“Safe Harbour.” We hear this term thrown around in conveyancing teams a lot, but what does it really mean? And is it something you have to do?

Over the years, property fraud has become quite the headache for conveyancers. Fraudsters have been selling properties they don’t own, running off with the cash, and leaving buyers high and dry. The Solicitors Regulation Authority even flagged vendor fraud as an emerging risk in its latest AML Sectoral Risk Assessment.

Naturally, after case law like Dreamvar, lawyers are pretty nervous about getting it wrong. It’s the case that changed the liabilities and responsibilities of lawyers and conveyancers when dealing with residential property transactions. For those who aren’t familiar with the specifics of the case of Dreamvar, here’s what happened…

A fraudster managed to sell a London property worth around £1 million by impersonating the real seller. After the sale, the fraudster (and the money) disappeared into thin air. Fortunately, the Land Registry caught the fraud when the transfer documents came through, so the title never changed hands.

But poor Dreamvar was left with no property and no cash, so they took legal action against their solicitors, alleging negligence and breach of trust. They also sued the fraudster’s solicitor for failing to spot the fraud. Initially, only Dreamvar’s solicitor was found liable, which seemed harsh to many, as the fraudster’s solicitor hadn’t done enough to verify their client’s identity under Money Laundering Regulations (MLR).

The case eventually made its way to the Court of Appeal. There, the judge determined that the solicitors representing the fraudulent property seller should also shoulder some responsibility alongside those representing the deceived buyer for any incurred losses.

Following this, the Law Society updated its Conveyancing Protocol. Now, if you’re acting for the seller (especially if you’re a Conveyancing Quality Scheme (CQS) firm), you need to:

• request details of the bank account for the sale proceeds and
• obtain evidence that the account belongs to the seller, showing that they have had and been using the account for at least 12 months and
• confirm proceeds will only go to that account

This is a great way to ensure the purchase funds are going to the correct person! But let’s face it, fraudsters are still out there trying their luck. Take the case of a Vicar in 2021, who came home to find his house gutted and the locks changed. Someone had stolen his identity and sold his home – and this time, the Land Registry approved the title transfer. It took him two years of legal battles to get his house back!

Safe Harbour protects conveyancers who might unknowingly get caught up in a fraudulent transfer, as the Land Registry won’t hold them liable. The aim is that, by applying the Safe Harbour standard properly, you’ll spot a fraudulent seller right from the start.

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This is an excerpt of a guest article written by Kayleigh Smale, of Smale Compliance. To continue reading on the Safe Harbour Standard and its potential implications for your business, you can download our detailed guide: Mastering AML compliance in 2025, which is additionally packed with in-depth analysis and actionable information designed to help you navigate the world of Anti-Money Laundering effectively.

On the latest episode of Landmark Talks Property, we sat down with Landmark’s Group Sustainability Director, Chris Loaring, and OneSearch Managing Director, Liz Jarvis, to discuss sustainability in conveyancing.

This conversation explores the critical role of sustainability in the real estate sector, highlighting the challenges and opportunities that arise from climate change reports and regulatory requirements. Chris Loaring discusses the importance of education, the need for support in navigating complex regulations, and the benefits for firms that adopt sustainable practices early. The dialogue emphasizes the evolving landscape of consumer expectations and the necessity for firms to engage with sustainability initiatives proactively.

To read the blog which accompanies this audio podcast, please click here.

To listen to more Landmark Talks Property episodes on Spotify, click here.

To find out more on Landmark’s sustainability offering, and for the opinions from experts across the property industry including Latham & Watkins, Taylor Wimpey, Savills, please visit ⁠sustainability.landmark.co.uk⁠

The state of play

The UK is once again counting down to a looming Stamp Duty deadline, evoking memories of a post-lockdown 2022 Britain.

The market has been chock-a-block with activity from first time buyers for the past few months. Recent home mover activity figures are as high as 64% for the end of 2024 and again at the start of 2025, with buyers having one eye on cheaper mortgage deals, and another on the prospect of higher buying costs on the horizon.

