Let’s Progress This Further

I’ve got some bad news for you, I’m afraid. We’re moving from what many consider the most exciting part of estate agency — agreeing deals on properties — into what is widely regarded as the most frustrating: sales progression. The frustration comes from the sheer number of moving parts involved and the outdated, manual processes that dominate the UK’s post-sale system. While we live in an age where digital solutions deliver instant results, much of this process is still paper-based and slow, often taking weeks or even months to complete.

So, let’s pick up where we left off. A sales memorandum has been issued, and solicitors have been instructed to begin the legal proceedings. That’s a solid start. The seller’s solicitor will now issue a draft contract pack to the buyer’s solicitor, containing everything from title plans and land registry details to property information forms and leasehold documents. Ideally, this pack should be sent within two weeks of the offer being accepted. If it isn’t, it’s time to chase, as the buyer’s solicitor won’t begin their work until they receive it.

One of the first things the buyer’s solicitor will request is money on account. This is essentially a deposit to cover the cost of searches, which typically costs between £300 and £400. These searches, which are nonrefundable, signal that the buyer is serious about proceeding. The three main searches include water and drainage, local authority, and environmental checks. The water and drainage search focuses on whether the property is connected to a main water supply and its drainage systems. The local authority search covers planning permissions, zoning, and potential developments that might affect the property. Environmental searches examine risks such as contamination, subsidence, or nearby hazards. Of these, the local authority search is often the slowest due to its manual nature. Ordering these searches as early as possible is crucial, as delays here can ripple through the entire process.

Once these searches are complete, the buyer’s solicitor will begin raising enquiries. This involves asking questions about any unclear aspects of the documents and search results, such as planning applications or maintenance records. The answers to these questions are vital to ensuring the buyer and their solicitor are satisfied with the property’s condition and legal standing.

In parallel with these legal proceedings, the buyer will typically be working on their mortgage application. Like the searches, this can be a drawn-out process, particularly if additional documents such as pay slips are required. Many lenders also conduct a mortgage valuation, sending a surveyor to assess the property’s value and structural soundness. This is primarily to ensure that the lender’s investment is safe and that the property is worth the agreed sale price. Buyers may also opt for a structural survey, which is more detailed. These surveys can uncover issues that may lead to renegotiations if the buyer feels the agreed price doesn’t reflect the property’s condition.

One potential pitfall during surveys is the seller inadvertently creating issues by oversharing. Sellers who accompany surveyors might point out minor flaws or even express disbelief at the agreed price, potentially leading to a down valuation or a loss of confidence in the deal. To avoid this, sellers should ideally vacate the property during the surveyor’s visit. If you, as the agent, attend the valuation, you can provide the surveyor with comparable local sales that support the agreed price, helping to solidify the property’s value in their assessment.

Once all parties are satisfied with the surveys, searches, and enquiries, the solicitors will prepare to exchange contracts. This is the point where the sale becomes legally binding. The buyer must deposit funds with their solicitor, typically 10% of the purchase price, and a completion date is agreed upon. Completion is the day everyone moves, and all ownership transfers are finalized.

Throughout this process, the key to avoiding delays is consistent communication and follow-up. As the agent, you’ll often act as the middleman, ensuring paperwork doesn’t sit unfinished. A structured diary and CRM system are invaluable for tracking what’s outstanding and keeping all parties accountable. Regular weekly updates are a good baseline, though at the beginning and end of the process, more frequent check-ins may be necessary. Start by contacting the buyer’s solicitor to understand any outstanding issues, then follow up with the seller’s solicitor and clients as needed.

One golden rule: avoid discussing moving dates too early. Speculating on dates before the sale is close to completion can set unrealistic expectations, leading to disappointment and frustration if delays occur. When the time comes to discuss dates, gather several options from the seller and present them to the buyer to streamline the process.

Sales progression is time-intensive, averaging 10–15 hours of work per property. Many agents choose to outsource this task, freeing themselves to focus on generating new business. However, handling a few sales personally early on is invaluable for understanding the process. The better you grasp the nuances, the easier it will be to oversee or delegate this part of your business.

Ultimately, success in sales progression is all about preparation and persistence. Set the deal up correctly from the start, stay on top of the paperwork, and chase up delays promptly. While it may not be the most glamorous part of the job, a well-managed sales progression ensures smooth transactions, happy clients, and — most importantly — quicker payouts.