The enquiry about the extension
The buyer's conveyancer has raised enquiries: please supply building regulations completion certificates for the extension, FENSA or similar certificates for the replacement windows, and a gas safety certificate for the new boiler. The seller has no idea where these are. They remember the builder saying something about building control. They think the windows came with a certificate.
Weeks pass while the seller searches, calls the builder, and contacts the local authority. The sale waits.
Why certificates surface late
Sellers are usually asked for certificates in the property information form, and many do not realise how important they are. They answer 'yes' to having one without finding it. The case handler sends the contract pack with what is available, and the buyer's side asks for the rest.
Different works have different documents: building regulations completion certificates, competent person scheme certificates for windows, electrics and boilers, planning permissions, guarantees. Sellers do not know which apply.
| Works done | Documents usually expected |
|---|---|
| Extension or loft conversion | Planning and building regulations documents |
| Replacement windows or doors | Competent person scheme certificate |
| New boiler | Registration certificate and service records |
| Electrical work | Electrical certificate from the installer |
| Damp proofing or timber treatment | Guarantee |
What late certificates cost
Missing documents found through enquiries delay the sale, and alternatives (such as retrospective applications or insurance) take time and money. Sellers become stressed and frustrated with the process. Case handlers write repeated letters.
Sometimes it is a surprise to the seller that something they had done needs a certificate at all.
The timing makes it worse. A gap found at instruction can be worked on while searches are out and the buyer's mortgage is being arranged. The same gap found after enquiries lands on the critical path, when the chain is already talking about exchange dates and every extra week is noticed by everyone.
How we build an early certificate request
- Works questionnaire: at instruction, the seller answers a short online questionnaire about works done to the property: extensions, windows, boilers, electrics, and so on.
- Document list: for each type of works, the questionnaire lists the documents usually expected, explained in plain language, based on your firm's list.
- Uploads: sellers upload or photograph the documents as they find them, and can mark any they cannot find.
- Gap list: the case handler sees what is on file and what is missing before the contract pack goes out, so gaps can be discussed with the seller early.
- Contract pack: available documents are added to the contract pack automatically.
- Chasing: missing documents are chased on a schedule, with a note to the seller about where they might find them (the installer, the local authority).
What to do about a missing certificate is a matter for the case handler and the client. The tool finds the gap earlier.
What sales look like afterwards
Sellers understand at the start which documents matter and have time to find them. Case handlers know about gaps before the buyer's conveyancer asks. Contract packs go out more complete, and there are fewer enquiries about missing certificates. Sales move with fewer late surprises.
Buyers' conveyancers get a fuller pack, which reflects well on the firm.
Is this your experience?
- Buyer enquiries often ask for missing certificates.
- Sellers search for certificates weeks into the sale.
- Sellers do not know which works need documents.
- Contract packs go out without certificates the seller says they have.
- Missing documents are discovered late and delay exchange.