The Unsung Heroes of Property Transactions: How Independent Personal Search Providers Are Supporting Conveyancers

Conveyancing is one of the most demanding roles in the property industry. Every property transaction comes with its own unique set of challenges - no two properties are the same, and no two cases follow the exact same path. Whether it's a leasehold flat with complex service charges, a freehold house with boundary disputes, or a commercial property requiring extensive due diligence, conveyancers must navigate an ever-changing legal and regulatory landscape while managing multiple cases at once.

A recent report by the Council for Licensed Conveyancers (CLC) highlighted that conveyancers face overwhelming caseloads, often handling 60 to 100 transactions simultaneously. With each case carrying significant legal and financial implications, the pressure to get everything right is immense. Unlike other sectors, there is little margin for error. For example, an oversight in a property search, a missing planning restriction, or an unflagged flood risk could lead to costly legal disputes, financial liabilities, and even transaction collapses.

Adding to the challenge is the increasing complexity of regulatory compliance, evolving planning laws, and local authority backlogs. Conveyancers are expected to sift through vast amounts of data, liaise with multiple stakeholders, and manage clients' expectations - all within tight deadlines. The intensity of this workload has been linked to rising stress levels and burnout among legal professionals, as noted in a 2023 Law Society survey, which found that over 60% of conveyancers reported excessive work pressure.

The Need for a Reliable Support System

Given these challenges, conveyancers need more than just access to property data, they need expert allies who can help lighten the load, streamline information gathering, and mitigate risks. This is where IPSA (The Independent Personal Search Agents) members come in. These professionals act as an essential extension of the conveyancing team, providing critical research, investigative expertise, and a deep understanding of local property risks to ensure transactions are completed smoothly and efficiently.

Conveyancing is More Than Just Pushing Buttons

A common misconception about property searches is that they are ALL automated and simply require a few clicks to retrieve information. In reality, IPSA members do much more. They actively investigate issues that could delay or even derail transactions, ensuring that clients can proceed with confidence. This process includes:

• An understanding of historical records, as many old records exist in microfiche or outdated maps that require careful examination.
• An ability to Identify potential risks, which could be anything from flood zones to environmental hazards. Search agents dig deeper to uncover critical information that might not be immediately visible.
• By pre-emptively solving problems - so instead of just passing issues onto the conveyancer, IPSA members work to resolve them first, saving time and stress for all parties involved.

The Power of Relationships in Property Searches

Whilst the rest of the world are pushing for more AI and less human interaction, we believe there's never been a more important time (or need) to build these 'human relationships'. Yes there is a need for tech, but just because we can, doesn't mean we should apply it to absolutely everything - regardless.  

One of the key advantages IPSA members bring to the table is their well-established relationships with councils, planning departments, and land charge officers. Unlike large corporate providers who rely solely on digital databases, IPSA members have built strong local connections, allowing them to:

• Expedite urgent cases when needed, ensuring searches that typically take weeks can sometimes be completed in days.
• Access deeper insights into planning permissions and building control records beyond the standard reports.
• Navigate bureaucratic hurdles efficiently by knowing exactly who to contact within each department.

This ability to communicate directly with key decision-makers enables IPSA members to go beyond just gathering information - they they actively facilitate faster, smoother transactions.

Real-World Impact and How Independent Search Providers Save Time and Reduce Stress

One experienced search agent, recalls a case where a property's environmental report flagged it as being in a flood zone. However, due to her personal knowledge of the area and direct conversations with council officers, she was able to confirm that while the surrounding land occasionally flooded, the houses themselves were designed to remain dry. This insight saved the buyer from unnecessary panic and prevented delays in the transaction.

Similarly, when a conveyancer recently needed an urgent search update for a transaction nearing completion, an IPSA member leveraged their council connections to fast-track the process, delivering the required documents within 24 hours instead of the standard 10-day turnaround. These time-saving interventions, while often invisible to the client, make a significant difference in ensuring transactions stay on track.

A Collaborative Approach to Conveyancing

IPSA members don't see themselves as mere service providers and instead, consider themselves as a valuable part of the conveyancing team. Their proactive approach means they can:

• Offer advice on the best reports for unusual property transactions, helping conveyancers make informed decisions quickly.
• Provide ongoing support, ensuring that legal professionals can rely on them for accurate and up-to-date information.
• Work collaboratively with other search agents, sharing expertise across regions to ensure the best possible service for clients.

The power of collaboration should never be under-estimated, and we'd go as far to say this approach should extend to include the agents, mortgage brokers and even the home movers - but that's something we can talk about another day.

The Future of Property Searches And Why Local Expertise Still Matters

As mentioned earlier, in an era where automation is increasingly prevalent, the value of human expertise and local relationships cannot be overstated. While technology plays a role in streamlining processes, and presenting digital data, it cannot replace the nuanced understanding, experience, and professional relationships that conveyancers and IPSA members bring to the industry.

For conveyancers and property professionals looking for reliability, efficiency, and a true partnership in the property transaction process, working with independent search providers is an obvious choice. Their dedication to accuracy, speed, and service makes them indispensable allies in an industry where every minute counts. 

Whilst conveyancers are often seen as the masterminds of the property transaction, as Hamish McLay articulates really well in the following video, the independent search providers are like the skilled detectives who work tirelessly behind the scenes. Heather also provides some exceptional examples of the kinds of issues they might face, highlighting further, the importance of their role: 

There's Probably Never Been A More Important Time Than Right Now, For Conveyancers To Utilise These Crucial Services

The expertise and dedication IPSA members provide in uncovering crucial property details, solving complex issues, and leveraging local relationships ensures that property transactions proceed smoothly, with confidence. 

They are proactive partners in the conveyancing process, anticipating the needs of solicitors and their clients. This bespoke service model can transform potential roadblocks into smooth pathways, enhancing the conveyancing experience and ensuring each client moves towards their goal with fewer hurdles.

For those of you who are already using these services, you know the value they bring. They are the extra pair of 'expert' hands conveyancers need right now, who will help you complete your cases far faster than doing it all alone. For example, reducing stress, minimising delays, and ultimately delivering a better experience for yourselves, the home movers, and other professionals involved in the transactions. 

If You'd like to find out more in terms of the services offered by IPSA please check out their website below:

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Register now or send us a Demo request if you are not yet sure if WiggyWam will be right for you: