The Conveyancing Process — A Step-by-Step Guide for UK Solicitors

How the residential conveyancing process actually works in England and Wales — from instruction to completion — with the practical steps, common pitfalls, and compliance points that catch firms out.

Conveyancing is the bread-and-butter practice area for many UK law firms. It is also one of the most process-driven areas of legal work — a sequence of well-defined steps that, when managed well, should run smoothly and profitably. When managed poorly, it becomes a source of missed deadlines, compliance failures, and client complaints.

This guide walks through the residential conveyancing process step by step, with practical guidance for solicitors and conveyancers at each stage. It is written for firms handling freehold and leasehold residential transactions in England and Wales.

1. Instruction and client onboarding

The conveyancing process begins with the instruction. Whether you are acting for a buyer, seller, or remortgaging client, the first stage is about gathering information and setting expectations.

At instruction, you should:

• Record the client's details and verify their identity (KYC)
• Confirm whether you are acting for the buyer, seller, or both (and check for conflicts)
• Take the client's instructions on the scope of work
• Provide a client care letter with the fee structure, estimate of costs, and likely disbursements
• Explain the conveyancing process to the client so they know what to expect

For purchase transactions, you will need the property details, the seller's solicitor's details, and the agreed purchase price. For sales, you will need the title information and the buyer's solicitor's details.

AML checks are mandatory at this stage. The SRA requires firms to have robust AML procedures in place, and conveyancing is a high-risk area for money laundering. Source of funds and source of wealth checks should be completed before substantial work begins.

Client onboarding done well sets the tone for the entire transaction. Clients who understand the process, the timeline, and the costs at the outset are far less likely to become difficult later. For a deeper look at this stage, see our guide to client onboarding for law firms.

2. Title review and enquiries

For purchase transactions, the title review is the core of the legal work. You will:

• Review the title information and plan from HM Land Registry
• Check for restrictions, easements, covenants, and any entries that affect the client's intended use of the property
• Review the property information form (TA6) and fixtures and fittings form (TA10) completed by the seller
• Raise appropriate enquiries based on the title and the seller's replies
• Review any lease, if the property is leasehold — paying particular attention to the term remaining, ground rent, service charge, and any forfeiture clauses

Title review is where most of the professional skill in conveyancing lies. The ability to identify a problem in the title that affects the client's use, value, or ability to sell the property in the future is what the client is paying for.

Common issues at this stage include:

• Restrictive covenants that prevent extensions or alterations
• Easements that are not clearly documented (particularly rights of way)
• Leasehold properties with short remaining terms (below 80 years)
• Missing documents in the title
• Discrepancies between the title plan and the physical property

The AI in Property Law Practice guide covers how AI tools can support document review at this stage — but the legal judgement remains with the fee earner.

3. Searches and survey

For purchases, searches are essential. The standard search package typically includes:

• Local authority search (LLC1 and CON29) — planning, building control, highways, environmental matters
• Water and drainage search — connection to mains water and sewerage, proximity of public drains
• Environmental search — contaminated land, flood risk, ground stability
• Chancel repair search — potential liability for church repairs (still relevant in some areas)
• Mining and subsidence search — where geographically relevant

For leasehold properties, you will also need the management pack from the landlord or management company — which can take weeks to obtain and is a common source of delay in the conveyancing timeline.

Searches are ordered early in the process because they take time to come back. They should be ordered at instruction or as soon as the client confirms they want to proceed.

If the firm is using a search provider like TM Group, searches can be ordered and tracked through the practice management system. The results should be reviewed carefully — an environmental search showing a flood risk or contaminated land issue is not just a box to tick; it is information the client needs to make an informed decision.

4. Mortgage and finance

If the client is purchasing with a mortgage, you will need to deal with the lender's requirements. This involves:

• Receiving and reviewing the mortgage offer
• Checking the lender's specific requirements (some lenders have particular conditions)
• Reporting on title to the lender — confirming that the title meets the lender's requirements
• Arranging the mortgage advance and dealing with the lender's conveyancing panel requirements

If you are not on the lender's panel, the client will need to instruct a panel solicitor or you will need to act through a panel firm. This is a common source of friction in the process.

