Commercial Property -Freehold Sale

Updated Nov 17th, 2020

Task 1 File Opening (not published)

Allocate a Custom Questionnaire

Enter details regarding the file. This information is used to pre-populate letters and fields:

Task 2 Client Care Pack (published description)

Send Standard Letter

Client care letter

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Add an automatic keydate to matter

5 days – client to return signed client care pack (Published description: Client to return the signed client care pack within 5 days so work can begin on the file) ChaseCli

Add an automatic keydate to matter

Automatic keydate – 8 days – prepare contract pack and send to purchaser’s solicitors (internal keydate) Reminder

Task 3 Receipt of Heads of Terms (published description)

Meet unmet keydates by type

client to return signed client care pack ChaseCli

Allocate a Custom Questionnaire

Enter details regarding the Other Side Solicitor. This information is used to pre-populate letters and fields:

Email

Initial Email to Estate Agent

Send Standard Letter

Solicitors initial letter enc. Title docs

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Task 4 Draft Contract (Published description: Preparing the Contract Pack and Sending to Purchaser’s Solicitor)

Meet unmet keydates by type

prepare contract pack and send to purchaser’s solicitors Reminder

Allocate a Custom Questionnaire

Enter details regarding the Contract. This information is used to pre-populate letters and fields:

Display a message to the user

“Please obtain title documents via Searchflow if you have an account”

Display a message to the user

“Prepare Contract”

Send Standard Letter

Sol sending contract pack

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Send Standard Letter

Lender request redemption statement

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Email

Estate Agent contract pack sent to buyer

Email

client confirm contract pack sent to buyer

Add an automatic keydate to matter

1 week – chase purchaser’s solicitors for enquiries if not received (Published description: Chase the purchaser’s solicitors for any enquiries regarding the contract pack, if none received within one week) Chase Purchaser’s Solicitors for contract pack CHASESOL

Add an automatic keydate to matter

5 days – chase lender for redemption statement if not rec’d (criteria applied) (internal date) CHASELEND MTGLEND1 is not empty

Add an automatic keydate to matter

5 days – chase lender 2 for redemption statement if not rec’d (criteria applied) (internal date) CHASELEND MTGLEND2 is not empty

Task 5 Received Lender’s Redemption Statement (Published description: Mortgage Lender’s Redemption Statement)

Meet unmet keydates by type

chase lender for redemption statement ChaseLend

Send Standard Letter

Client received redemption statement

Task 6 Received enquiries from purchaser’s solicitors (Published description: Enquiries received from the purchaser’s solicitor for the seller to reply to)

Meet unmet keydates by type

chase purchaser’s solicitors for enquiries if not received CHASESOL

Send Standard Letter

Client enq. enquiries

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Email

Estate Agent enqs received, sent to client

Task 7 Replies to enquiries (Published description: Sending the seller’s replies to enquiries to the purchaser’s solicitor)

Send Standard Letter

Sol replies to enqs

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Email

client confirming replies to enquiries sent to purchaser’s solicitor

Add an automatic keydate to matter

Automatic keydate – 3 days – chase purchaser’s solicitor for TR1 if not received (Published description: Chase the purchaser’s solicitor for the draft Transfer Deed, so it can be approved and sent to the client for signature) Chase purchaser’s solicitor for TR1 if not rec’d CHASESOL

Task 8 Contract to client (Published description: Sending the Contract to the client for signature)

Send Standard Letter

Client enc. contract for signature

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Display a message to the user

“Send Contract to client via Docusign”

Add an automatic keydate to matter

3 days – chase client for return of signed contract (Published description: Client to sign and return the Contract within three days) CHASECLI

Task 9 Approve Draft Transfer (Sending Transfer Deed to seller for signature)

Meet unmet keydates by type

– Chase purchaser’s solicitor for TR1 if not received CHASESOL

Send Standard Letter

Sol approving TR1

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Send Standard Letter

Client sending TR1 for signature

Client enc. TR1 for signature

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Add an automatic keydate to matter

