This workflow runs through the conveyancing process from initial instruction, through to completion and is fully web enabled.  Client can access information you post via the secure portal.  The Deal Room can be used for sending sensitive data between you and the Purchaser’s solicitor, e.g. replies to TA13.

Task 1 New Client Enquiry

Allocate a Web Questionnaire

Enter the relevant information for the New Client. This information is used to pre-populate letters and fields:
– Client 1 Title, Forename(s), Surname(s)
– Client 2 Title, Forename(s), Surname(s)
– Client 1 Address
– Client 2 Address
– Client 1 phone number
– Client 2 phone number
– Client 1 email address
– Client 2 email address
– Sale property address
– Sale price
– Is the property to be sold registered or unregistered?
– Is the property to be sold freehold or leasehold?
– Is the property to be sold subject to any mortgages/Help to Buy loan?

Task 2 File Opening

Allocate a Custom Questionnaire

Enter the relevant information for the File Opening. This information is used to pre-populate letters and fields:

Task 3 Client Care Pack

Send Standard Letter

Client Care Letter

freehold or leasehold criteria applied within letter

Show preview    Open in new tab

Display a message to the user

Prepare TA Forms

Allocate a Web Questionnaire

Client Instructions
– How do clients want sale proceeds sent to them, if any?
– Client 1 account name
– Client 1 bank name
– Client 1 sort code
– Client 1 account number
– Client 2 account name
– Client 2 bank name
– Client 2 sort code
– Client 2 account number
– Client joint account name
– Client joint bank name
– Client joint sort code
– Client joint account number
– Mortgage Lender 1
– Mortgage Lender 1 account number
– Mortgage Lender 2
– Mortgage Lender 2 account number
– Help to Buy Lender
– Help to Buy Lender account number
– Occupier 1 title, forename(s), surname
– Occ 1 address
– Occupier 2 title, forename(s), surname
– Occ 2 address

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)

Add an automatic keydate to matter

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

Task 4 Receipt of Estate Agent’s Memorandum of Sale

Meet unmet keydates by type

client to return signed client care pack

Allocate a Custom Questionnaire

Enter the relevant information for the Purchaser. This information is used to pre-populate letters and fields:

Email

Estate Agent initial letter

Send Standard Letter

Solicitors Initial Letter

Show preview    Open in new tab

Task 5 Draft Contract

Meet unmet keydates by type

prepare contract pack and send to purchaser’s solicitors

Allocate a Custom Questionnaire

Enter the relevant information for the Draft 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

Show preview    Open in new tab

Send Standard Letter

Managing Agent Initial Letter

Criteria Applied – only where the property is leasehold or is freehold subject to contributions towards communal areas

Show preview    Open in new tab

Send Standard Letter

Lender request redemption statement

Criteria applied – only if there is a mortgage/help to buy loan

Show preview    Open in new tab

Email

Estate Agent confirming contract pack sent to purchaser’s solicitors

Email

client confirming contract pack sent to purchaser’s solicitors/mortgage redemption figure requested/written to management company (criteria applied within email template)

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)

Add an automatic keydate to matter

5 days – chase lender for redemption statement if not received (criteria applied) (internal date)

Add an automatic keydate to matter

5 days – chase management company if reply not received (internal date)

Task 6 Received Lender’s Redemption Statement

Meet unmet keydates by type

chase lender for redemption statement

Send Standard Letter

Client received redemption statement

Show preview    Open in new tab

Task 7 Received Management Company initial reply

Meet unmet keydates by type

chase management company if reply not received

Send Standard Letter

Client Rc’d Managing Agent’s Reply

Show preview    Open in new tab

Add an automatic keydate to matter

3 days – has client provided money on account to meet management company costs? (Published description: Client to provide money on account within three days to meet the Management Company’s costs for preparing the Management Pack)

Task 8 Write to Management Company requesting Management pack

Meet unmet keydates by type

has client provided money on account to meet management company costs?

Display a message to the user

Open the Cheque Req app/Browser to raise a requisition for Cheque or bank transfer for management pack

Send Standard Letter

Managing Agent enc. Payment for Pack

Show preview    Open in new tab

Add an automatic keydate to matter

10 days – chase management company for pack if not received (internal date)

Task 9 Send Management Company Pack to purchaser’s solicitors

Meet unmet keydates by type

chase management company for pack if not received

Send Standard Letter

Sol enc. Management Pack

Show preview    Open in new tab

Task 10 Received enquiries from purchaser’s solicitors

Meet unmet keydates by type

chase purchaser’s solicitors for enquiries if not received

Send Standard Letter

Client enc. Enquiries

Show preview    Open in new tab

Email

Estate Agent confirming enquiries received and sent to client for replies

Task 11 Replies to enquiries

Send Standard Letter

Sol Replies to Enqs.