For cash purchases, this stage is simpler, but you should still confirm the source of funds for AML purposes.

5. Exchange of contracts

Exchange is the point at which the transaction becomes legally binding. Before exchange:

• All enquiries must be satisfactorily answered
• The client must have reviewed and approved the contract
• The deposit must be received (usually 10% of the purchase price, though this can vary)
• The completion date must be agreed by both parties
• If there is a chain, all parties in the chain must be ready to exchange simultaneously

On exchange, you will:

• Send the contract to the other side's solicitor (or receive it)
• Agree the completion date
• Exchange contracts by telephone (the traditional method) or via an exchange system
• Confirm the contract is now binding
• Send the client a report on the contract and confirm the completion date

After exchange, the client is committed to the purchase (or sale). If they withdraw after exchange, they will lose the deposit and may be liable for damages.

Handling exchange and completion without losing information is one of the key workflow challenges in conveyancing. Multiple documents, deadlines, and parties are in play, and a missed step can delay the entire chain.

6. Pre-completion

Between exchange and completion, there is usually a short period (typically 1-2 weeks) during which:

• The final completion statement is prepared
• The mortgage advance is requested from the lender
• Any balance required from the client is requested and received
• Pre-completion searches are carried out (to ensure nothing has changed on the title since exchange)
• The transfer deed (TR1) is prepared for execution
• If acting for the seller, the redemption figure for any existing mortgage is obtained

This is a busy period, and it is where good matter management pays off. Everything needs to happen in the right order, on time, or completion is delayed.

7. Completion

On the day of completion:

• The buyer's solicitor sends the balance of purchase monies to the seller's solicitor
• The seller's solicitor confirms receipt and releases the keys
• The seller's solicitor redeems any existing mortgage
• The buyer's solicitor pays any stamp duty land tax (SDLT) due
• The buyer's solicitor registers the transfer (and any new mortgage) at HM Land Registry

Completion day is the moment the client has been waiting for. It should be smooth and predictable. If it is not — if funds are delayed, if the redemption figure is wrong, if the chain breaks — it becomes stressful for the client and the firm.

Good communication on completion day is essential. The client should be kept informed of progress without having to chase.

8. Post-completion

After completion, there is still work to do:

• SDLT return and payment — must be filed and paid within 14 days of completion (reduced from 30 days since 2018)
• Land Registry registration — must be completed within the priority period set by the lender (usually 30 days, though this can vary)
• Final billing — issue the final bill to the client, including disbursements
• File closure — close the matter in accordance with good matter management practice

Failure to register within the priority period can result in loss of the lender's priority, which is a serious compliance issue. Failure to pay SDLT on time results in penalties and interest.

Common pitfalls in conveyancing

The most common problems in conveyancing are not legal — they are operational:

• Delays in the chain — one firm's delay affects everyone. Good communication with other solicitors in the chain is essential.
• Incomplete title review — missing an issue in the title that the client later discovers
• Missed deadlines — SDLT, Land Registry priority period, exchange/completion dates
• Poor client communication — clients who don't know what's happening become anxious and difficult
• Billing issues — not billing interim, leaving the client surprised by the final invoice. See our guide to legal billing for UK solicitors for more on this.

Compliance in conveyancing

Conveyancing carries specific compliance obligations:

• AML — source of funds and source of wealth checks are mandatory. The risk is high because of the sums of money involved.
• Conflict checks — particularly if acting for both parties, or if there is a connection between buyer and seller.
• Client money — the SRA Accounts Rules apply to all client funds held. See our guide to SRA-compliant legal software for how this works in practice.
• Lender instructions — if acting for a lender, you owe duties to the lender as well as the client.

Where OrdoLux fits

OrdoLux is built around the matter — and conveyancing is a matter-driven process. Each conveyancing transaction has its own workspace with parties, key dates, documents, time, billing, and compliance in one place.

OrdoLux includes Checkboard integration for KYC and AML checks, SharePoint document storage in your own Microsoft 365 tenancy, Stripe for client payments, 350+ HMCTS court forms, and time recording that captures every six-minute unit — all from inside the matter workspace.

See all features or book a demo.

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