Client intake checklist for property law matters
Property intakes are deadline-driven — cooling off, finance and settlement dates all run from day one. This checklist walks through the standard opening steps.
This is a 12-step intake checklist for a property law or conveyancing matter. It covers party identification, title, finance, deadlines, costs and scope so the file opens correctly.
The checklist
Identify all parties to the transaction
Record full legal names, entities and capacity (e.g. trustee, company). Joint purchasers must all be verified.
Verify client identity
Complete VOI in accordance with the relevant state e-conveyancing rules.
Run a conflict check
Search for the other party, agents and any related transactions. Joint representation is generally not permitted.
Confirm the contract is signed
Obtain a signed copy. Identify the date of contract — this starts cooling off and finance periods.
Search the title
Order a current title search and identify any encumbrances, covenants or caveats.
Identify cooling off status
Identify whether cooling off applies and whether it has been waived by a s 66W certificate (NSW) or equivalent.
Diary the finance date
Record the finance approval date and diary a reminder 3-5 business days prior.
Diary the settlement date
Record the settlement date and any condition periods. Set early reminders.
Identify stamp duty and grants
Check eligibility for concessions, first home buyer grants and foreign purchaser surcharges.
Gather ancillary documents
Contract, s 32 / s 149 certificate, strata reports, building reports and loan documents.
Provide costs disclosure
Issue a costs agreement and disclosure notice covering scope, rates and disbursements.
Open the file in the e-conveyancing workspace
Create the matter in PEXA or the relevant workspace, invite the other side and save an intake note.
When this checklist applies
Use this checklist on every new conveyancing or property intake. The finance and settlement dates must be diarised at the first call.
Common pitfalls
- Missing the cooling off or finance deadline
- Acting on joint instructions where there is a conflict
- Not ordering the title search early enough
- Missing a foreign purchaser surcharge
- Failing to identify a caveat or unregistered interest
Run this checklist on a real matter
Quillio drafts contract review notes, special conditions and intake memos for conveyancing matters. See /practice-areas/property-lawyers.
This checklist is a general guide. Adapt for commercial property, off-the-plan purchases and multi-jurisdictional transactions.
Use this checklist on your matter.
Quillio can run this checklist on a specific NSW conveyancing matter — confirm each item, calculate adjustments, and generate the supporting documents. The free trial requires no credit card.
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