08 May, 2013/ by Homeward Legal /Buyer, First Time Buyer, Remortgage, Sale & Purchase, Seller, Transfer of Equity
Interested in getting an online conveyancing quote? Confused about what conveyancing is all about? Find out about the conveyancing process you can kickstart online here. Conveyancing is the process of transferring ownership or legal title of a property from one person (or company) to another.
Factors in conveyancing
The conveyancing process is the set of steps carried out by solicitors on behalf of the buyer and seller. The time and complexity involved in completing the conveyancing process varies. How long conveyancing takes will depend on, for example:
- The tenure of the property
- Obtaining finance to buy
- The number of parties involved in the chain
Get the knowledge
Many buyers and sellers are unaware of what the conveyancing process involves and place their full trust in their solicitor. Armed with the knowledge of how conveyancing works, you can ensure you are getting the best possible attention from your legal representative. The following is divided into sections for buyers and sellers and assumes you have already chosen your solicitor (for more information see how to choose a conveyancing solicitor) Throughout the process, your solicitor should be in constant communication with:
- Buyer/seller
- Buyer's/seller's solicitor
- managing agents or freeholder (if leasehold)
- Lender, the estate agent and any number of other parties
A good solicitor will take a proactive stance and push other parties along to reduce delays.
The conveyancing process for buyers
File set-up
- Allocating a suitable Fee Earner to your case
- Notifying the estate agent of the solicitor's instruction to act and requesting a copy of the Sales Memorandum (aka Sales Memo) detailing the details and parties involved in the property sale.
- Processing the initial pack of information and setting up a file
- Verifying the client's identification from the provided information such as passport or driving licence, NI number etc. Increasingly this is carried out using an online service.
- Returning any supplied identification documents to the client
Acquire/review the estate agent's particulars of sale
- Email Agent confirming receipt of sales memo
- Apply to the Land Registry for Office Copies
Chasing papers from seller's solicitor
Enquiries of the seller's solicitor
- Approve the contract
- Submit additional 'enquiries' about the property
- Report to the client on any provisional issues
- Send the estate agent a copy of the additional enquiries
- Identify and obtain suitable indemnity insurance policies where necessary
- Raise enquiries of appropriate government body
- Submit further searches - such as Chancel, Coal, Tin and other geographically specific searches
- Inform the mortgage lender of any issues or concerns
- Chase the seller's solicitor for replies to enquiries
- Review replies to enquiries received
- Chase any missing replies/clarifications to enquiries
- Run a Lender Issues Report
- Chase the lender for comments on issues raised
Searches
Mortgage Lender
Exchange of Contracts
- Receipt of final, signed contract, deposit and completion of necessary accounts, statements deposit and generate accounts slips
- Notification of the agent and client that contract/deposit received
- Final check and confirmation of satisfactory replies to all enquiries
- Run pre-exchange checklist
- Obtain instructions on completion dates and agree with other side
- Contact both client and lender to confirm authority to exchange contracts
- Exchange contracts and notify client and agent
- Draft and send exchange letters
- Send Certificate of Title to the lender and prepare necessary invoices
Completion
- The submission of pre-completion searches (OS1, K15 etc)
- Receipt and interpretation pre-completion search results
- Contact the insolvency office for K15 entries
- Raise requisition on OS1 results if applicable
- Chase replies to requisitions
- Prepare financial statements and pre-completion checklists
- Contact the lender to confirm they are in receipt of the Certificate of Title
- Chase the completion statement from the seller's solicitors
- Receive mortgage advance, client's balance and forward balances to the seller's solicitor
- Inform the client and agent of completion, draft and send confirmation of completion letters and place any indemnity insurance policies on risk
Post-Completion
- Diarise search expiry dates
- Prepare stamp duty form and payment slips and send stamp duty to HMRC
- Send form and charge to companies house where relevant; for example, if Freehold Management company
- Serve notice on the Landlord or Freeholder
- Send stock transfer form for stamping if management company
- Chase Deeds
- Prepare AP1
- Deal with requisitions
- Diarise date for retention release if a retention has been agreed
- Send deeds to the lender and copies to the client
- Send copies of deeds to client
- Chase retention release or release retention at later diarised date
- Release retention
The conveyancing process for sellers
File set-up
- FFF - Fixtures and Fittings Form
- SPIF - Sellers Property Information Form
- SLIF - Sellers Leasehold Information Form (where applicable)
- Apply for and review the Official Entries, Office Copies of the lease and other documents from the Land Registry.
- Chase and review the Sales Memo supplied by the estate agent
- Write to the buyer's solicitor confirming instruction to act for the seller
- Chase any outstanding Deeds, Redemption Figures from the lender and Management information if relevant
Contracts
- A contract package ('papers') is prepared and sent to the buyer's solicitor with an accompanying letter. All parties are notified that the contract package has been issued
- Any late information such as the Deeds, the lease or Management Information Pack are also sent to the other side
- The buyer's solicitor will then raise a set of enquiries or questions that are forwarded to the seller's solicitor
- These enquiries are addressed as quickly as possible. The client's input is likely at this stage
- The contract, TR1 form and Stock Transfer Forms are sent out and the agent is notified
- A mortgage redemption statement is requested from the lender. Once received, this is sent to the client
Preparation for Exchange of Contracts
Completion
- Preparation and dispatch of financial and completion statements to the client and the buyer's solicitor.
- Internal accounts slips to be prepared and signed off
- The agent and client are notified of formal completion and keys can be issued
- Any indemnity policies must be 'placed on risk'
- If any money has been held over pending a post completion event (called a 'Retention'), this must be noted and diarised accordingly.