How to Work with Conveyancers Without Losing Your Mind: 5 Things Great Agents Do Differently

Are you spending too much time chasing conveyancers for updates that still leave you none the wiser?

Are sellers calling you for answers you do not have, while buyers are becoming anxious and the chain seems to move at its own pace?

You are not alone. Conveyancing can be one of the most frustrating parts of a property transaction, particularly when communication is vague, responsibilities are unclear or every update requires another follow-up call.

But the answer is not to blame conveyancers or chase them harder. They are managing heavy caseloads, lenders, searches, clients, other solicitors and a long list of legal requirements. The best estate agents recognise that pressure and still find practical ways to keep communication clear.

Here are five habits that make a real difference.

1. They ask specific questions, not “Any updates?”

“Any updates?” is understandable, especially when a transaction appears to have gone quiet.

The problem is that it is broad. The person answering may not know which part of the transaction you are concerned about, so you may receive a general response that does not help you move anything forward.

Great agents ask focused questions linked to a specific milestone.

For example:

• Has the contract pack been issued to the buyer’s conveyancer?

• Have the searches been ordered, and when are they expected back?

• Are any enquiries still outstanding?

• Who is responsible for answering those enquiries?

• Has the buyer received their mortgage offer?

• Are there any conditions attached to the mortgage offer?

• Has the seller signed the contract?

• Is the proposed exchange date still realistic?

• Is anything needed from the agent, buyer or seller?

These questions are easier to answer and create a much clearer record of what happens next.

They also help you identify the difference between a genuine delay and a transaction that simply needs one missing document, response or decision.

A useful format is:

What has been done? What is outstanding? Who needs to act? What is the expected timescale?

That structure works whether you are speaking to a conveyancer by phone or sending a short email.

It also shows respect for their time. You are not asking them to retell the entire file history. You are asking for the information needed to keep the transaction moving.

2. They agree useful update points early

Waiting until communication becomes difficult is rarely helpful. A better approach is to agree how updates will work at the start of the transaction.

That does not need to be complicated. You might agree:

• A weekly progress call or email

• The best contact method for urgent matters

• A realistic response time for calls and emails

• The information each party will include in an update

• How predicted exchange and completion dates will be reviewed

The Conveyancing Association’s Best Practice Guide for conveyancers and estate agents recommends regular, structured communication, including weekly updates that explain action taken, the next action due and the expected timescale.

That kind of structure removes some of the uncertainty from the process.

A useful weekly update might cover:

1. The current stage of the transaction

2. What has been completed

3. What remains outstanding

4. Who is responsible for the next action

5. Whether the expected date is still achievable

You may also want to agree additional contact when exchange is approaching, a problem has been identified or the chain changes.

The aim is not to create more meetings or emails. It is to make each contact useful.

When everyone knows when an update is expected, you spend less time wondering whether to chase. Conveyancers also have a clearer opportunity to raise problems before they become urgent.

3. They separate responsibility clearly

Many transactions slow down because responsibility becomes blurred.

An agent is waiting for the buyer’s solicitor. The buyer’s solicitor is waiting for the buyer. The buyer is waiting for a mortgage valuation. Meanwhile, the seller assumes the agent is handling everything.

Sales progression works better when everyone understands who owns each action.

Estate agents are often responsible for coordinating communication, managing expectations and keeping the chain visible. Conveyancers are responsible for legal work and advising their clients. Buyers and sellers must provide information, sign documents, make decisions and respond to requests.

Those responsibilities overlap, but they are not interchangeable.

For example, an agent can ask whether an issue has been identified and whether anything is needed from the seller. The agent should not provide legal advice or interpret a title issue on the conveyancer’s behalf.

Similarly, a conveyancer may explain that enquiries remain outstanding, but the agent can help make sure the client understands the practical urgency of responding.

A simple action log can help:

Action	Owner	Date requested	Expected by	Status
Provide building certificate	Seller	12 September	15 September	Awaiting
Respond to enquiry	Seller’s conveyancer	13 September	20 September	In progress
Confirm mortgage offer	Buyer’s conveyancer	13 September	18 September	Complete

This does not need to be a complicated system. It could be part of your existing sales progression notes.

The important thing is to avoid vague statements such as “the solicitors are dealing with it”. That phrase hides the information you need. Which solicitor? Dealing with what? By when?

Clear ownership gives you something practical to report and makes it easier to spot when an action has stalled.

4. They chase respectfully, with context

Chasing is part of the job. The difference is how you do it.

A message that says, “Please update urgently” may express your frustration, but it does not give the conveyancer enough information to respond efficiently.

A better chase explains why you are contacting them, what you need to know and how you can help.

For example:

We are due to update the seller tomorrow and wanted to check two points. Have the remaining enquiries now been answered? If not, could you confirm which items are outstanding and whether anything is needed from the seller? The chain is working towards exchange on 27 September. Does that remain realistic from your side, or should we reset expectations? Please let us know if there is anything we can do to help move matters forward.

This approach is firm without being confrontational.

It also recognises that not every delay sits with the conveyancer. Searches may be delayed. A lender may need more information. A management company may be slow to provide a leasehold pack. A client may not have returned signed documents.

Context helps everyone focus on the next practical step rather than looking for someone to blame.

For urgent or complicated matters, a phone call is often more effective than a long email chain. Follow it up with a short written summary so there is a clear record of what was agreed.

You should still escalate when communication has broken down or a serious risk is emerging. Respectful does not mean passive. It means being clear, professional and focused on a solution.

5. They translate progress into plain-English client updates

Your clients do not need a copy of every legal conversation. They need to understand what is happening, what it means and what they need to do next.

That is where a good agent adds real value.

Instead of saying:

The solicitor is awaiting replies to enquiries.

You might say:

The buyer’s conveyancer has raised some questions about the property. Your conveyancer is reviewing them and will respond once they have the relevant information. We are checking which questions remain outstanding and will update you again by Friday.

Instead of:

The searches are back.

You could explain:

The searches have been returned and the buyer’s conveyancer is reviewing them. This is one of the checks carried out before the buyer can be advised to exchange contracts. We will confirm when we know whether anything further is required.

This keeps the update accurate without drifting into legal advice.

It also helps you manage expectations. Clients can cope with delays more easily when they understand the reason, the next step and when they will hear from you again.

Try to include three things in every client update:

• Where the transaction is now

• What happens next

• When you will update them again

Avoid promising certainty where none exists. “We are working towards exchange next week” is safer and more honest than “You will exchange next week”.

Consistent updates protect trust, even when the news is not perfect. Silence, vague language and unexplained changes are much more likely to damage the relationship.

Better communication protects your time and your reputation

Working well with conveyancers is not about having unlimited patience or chasing every file all day.

It is about creating a clear rhythm of communication, asking useful questions and making sure each person understands their next action.

That takes organisation. It also takes time, especially when your team is already handling valuations, viewings, offers, instructions and new business.

If sales progression is taking you away from the work that grows your agency, our outsourced sales progression service can provide people-led support during business hours. We work as an extension of your agency, communicating with conveyancers, monitoring actions and keeping clients updated in a calm, professional way.

You remain in control of the relationship and the service your agency provides. We simply help make sure agreed sales continue to receive consistent attention.

Good transactions are built on good communication. If you want more structure, fewer unanswered questions and more time to focus on your agency, take a look at our outsourced sales progression for estate agents and see how we can support your pipeline.