All the various and sundry roles in the real estate process - realtor, lender, insurance broker - are acting in the interests of either a buyer or a seller. They each have their own interests to protect as well, of course, but their primary role is to equip the buyer or seller with the funds, advice, and assurances they need to complete the transaction.

The role of a conveyancer is no different. Often, by the time a conveyancer sees the transaction, the clients have already entered into a binding Contract of Purchase and Sale, have made full discloser of the property's condition (including the chemical dump in the back yard, the Poly B piping which will need to be replaced, and the lien against the property due to the current owner's bad debt), and have addressed and removed a whole list of subject conditions.

So by the time a real estate law office is involved, the deal is a go! The conveyancer's job isn't to critique the terms, conditions, and hairy appendages in the contract but to help the clients hold up their end of the bargain. In other words, the conveyancer's mandate is to ensure the client does what they have said they will do.

It's that simple. And that complicated. And it's usually a team sport.

The Conveyancing Team

In a typical conveyancing office, you'll usually find three key roles: the receptionist, the paralegal (sometimes called a legal assistant), and the lawyer. Depending on the size of the firm, there could be more people, like intake specialists or an accounting team, but the basics are usually reception, paralegal, and lawyer.

• Receptionist: The receptionist is often the first point of contact. They answer the phones, manage general email and mail, and direct everything to the right person. They might also be the one to provide initial estimates to clients and let them know what documents are needed to get started. Importantly, the receptionist is responsible for ensuring the right information is gathered at the outset, like identifying if it's a sale, purchase, or refinance and getting accurate contact details. This may seem trivial, but consider the consequences of getting these details wrong. Clients get very ornery if you register their property to someone else with a similar last name.
• Paralegal: The paralegal does the majority of the work on the file. Their job is to ensure that the terms of the contract are met and guide the client through the required steps. From preparing legal documents and managing financial flows (like receiving mortgage funds or paying out respective parties) to ensuring all post-closing matters are taken care of, the paralegal is the core person handling the conveyance.
• Lawyer: The lawyer is ultimately responsible for the file, taking on the legal liability. They might not always have extensive direct contact with the client but are involved in reviewing documents, signing off on them, and ensuring that everything is legally sound. They’re also the only ones who can provide legal advice and give official promises—known as undertakings—to other parties.

 

A Conveyancer’s Responsibilities in a Nutshell

The conveyancing process includes a lot of detailed tasks, but it can be broken down into four main steps:

1. Intake: When someone calls in to a conveyancing office, there may be a bit of a sales process that has to take place before work can begin. Even at this stage, though, a receptionist can begin confirming client contact information, gathering the contract details, and ensuring the office can handle the file without conflicts of interest. Before you can begin working on a file, though,  the client has to agree to your office working on their closing. This step is called "Confirm Representation". If you skip this step, your office might incur expensive fees on behalf of a client who decides to go with another conveyancing firm.
2. Due Diligence: This is where the paralegal gathers all the essential information and documents—things like the purchase contract, property title, tax information, and any other supporting documents. It’s all about understanding what’s required to close the deal and making sure nothing is missed.
3. Doing the Work: Once the information is collected, the paralegal moves on to preparing the documents that need to be signed by the clients. This includes financial documents, legal paperwork to transfer the property, and making arrangements with other parties, such as the other lawyer or the bank.
4. Closing the Deal: The next phase is about moving money. The conveyancer ensures funds move where they need to—like receiving mortgage funds from the buyer’s lender and paying out the seller or other required parties. This is the point when the actual transfer happens, and everyone involved is paid. In case it's not obvious, everyone in the conveyancing process is very concerned that they are paid exactly what they are owed or are not paying any more than they have to. This is yet another area where the details matter...a lot.
5. Post-Closing Wrap-Up: After closing, there are still some loose ends to tie up. This might include fulfilling promises (undertakings) made during the transaction. The paralegal follows up to make sure that everything is completed, so that all parties’ obligations are satisfied. For example, if a seller's mortgage needs to be discharged from the property title, it's the conveyancer's job to follow up with the lender and make sure that happens. These undertakings, are serious business—if they aren't completed, the lawyer or the firm could be held liable.

 

Common Challenges and Pitfalls

One of the biggest challenges in conveyancing is managing all the small details. There are 10,000 small tasks (we might be exaggerating, but only a little) that need to be done during a conveyance. Each one might be simple on its own, but keeping track of all of them is what makes the job challenging. It’s why accuracy is so important—getting something like the file type wrong at the start can lead to headaches later on.

Another common challenge is dealing with financial discrepancies or missed payments. Sometimes, clients forget to cancel automatic payments or misunderstand their obligations, and it’s up to the conveyancer to resolve these issues. For example, if a real estate agent’s commission wasn't paid out correctly, the firm may need to reach out to the client to correct the mistake—or, in some cases, absorb the cost themselves.

 

A Day in the Life

What makes work in a conveyancing office so interesting (and sometimes hectic) is that it is both a highly interpersonal job as well as one that requires a meticulous eye for detail. It's not enough to get all the details right if you can't work effectively with clients, mortgage brokers, and realtors to gather and complete all the documents and processes required for a close. Likewise, clients and their realtors may love you right up until the point when you allow an important detail to fall through the cracks, pushing back the closing date and requiring them both to cancel vacations.

Ultimately, a conveyancer is the glue that holds a property transaction together, ensuring everything happens as it should, when it should.