However, the time it takes to complete isn’t improving; average turnaround times continue to creep up and up, meaning those taking their first daunting step onto the housing ladder may fall short of the deadline, especially if part of a larger chain of purchases.

This of course means talk of the dreaded F-word: Fall-throughs. Recent research suggests numbers are rising again in the UK, with an estimated 84,079 fall-throughs during the third quarter of 2024 – the highest quarterly total seen since they peaked in Q3 2022.

The solution

Within a few weeks, SDLT thresholds will revert to pre-relief levels, and many thousands will be faced with the reality of having to amend budgets, or worse, restart from square one, with one of the potential causes being the turnaround time for searches.

OneSearch Express offers the perfect solution, combining the speed of a no-search indemnity policy – created in partnership with Lloyd & White Community Broking Ltd – with the crucial insights of a comprehensive property data report, allowing conveyancers to transact typically within just 24 hours.

And this year OneSearch Express celebrates its tenth birthday, with around 25,000 orders having been placed since 2015.

Liz Jarvis, Managing Director at OneSearch, said: “We know all too well how frustrating it is when Local Authority searches drag on. This creates a huge backlog, especially when caseloads are already bursting at the seams, and it puts immense stress on clients.

“That’s why we designed OneSearch Express – to take some of that pressure off. It gets things moving quickly and efficiently, so homebuyers can settle into their new place sooner, and solicitors can get on with their next case.

“To be here ten years later, talking about how it is still a vital asset for conveyancers, is a fantastic achievement”

What is OneSearch Express?

OneSearch Express provides cover in place of the following searches, which can often cause hold-ups in the conveyancing process:

• A full Chancel Repair Liability search
• A Search of the Local Land Charges Register form LLC1
• A Search of CON29R and/or CON29O records
• A Search of Water and Drainage records on CON29DW
• A search of the Coal Authority’s records on form CON29M
• An environmental risk assessment (excludes Commercial Express)

This allows conveyancers to proceed quickly, even when time is of the essence.

John Margett, Client Relationship Manager at OneSearch, added: “OneSearch Express has been so well received over the past ten years, turning many potential fall-throughs into completions from our clients.

“The key that makes Express unique is our data, something that distinguishes us from other search companies. OneSearch are the only company to possess an extensive database of real-time Local Enquiries information, which we have been collecting over the course of 30-plus years.

“Every single piece of data is meticulously triple checked, and that’s exactly the same process for Express”

OneSearch Express is available for a selection of different sale types, including existing residential, commercial, new build, and more.

John continued: “We offer Express in instances where it makes the most sense, such as remortgages, where in many instances very little has changed since the first Local Search was carried out. House sales for new builds can be considered as well, as the typical exchange is required within 28 days.”

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The property transaction process is a complex jigsaw puzzle involving multiple pieces – conveyancers, estate agents, lenders, surveyors, and, of course, the buyers and sellers themselves. Typically, these groups have often operated in silos, with communication barriers and information gaps hindering efficiency and causing frustration for everyone involved.   

However, there’s a growing recognition that breaking down these silos and fostering a collaborative approach is crucial for streamlining transactions, reducing stress, and improving the overall experience for all involved. When asked what would make the biggest positive impact to their productivity and business success, 43% of responders to Landmark’s recent market research suggested that less chasing between stakeholders was top of their list of requests, as well as greater transactional visibility (29%). 

So, what are the first steps? Understanding the issue at hand is the first jigsaw piece.   

Silos: the unwavering obstacle in property transactions 

There are several headaches that could potentially occur when all parties involved in a property transaction work in isolation from each other: 

• Communication breakdowns: Information gets lost in translation, leading to misunderstandings, delays, and errors. Sometimes key knowledge may only be known by one person, leaving transactions susceptible to annual leave, sickness, or departures. 

• Duplication of effort: Different parties may end up requesting the same information or performing the same tasks, wasting time and resources. 

• Lack of transparency: Buyers and sellers may end up left in the dark about the progress of their transaction, leading to stress and frustration. 

• Increased risk: Without a clear overview of the entire process, potential risks and issues may be missed or addressed too late. 

Elizabeth Jarvis, Managing Director of OneSearch echoed this point in a recent industry roundtable discussion: “One of the biggest frustrations [in the industry] that is wasting time really is chasing one another through all different parts of the process.” 

“I wonder why it has taken a really long time,” Elizabeth continued, “It feels like the thing that we’ve never really been able to solve is this transparency or ability to see what other people are doing, putting information in a central place where everyone can access it together instead of it being phone calls and emails.” 

The recent survey highlighted these issues, with 53% of responders listing the length of time it takes to complete a transaction as the biggest frustration, with poor communication (31%) not far behind. 

The Benefits of Collaboration 

In contrast, a collaborative approach to property transactions offers numerous advantages: 

• Streamlined communication: A centralised platform or system allows for seamless information sharing between all parties, reducing delays and preventing miscommunications.   

• Increased efficiency: By working together, parties can avoid duplication of effort, optimise workflows, and accelerate the transaction process.   

• Improved transparency: Clients have a clear view of the progress of their transaction, reducing stress and building trust, without too much of a bombardment of communications. 

• Reduced risk: A collaborative approach allows for early identification and mitigation of potential risks, ensuring a smoother and more secure transaction. 

• Enhanced client satisfaction: A more efficient, transparent, and collaborative process leads to a better overall experience for buyers and sellers. 

Technology at the heart of progress 

Technology plays a crucial role in facilitating collaboration in property transactions. Digital platforms and tools can:   

• Create a central hub: Provide a single source of truth for all transaction-related information, accessible to all parties. 

• Automate tasks: Reduce manual effort and streamline workflows, freeing up time for more valuable activities. This includes checking of potentially incomplete documents, so that time isn’t wasted when this is discovered weeks after uploading. 

• Facilitate communication: Enable real-time communication and collaboration between parties, regardless of location. 

• Enhance transparency: Provide clients with online access to their transaction documents and progress updates. 

Rob Steadman, Sales Director within Landmark Information Group, who also participated in the roundtable, noted that future offerings from Landmark were placed to be an ideal solution. 

“There’s potentially new things that [Landmark] are bringing to the market, which is harnessing the power of AI. The fact that we touch across the whole property ecosystem so that gives us a really good insight into transactions” 

“We’re excited really with the position that we’re in…almost to have a vault that’s very clear, very secure.” 

The Role of Conveyancers in Driving Collaboration 

Conveyancers are uniquely positioned to champion collaboration in property transactions. They act as a central point of contact for various stakeholders and have a vested interest in ensuring a smooth and efficient process, such as:  

• Advocate for technology adoption: Encourage the use of digital platforms and tools that facilitate collaboration. 

• Promote open communication: Establish clear communication channels and protocols with other parties. 

• Educate clients: Explain the benefits of a collaborative approach and encourage client participation. 

• Build strong relationships: Foster trust and mutual understanding with estate agents, lenders, and other stakeholders. 

Breaking down silos and fostering collaboration is not just beneficial – it’s essential. By embracing technology, improving communication, and working together, all stakeholders can contribute to a more efficient, transparent, and client-centric process. 

The individuals within the conveyancing sector have a key role to play in driving this change. By championing collaboration, conveyancers can enhance their own expertise, improve client satisfaction, and contribute to a more streamlined and efficient property market. 

The conveyancing sector is facing a perfect storm of challenges as 2025 gets up to full speed. Regulatory burdens and economic uncertainty, to the rise of AI and automation, all whilst battling clients demands and expectations; it’s a complex industry landscape, perhaps more so than ever before. 

However, amongst these challenges, a spirit of resilience and proactivity is emerging. Conveyancers are taking control of the controllables; embracing innovation and seeking solutions to streamline processes and improve efficiency. 

This shift in mindset is evident in the recent market research from Landmark Information Group. Over half of responders (52%) are now taking matters into their own hands by assigning workloads more effectively, while 34% are digitising more processes. Proactively sourcing new business and investing in improved training are also high on responders 2025 priorities. 