4 days – chase client for signed Transfer (Published description: Client to sign the Transfer Deed and return it within four days) CHASECLI2

Task 10 Prepare DS1/DS2

Send Standard Letter

Send Standard Letter

Task 11 Draft Completion Statement for client’s information (Published description)

Allocate a Custom Questionnaire

Enter details regarding the Completion Statement. This information is used to pre-populate letters and fields:

Send Standard Letter

Completion Statement

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Send Standard Letter

Client enc. draft completion statement

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Task 12 Exchange (Do not publish to portal)

Meet unmet keydates by type

chase client for signed contract CHASECLI

Allocate a Custom Questionnaire

Enter details regarding the Exchange. This information is used to pre-populate letters and fields:

Email

Estate Agents exchange/request invoice

Send text message – client confirming exchange

Send Standard Letter

Client confirming exchange

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Send Standard Letter

Sol exchange letter

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Send Standard Letter

lender request final redemp stat – please do a version for lender 1 and lender 2 – apply criteria so they only run if the dossier fields are completed If MortgageLender1/2 is not empty

Add a keydate linked to dossier field

1 week before completion – set file up for completion REMINDER (INTERNAL)

Task 13 Pre-Completion (Do not publish to portal)

Meet unmet keydates by type

chase client for signed Transfer CHASECLI2

Allocate a Custom Questionnaire

Enter details regarding the Completion Statement. This information is used to pre-populate letters and fields:

Send Standard Letter

Send Standard Letter

Completion Statement

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Send Standard Letter

Client send final completion statement

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Display a message to the user

Raise requisition(s) for completion funds

Task 14 Completion (Published description)

Meet unmet – REMINDER

Send Standard Letter

Sol completion letter

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Send text message – client confirming completion of sale

Send Standard Letter

Client confirm completion details

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Send Standard Letter

Estate Agent completion letter

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Send Standard Letter

lender confirm completion – please do a version for lender 1 and lender 2, with criteria IF MortgageLend1/2 is not empty

Task 15 Post Completion (Do not publish to portal)

Send Standard Letter

sol send evidence of mtg discharge

Sol send evidence of mtg discharge

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Document pack for this workflow

Blank Client Letter

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Blank Estate Agent letter

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Blank Land Registry Letter

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Blank Mortgage Lender 1

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Blank Mortgage Lender 2

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Blank OS Solicitor letter

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Blank Solicitor letter

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Cli send confirmation of registration Lease

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Client care letter

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Client confirm completion details

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Client confirm completion letter

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Client confirming exchange

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Client enc. amended lease

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Client enc. contract for signature

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Client enc. draft completion statement

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Client enc. draft Lease for approval

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Client enc. draft Lease

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Client enc. engrossed lease report on title

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Client enc. mortgage report letter

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Client enc. report on title letter

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Client enc. SDLT for signature

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Client enc. search report letter

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Client enc. Title Documents

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Client enc. TR1 for signature

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Client enq. enquiries

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Client send final completion statement

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Client send TID

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Client sending contract pack for info

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Client sending engrossed Lease for sig

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Completion Statement

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Estate Agent completion letter

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Invoice template

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Lender 2 confirm completion

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Lender 2 request final redemp stat

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Lender 2 request redemption statement

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Lender confirm completion

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Lender request final redemp stat

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Lender request redemption statement

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Mortgage Lender completion letter

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Mortgage Lender send COT

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Mortgage Lender send TID

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Report on Title template

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Sol approving TR1

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Sol completion letter

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Sol enc. amended lease

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Sol enc. amendments to lease

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Sol enc. draft Lease

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Sol enc. draft TR1

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Sol enc. engrossed lease

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Sol enc. enquiries

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Sol exchange letter

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Sol initial letter

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Sol mtg discharge undertaking

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Sol replies to enqs

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Sol request engrossed lease

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Sol send evidence of mtg discharge

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Sol sending contract pack

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Solicitors initial letter enc. Title docs

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