, RealtyChat.ca captures lead details through its AI chatbot and integrates seamlessly into existing CRMs, simplifying data entry. However, both tools lack native MLS integration, which may be a drawback for some users. Meanwhile, Mailchimp remains the most budget-friendly option, though its features are more general and less tailored for real estate professionals.

Pricing ranges widely, from RealtyChat.ca's free tier to Lofty's ~$540+ CAD/month premium plans. When deciding, consider your transaction volume and whether predictive insights justify the cost. If CASL compliance is critical, platforms like IXACT Contact and RealtyChat.ca, designed with Canadian regulations in mind, offer peace of mind. Global tools, while flexible, often require extra effort to meet legal standards in Canada. These comparisons give you a clearer picture of which tool might fit your needs best.

Conclusion

Keeping in touch with clients doesn't have to feel overwhelming. The right email tool can simplify relationship-building, handle routine follow-ups, and highlight opportunities - without the hassle of manual data entry. Whether you're a solo agent managing inbox-focused workflows or part of a team leveraging predictive analytics and MLS integration, there's an option out there to suit your workflow.

For agents in Canada, IXACT Contact and RealtyChat.ca stand out with their strong compliance with CASL and seamless integration with CREA/MLS data. KivoAI is a great choice for agents who want to streamline client relationship management directly from their inbox, offering personalized follow-up drafts and dynamic client profiles without the need for manual CRM updates. On the other hand, Top Producer and Lofty shine with their predictive insights for identifying high-potential leads, though their higher price point is better suited for agents handling larger volumes. For those on a tighter budget, Mailchimp provides basic automation at a lower cost, even if it doesn't cater specifically to real estate needs.

With 83% of clients willing to work with their realtor again but only 12% actually doing so due to lost connections, maintaining consistent and compliant communication is more than just helpful - it's essential.

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