What Tech Can Do For You 

Understanding and integrating new technology can be a daunting task for conveyancing firms, especially with the rapid pace of recent advancements. 

“Everybody’s grappling with the fact that the technological capabilities [in conveyancing] are accelerating at such a pace,” admitted Rob Steadman, Sales Director within Landmark Information Group.  

“If you deploy AI today, tomorrow there’s almost like the next better version of AI to change it.” 

Liz Jarvis, Managing Director of OneSearch highlights the need for dedicated education and training: “There’s an assumption by a lot of people that there’s all this information out there about tech, prop tech, and AI technology, and how it can help your firm. But actually, I don’t think that that’s fully translated into how it can be adopted. 

“I think conveyancers and others doing this role, they actually need a lot more information about what that can do [for them] specifically, rather than big noise of a release of this technology. What does it mean to me and to my firm? How long will it take me? How long and what cost will it take for this to embed in my business? 

“There’s the worry, what if I invest this money now? Is it obsolete in 12 months’ time?” 

The feels are reflected in the market research; 62% of respondents listed the knowledge gap within their team as an aspect which has challenged progress, as well as the slow pace of change towards a digital outlook (62%). 

Collaboration and Communication: Bridging the Gaps 

Another key theme for 2025 is the need for improved communication and collaboration among all stakeholders in the property transaction process. Participants highlighted the frustration caused by chasing information and the lack of transparency in the system. 

Liz Jarvis continued along this point: “One of the biggest frustrations and things that is wasting time really is that chasing one another through all different parts of the process whether it would be a surveyor, an estate agent, the other side of the transaction, the purchaser or the vendor. 

“I wonder why it’s taken a really long time. It feels like the thing we’ve never really been able to solve is this transparency or ability to see what other people are doing, putting information in a central place where everyone can access it together instead of it being phone calls and email.” 

This desire for greater transparency and collaboration points to the need for solutions that can bring all stakeholders together in a central hub, providing a single source of truth and facilitating seamless information sharing. 

Looking Ahead: A Call for Bold Leadership and Continued Innovation 

The recent market research from Landmark paints a picture of a sector that is facing challenges head-on, embracing innovation, and actively seeking solutions to improve efficiency and client experience. Conveyancers are taking control, demanding more from technology providers, and prioritising collaboration and communication. 

Moving forward, direction and continued innovation will be crucial. As Rob Steadman emphasised, “It’s going to come down to bold leadership across the sector to be clearly heard as to what their priorities are.” 

By working together, conveyancers, technology providers, and other stakeholders can create a more efficient, transparent, and client-centric property transaction process. The challenges are real, but the opportunities are even greater. 

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The Landmark 2024 residential conveyancing survey tells a ‘tale of two halves’. One is about hope for economic stability as we enter autumn with listings and sales volumes rising, and interest rates falling. The other is about how conveyancers are still struggling with slow transaction times, insufficient resources, and general lack of transparency. For more details, be sure to download the market research results today.

Sustainability is not just a trend; it is a fundamental shift reshaping the property sector. As climate change concerns evolve and environmental regulations tighten, conveyancers, at the business end of property transactions, are pivotal in guiding clients through all the complexities.

But how, with increasing expectations from home buyers, can small law firms adopt sustainable practices to survive and thrive?

Following the release of Landmark’s reflections and predictions sustainability guide, OneSearch Managing Director, Liz Jarvis, sat down with Landmark’s Group Sustainability Director, Chris Loaring, to discuss sustainability in the property industry and how conveyancers can adapt practices to meet new challenges and expectations.

Sustainability is no longer optional

In 2024, Landmark research showed 93% of property professionals say their clients are concerned about the future threat of climate change. They are increasingly conscious of impacts, energy costs and future-proofing their investments and want to understand flood risks and energy efficiency and how environmental considerations directly affect their property’s value.

This will only increase as the new generation of first-time buyers – typically around 40% of the market – drive conversations, inspired by social media trends and environmentally conscious awareness, and ask for more education.

They will turn to their conveyancers to guide them through the environmental issues and complexities related to their home buying – “so conveyancers need to be ready to answer questions and address those concerns” explains Liz.

