An Overview of Sales Progression

As an Estate Agent, it is important to keep your client up to date on the progression of the sale. This can be time consuming and a lot of back and forth with solicitors.

As a business, we would much rather you focus on generating leads and onboarding new clients, so we have outsourced all of our sales progression to 2 independent contractors

 – CompleteASAP who charge £250 per transaction. They will keep you and your client up to date with regular checkins

• EasyProgression who charge £350 per transaction. These are more bespoke, they answer the calls as our company, they have our email address and you can even add them to our whatsapp groups for clear updates.

These fees are deducted from your sales commission at the end of the transaction.

Alternatively, if you have experience with sales progression, please feel free to do this yourself.

 

Here is a breakdown of how sales progression looks like for you;

1️⃣ Offer Accepted

Goal: Confirm the deal and formally start the process.

Tasks:

• Confirm acceptance in writing to both buyer and seller.

• Prepare and issue the Memorandum of Sale (MoS) to:

  • Buyer and seller

  • Both solicitors/conveyancers

  • Any mortgage broker involved

• Verify proof of funds (bank statement, mortgage in principle, etc.)

• Record all details in your CRM or sales progression tracker.

✅ Key documents:

• Memorandum of Sale

• Proof of ID (AML compliance)

• Proof of funds or mortgage agreement in principle

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2️⃣ Instruct Solicitors

Goal: Ensure both parties have legal representatives ready.

Tasks:

• Confirm each party’s conveyancer or solicitor.

• Check both have been formally instructed to act.

• Provide solicitors with the MoS and any supporting documents.

• Encourage prompt return of client care packs and property information forms (TA6, TA10, TA7 if leasehold).

⚙️ Tip: Early solicitor instruction significantly reduces delays later.

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3️⃣ Prepare the Draft Contract Pack

(Handled by the Seller’s Solicitor)
Goal: Get the legal paperwork ready for review by the buyer’s solicitor.

Contents of the contract pack:

• Draft sale contract

• Title deeds / Land Registry documents

• Property information forms (TA6, TA10, TA7)

• Energy Performance Certificate (EPC)

• Fixtures and fittings list

• Leasehold details (if applicable)

The seller’s solicitor sends this pack to the buyer’s solicitor to begin the legal process.

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4️⃣ Mortgage and Survey Stage

Goal: Buyer secures finance and valuation.

Tasks for the agent:

• Confirm the buyer has submitted their full mortgage application.

• Liaise with the mortgage broker or lender to confirm progress.

• Ensure the valuation survey is booked and completed.

• Follow up to confirm valuation results (e.g., “down-valuations” can cause renegotiation).

📅 Typical timeframe: 1–3 weeks after offer accepted.

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5️⃣ Legal Enquiries and Searches

Goal: Buyer’s solicitor checks for issues and raises questions.

Tasks for the agent:

• Monitor progress between both solicitors.

• Buyer’s solicitor orders:

  • Local authority search

  • Drainage and water search

  • Environmental search

  • (Sometimes) mining or chancel repair liability search

• Buyer’s solicitor raises enquiries based on contract pack and searches.

• Seller’s solicitor answers these enquiries — sometimes multiple rounds.

📌 Common delays: Waiting on management packs (for leaseholds) or slow local searches.

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6️⃣ Chain Management

Goal: Keep all transactions in sync if part of a chain.

Tasks for the agent:

• Communicate regularly with other agents in the chain.

• Track the readiness of each link (mortgage offer, survey, legal stage).

• Coordinate proposed exchange and completion dates across all parties.

🕓 Good agents call or email weekly — proactive updates prevent fall-throughs.

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7️⃣ Mortgage Offer Issued

Goal: Confirm buyer’s finance is secured.

Tasks:

• Obtain confirmation that the formal mortgage offer has been issued.

• Ensure the buyer’s solicitor has a copy.

• Note any conditions in the offer (e.g., retention amount, repair clauses).

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8️⃣ Exchange of Contracts

Goal: Sale becomes legally binding.

Preconditions:

• All enquiries answered and approved

• Buyer’s mortgage offer issued

• Deposit (usually 10%) ready for transfer

• Completion date agreed

Tasks for the agent:

• Confirm both solicitors are ready to exchange.

• Update both parties once contracts have exchanged.

• Mark the sale as “Sold – STC to Exchanged”.

💰 At this stage:
If the buyer withdraws, they lose their deposit.
If the seller withdraws, the buyer may sue for costs.

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9️⃣ Completion

Goal: Final legal transfer of ownership.

Tasks for the agent:

• Confirm funds have been transferred to the seller’s solicitor.

• Ensure keys are released once completion confirmed.

• Update marketing systems (property portals, boards, CRM) to “Sold”.

• Send congratulatory emails or handover packs.

📦 Completion day = move-in day for the buyer!

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🔟 Post-Completion Follow-Up

Goal: Close the file professionally and maintain goodwill.

Tasks:

• Check that the seller has received sale proceeds.

• Offer to assist with removal of boards or marketing follow-ups.

• Request testimonials or reviews.

• Record completion date for future marketing analytics.