The 47-Step Australian Settlement Framework
Every coordination step between property exchange and handover of keys, documented across four phases and five states. Each step is classified as either a coordination task or an agent judgement call.
Immediately After Exchange
Confirm all parties, file the contract, set every deadline. The communication cadence established here prevents problems in weeks 3 to 6.
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
VIC: 3 business days. NSW: 5. QLD: 5. SA: 2 after Form 1. WA: none.
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
Finance, Inspections, and Conditions
The highest-risk fortnight. Finance, building and pest, strata, and special conditions all run in parallel. You are the bridge between purchaser, vendor, two conveyancers, a broker, and an inspector.
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
Agent judgementTrack 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
Pre-Settlement Preparation
The quiet middle. It feels safe. It is not. Vendor compliance items surface here: rate certificates, discharge requests, strata documentation. This is where 43% of agents report chronic workload stress.
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
Follow up outstanding vendor disclosure items
Section 32 in VIC. Form 1 in SA.
Confirm utility and council rate adjustments are underway
Chase conveyancer for settlement statement draft
Confirm 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 caveats or encumbrances flagged on title search
Follow up outstanding chattels or inclusions queries
Final Week Before Settlement
Every unresolved issue converges. Pre-settlement inspection, PEXA workspace, mortgage discharge, key handover. If every milestone was tracked, settlement day is a formality.
Send settlement week briefing to both vendor and purchaser
Book and confirm pre-settlement inspection time with purchaser
Accompany or coordinate pre-settlement inspection
Agent judgementDocument and resolve any pre-settlement inspection issues
Agent judgementConfirm settlement funds are in place with purchaser's conveyancer
Chase final settlement statement sign-off from both conveyancers
Confirm key handover logistics
Send settlement day instructions to vendor
Confirm settlement has completed with conveyancer
Notify vendor and purchaser of settlement completion
Arrange key handover
Agent judgementLog settlement completion in CRM and close deal file
Send post-settlement thank you and request review
Your Settlement
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Go Deeper
Victoria Settlement Timeline
3-day cooling-off, Section 32, 60 days
NSWNSW Settlement Timeline
5-day cooling-off, Section 66W, 42 days
QLDQLD Settlement Timeline
5-day cooling-off, Form 6, 30 days
GuideCooling-Off Periods by State
Every state compared, penalties, waivers
GuideWhy Settlements Fall Over
6 common causes and how to prevent them
WeeklySettlement Intelligence
One deadline pattern every Tuesday