At OneSearch, we see businesses that support clients with confident sustainability advice “are creating a really great opportunity for themselves,” says Liz. By moving early, building a strong supply chain, network and partners, they “find mutual value very, very quickly,” agrees Chris.

Conveyancers’ key role

Conveyancers have a crucial role to play in helping clients navigate the environmental aspects of home buying. But it’s more than that for conveyancers, who, to meet new regulations and disclosure requirements, also need to understand how climate change might affect a property’s future value and usability, considering (and explaining to clients):

• its resilience to climate change, including flood risks and extreme weather events
• future costs of meeting energy efficiency standards
• sustainable features that might affect property value
• local planning policies, environmental protection, and development restrictions

Unfortunately, the complexities of climate change analysis and demands from clients make a hard job even harder for small conveyancing law firms. “It is understandable that fear and a lack of knowledge are holding back many conveyancing practices,” says Chris Loaring.

“We know conveyancers take on a risk when they accept the responsibility to advise clients on sustainability,” explains Liz. “So, as conveyancing partners, at OneSearch, we provide accurate, reliable information, minimising that risk. We endeavour to make it easy for people to interpret, digest, and understand the information we provide.”

Landmark: leading the way with practical tools and resources

Landmark, uniquely, is involved at all stages of a property transaction, so we use our knowledge to support conveyancers and help them succeed in this evolving landscape.

“We work with agents, upfront, before a property goes on the market,” explains Chris, “then with the lenders as they prepare a mortgage offer, and finally with the conveyancer as they work through the complexities of the property transaction. We see every link in that chain.”

And to support every link in that chain, Landmark has committed to supporting the property sector in its transition to a sustainable future, sharing valuable products and services to address the growing need for sustainability expertise.

“We made the call in 2020 to set sustainability and climate change reporting as a priority, making net zero important to us as a business and to take with us the industries we partner with on the journey,” explains Chris. “We were the first property-related data business to sign up to the pledge to net zero, for example.

“But we found none of our partners really knew where to start in our shared journey to net zero – and we wanted to help. So, we spent a lot of time and effort creating a really accessible, free-to-use starter guide: a six-page document with a tangible starting place.

“Other partners already had a commitment, a pathway, and maybe a progress plan, so we can review, advise, and show them where they can improve in their journey to net zero.”

Beyond face-to-face consultation and ongoing support, we have a suite of digital platforms and software solutions that help our partners track and manage environmental compliance, so they miss nothing during the transaction. These tools can automatically flag potential issues and suggest actions, keeping high-street firms ahead of the curve and thriving.

Building a sustainable firm

Embracing sustainability is more than just meeting legal obligations; you need to future-proof your conveyancing practice. The onus is on law firms to set and implement policy, establishing a process that works for your business.

Liz continued, “We find early adopters and forward-thinking firms that champion expertise in environmental aspects of property transactions can expand the type of work they do and increase their revenue.”

Taking advice from a trusted partner is a great first step; they can tailor an approach that fits your profile and process. This is so much more than box ticking with a single product – this is an opportunity to make business sustaining changes that will drive a prosperous future, financially as well as for the planet.

Incorporating sustainability considerations into your day-to-day business enhances firm reputation and client satisfaction. Younger buyers, in particular, appreciate conveyancers who can speak knowledgeably about sustainability issues and provide practical guidance on environmental considerations.

In 2025, there will be new guidance on how to manage climate change in conveyancing. The main part, part A, focuses on your firm’s own ESG and net zero promises, while a smaller part covers climate risks in property sales.

Nonetheless, it is the smaller part B that conveyancers are talking about, as it focuses on the specific risks of climate change on property transactions and conveyancers’ legal duties of warning and disclosing – and it brings with it a barrage of questions that small legal firms are struggling to contend with. Not least whether you, as a firm, should include climate checks in every sale, none, some, or let clients choose.

“It’s really important to provide full guidance for clients who want to consider climate change in property transactions – and it’s just as important to understand what you’re offering, what it means, and how you can integrate or embed it in your workflow,” says Chris.

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