Completion day, then the next completion
Friday is completion day for six files. Funds go out, keys are released, clients are happy. On Monday there are six more files heading for exchange. The SDLT returns for Friday's completions are on a list somewhere, and the case handler knows there is a deadline, but there are always more urgent things.
The return is completed on the last possible day, by retyping details from the file into HMRC's online form or the firm's software, with the case handler checking the client's answers from an email thread.
Why SDLT returns get squeezed
After completion the file feels finished to everyone except the post-completion team. Many firms hand SDLT and registration to a different person or team, and the handover is a list or an email. If completion dates move, the list is not always updated.
Preparing the return means gathering details that are already in the file: parties, addresses, dates, consideration, property type, and answers only the client can give. Retyping them is slow and invites mistakes, and missing client answers are discovered at the last moment.
| Cause | Effect |
|---|---|
| Case handler moves on after completion | Return left until the deadline is close |
| Handover to post-completion by email | Returns missed when completion dates move |
| Data retyped from the file | Typos and inconsistent details |
| Client answers gathered late | Last-minute emails to the client |
What late or rushed returns cost
A return filed late can mean penalties and interest, and an awkward conversation with the client about who pays. Rushed returns are more likely to contain errors, which take time to correct. And without the SDLT return certificate, registration at HM Land Registry cannot proceed, so a late return delays the next stage too.
The stress lands on the post-completion team, who inherit deadlines they did not set.
How we build SDLT tracking
- Start the clock: when completion is recorded in your case management system, the file joins the SDLT list with its filing deadline calculated and shown.
- Client answers early: questions only the client can answer are asked in the pre-completion questionnaire, so the answers are on file before completion rather than chased after.
- Pre-filled data: the return data (parties, addresses, dates, consideration, property details) is assembled from the file into a checking screen, with any missing or inconsistent fields highlighted.
- Check and submit: the case handler reviews the prepared data and submits through your usual route, whether HMRC's online service or your conveyancing software's integration.
- Certificate captured: the return reference and certificate are saved to the file, and the matter moves to the registration list automatically.
- Deadline view: the team sees every return due in date order, with overdue and near-deadline ones at the top, and a daily prompt for anything close.
We do not calculate or advise on the tax. The tool gathers data, tracks deadlines and records submission; the case handler and client are responsible for the answers.
What the post-completion team sees
Every completed file appears on the SDLT list automatically, with its deadline, whether or not anyone remembered to hand it over. Most of the data is already assembled for checking. Client answers are on file before completion. Returns go in well ahead of the deadline because the work is ready.
Registration follows on without another handover.
Check your own process
- SDLT returns are often submitted close to the deadline.
- Post-completion work is handed over by email or a spreadsheet.
- Return details are retyped from the file.
- Client answers for the return are chased after completion.
- Nobody sees all upcoming SDLT deadlines in one list.