Show preview    Open in new tab

Email

client confirming replies to enquiries sent to purchaser’s solicitor

Add an automatic keydate to matter

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)

Add an automatic keydate to matter

3 days – chase purchaser’s solicitor for TA13 if not received (internal date)

Task 12 Contract to client

Send Standard Letter

Client enc. Contract for Signature

Show preview    Open in new tab

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)

Task 13 Contract to Occupier

Meet unmet keydates by type

chase client for return of signed contract

Send Standard Letter

Occupier enc. Contract for signature

Show preview    Open in new tab

Add an automatic keydate to matter

3 days – chase the occupier for return of the signed contract (Published description: The Occupier is to return the signed Contract within three days)

Task 14 Approve Draft Transfer

Meet unmet keydates by type

Chase purchaser’s solicitor for TR1 if not received

Send Standard Letter

Sol Approving TR1

Show preview    Open in new tab

Send Standard Letter

Client Sending TR1 for Signature

Show preview    Open in new tab

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)

Task 15 Replies to TA13

Meet unmet keydates by type

chase purchaser’s solicitor for TA13 if not received

Display a message to the user

Prepare Replies to TA13

Send Standard Letter

Sol enc. Replies TA13

Show preview    Open in new tab

Task 16 Draft Completion Statement for client’s information

Allocate a Custom Questionnaire

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

Send Standard Letter

Completion Statement

Show preview    Open in new tab

Send Standard Letter

Client enc. Draft Completion Statement

Show preview    Open in new tab

Task 17 Pre-Exchange Checklist

Allocate a Custom Questionnaire

Enter the relevant information for the Pre-Exchange. This information is used to pre-populate letters and fields:

Task 18 Exchange

Meet unmet keydates by type

chase client for signed contract

Meet unmet keydates by type

chase the occupier for return of the signed contract

Allocate a Custom Questionnaire

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

Email

Estate Agents exchange/request invoice email

client confirming exchange

Send Standard Letter

Client Confirm Exchange

Show preview    Open in new tab

Send Standard Letter

Sol Exchange Letter

Show preview    Open in new tab

Send Standard Letter

Lender Request Final Redemp Stat

Show preview    Open in new tab

Add a keydate linked to dossier field

1 week before completion – set file up for completion

Task 19 Pre-Completion

Meet unmet keydates by type

chase client for signed Transfer

Allocate a Custom Questionnaire

Enter the relevant information for the Pre-completion. This information is used to pre-populate letters and fields:

Send Standard Letter

Invoice Template

Show preview    Open in new tab

Send Standard Letter

Client enc. Final Comp Stat

Show preview    Open in new tab

Display a message to the user

open the cheque req app/browser to enter requisitions for completion

Task 20 Completion

Allocate a Custom Questionnaire

Enter the relevant information for the Clients New Address. This information is used to pre-populate letters and fields:

Send Standard Letter

Sol Completion Letter

Show preview    Open in new tab

client confirming completion of sale

Send Standard Letter

Client Confirm Completion

Show preview    Open in new tab

Send Standard Letter

Estate Agent Completion Letter

Show preview    Open in new tab

Send Standard Letter

Lender Confirm Completion

Show preview    Open in new tab

Task 21 Post Completion

Send Standard Letter


Sol send evidence of mtg discharge

Show preview    Open in new tab

Document pack for this workflow

Client Care Letter

Show preview    Open in new tab

Solicitors Initial Letter

Show preview    Open in new tab

Sol Sending Contract Pack

Show preview    Open in new tab

Managing Agent Initial Letter

Show preview    Open in new tab

Lender request redemption statement

Show preview    Open in new tab

Client received redemption statement

Show preview    Open in new tab

Client Rc'd Managing Agent's Reply

Show preview    Open in new tab

Managing Agent enc. Payment for Pack

Show preview    Open in new tab

Sol enc. Management Pack

Show preview    Open in new tab

Client enc. Enquiries

Show preview    Open in new tab

Sol Replies to Enqs.

Show preview    Open in new tab

Client enc. Contract for Signature

Show preview    Open in new tab

Occupier enc. Contract for signature

Show preview    Open in new tab

Sol Approving TR1

Show preview    Open in new tab

Client Sending TR1 for Signature

Show preview    Open in new tab

Sol enc. Replies TA13

Show preview    Open in new tab

Completion Statement

Show preview    Open in new tab

Client enc. Draft Completion Statement

Show preview    Open in new tab

Client Confirm Exchange

Show preview    Open in new tab

Sol Exchange Letter

Show preview    Open in new tab

Lender Request Final Redemp Stat

Show preview    Open in new tab

Invoice Template

Show preview    Open in new tab

Client enc. Final Comp Stat

Show preview    Open in new tab

Sol Completion Letter

Show preview    Open in new tab

Client Confirm Completion

Show preview    Open in new tab

Estate Agent Completion Letter

Show preview    Open in new tab

Lender Confirm Completion

Show preview    Open in new tab

Sol send evidence of mtg discharge

Show preview    Open in new tab