The 47 Steps Between
Exchange and Settlement Keys

Confirm exchange with both solicitors and issue formal instruction letters

Send purchaser congratulations and settlement timeline summary

Send vendor congratulations and next-steps overview

File fully executed contract in document management system

Set and confirm all key dates: finance, pest/building, settlement

Confirm cooling-off period status and expiry date

Issue initial instruction to conveyancer with contract copy

Log deal in CRM and assign all milestone reminders

Confirm both parties have correct solicitor contact details

Send deposit receipt confirmation to purchaser

Chase purchaser's broker or lender for finance status update

Confirm pest and building inspection is booked

Follow up inspection report receipt and review

Advise vendor of inspection outcome where required

Track finance approval deadline and send reminder 5 days prior

Chase formal finance approval letter from lender

Confirm satisfaction or waiver of all special conditions

Update conveyancer on all condition outcomes

Send 7-day check-in to both vendor and purchaser

Confirm title search has been ordered by conveyancer

Verify deposit has cleared into trust account

Chase conveyancer for settlement booking confirmation

Confirm settlement date and time with both parties in writing

Send vendor pre-settlement preparation guide

Send purchaser pre-settlement guide (what to expect, what to bring)

Follow up any outstanding Section 32 or vendor disclosure items

Confirm utility and council rate adjustments are underway

Chase conveyancer for settlement statement draft

Confirm any special condition fulfilment documentation is lodged

Verify strata or owners corporation documentation is in order

Send 14-day check-in to both vendor and purchaser

Confirm removalist or access arrangements with vendor

Check for any caveats or encumbrances flagged on title search

Follow up any outstanding chattels or inclusions queries

Send settlement week briefing to both vendor and purchaser

Book and confirm pre-settlement inspection time with purchaser

Accompany or coordinate pre-settlement inspection

Document and resolve any pre-settlement inspection issues

Confirm settlement funds are in place with purchaser's conveyancer

Chase final settlement statement sign-off from both conveyancers

Confirm key handover logistics (time, location, who attends)

Send settlement day instructions to vendor (keys, access, meter reads)

Confirm settlement has completed with conveyancer

Notify vendor and purchaser of settlement completion

Arrange key handover

Log settlement completion in CRM and close deal file

Send post-settlement thank you to both parties and request review