How to pick a conveyancer?

Buying or selling a place in Melbourne is not just a stack of paperwork. It is late night realestate.com.au scrolling, nervous Saturdays at auctions, and that "are we really doing this?" moment when you sign.

Your conveyancer is the person quietly steering all of that from behind the scenes. They check the fine print, spot traps in the title or Section 32, talk to the bank, deal with the other side and make sure the money and ownership swap hands on time.

In Victoria, conveyancing work can be done by licensed conveyancers and by lawyers. Anyone who is not a lawyer but charges a fee for conveyancing must hold a conveyancer's licence under the Conveyancers Act 2006 and is overseen by the Business Licensing Authority and Consumer Affairs Victoria.

So picking the right person is less about who sounds nicest on the phone and more about who you trust with your biggest financial move.

Quick Refresher: What a Conveyancer Actually Does

Before you choose one, it helps to be clear on what you are paying for.

A Victorian conveyancer usually:

Reviews the contract of sale and the Section 32 vendor statement before you sign, and explains them in plain English.

Orders and checks searches, such as title searches, rates, owners corporation certificates and planning information.

Raises questions with the agent or the other side if something does not look right.

Tracks key dates, such as finance approval, building and pest conditions and settlement.

Prepares transfer documents and settlement figures.

Liaises with your lender and the other party's representative to book settlement, now usually done online through electronic settlement platforms.

Attends to stamping, lodgement and registration so the property ends up in your name.

On the selling side, they usually prepare the Section 32 and contract, arrange for the discharge of any mortgage and make sure rates and adjustments are sorted.

Once you see how many moving parts there are, it becomes clear why "picking someone cheap off Google" can be a risky way to go.

Step 1: Make Sure They Are Properly Licensed and Insured

This is your non negotiable starting point.

In Victoria:

Non lawyer conveyancers must be licensed through the Business Licensing Authority and are listed on a public register maintained by Consumer Affairs Victoria.

To gain that licence, they need at least 12 months of supervised conveyancing experience, or a recognised law degree plus practical training.

Both licensed conveyancers and solicitors who do conveyancing must hold professional indemnity insurance, which helps protect you if something goes wrong.

A Quick Check You Can Do Yourself:

Ask them straight out: "Are you a licensed conveyancer or a solicitor admitted in Victoria?"

If they are a conveyancer, ask for their full name or licence number and check it on the Consumer Affairs register.

Ask for confirmation they hold current professional indemnity insurance.

You can also look for membership of the Australian Institute of Conveyancers (Victorian Division). While not compulsory, it suggests they meet certain education standards and keep up with Victorian property law changes.

If someone is vague about their licence or reluctant to put details in writing, that is a very clear sign to keep looking.

Step 2: Look for Strong Melbourne and Victorian Experience

Property rules are not the same across Australia. Victoria has its own Sale of Land Act, its own version of the Section 32 vendor statement and its own planning quirks.

Even within Melbourne, each pocket has its own flavour. Think:

Heritage overlays in Carlton and Fitzroy.
Complex owners corporation issues for apartments in Docklands or Southbank.
Bushfire prone areas and septic systems on the outskirts.
Subdivision issues in new estates around Cranbourne, Officer or Mickleham.

A conveyancer based in Victoria and working day in, day out with local councils, planning rules and Melbourne agents will be quicker to spot things that could affect you. Pearson Chambers' own guidance stresses both proper licensing and local knowledge, including awareness of heritage overlays and bushfire zoning across Melbourne suburbs.

Good Signs You Are Dealing with Someone Who Really Knows Melbourne:

When you mention the suburb, they already have a feel for common issues there.

They know how long local authorities are taking to return searches.

They can talk comfortably about auction rules, off the plan contracts and common special conditions used by Melbourne agents.

If they sound surprised by basic Victorian terms, such as "Section 32" or "cooling off rights", or they keep mixing up states, that is a worry.

Step 3: Compare Service and Fees, Not Just the Bottom Line

Everyone wants to save money, especially when you are already stretching for a deposit and stamp duty. It is easy to be drawn to the lowest quote.

Across Australia, it is common for conveyancers to charge less than solicitors for straightforward residential deals, which is one reason many buyers choose them. But the way fees are structured can vary a lot.

When You Get Quotes, Look For:

Clear breakdown of professional fees versus disbursements

Professional fees are what they charge for their time. Disbursements are out of pocket costs such as title searches, rates certificates or owners corporation certificates.

Fixed fee where possible

Many residential conveyancers will offer a fixed professional fee, with a separate estimate for disbursements. Ask what happens if the deal falls through at finance or building stage.

Extras that may be charged

Some charge extra for things like reviewing multiple contracts if you miss out at auction a few times, urgent settlements or dealing with unusual title issues.

The cheapest quote can end up more expensive once "extras" are added. On the other hand, the highest quote does not always mean the best service. The real question is: who gives you the clearest explanation of their fee, in writing, in a way that actually makes sense?

If one conveyancer takes the time to walk you through it and another just emails a one line figure, that tells you a lot about how the rest of the job will feel.

Step 4: Decide Between a Conveyancer and a Solicitor

A common question in Melbourne is: "Do I really need a solicitor, or is a conveyancer enough?"

Here is a simple way to think about it.

When a Licensed Conveyancer Is Usually Suitable

Licensed conveyancers are property transaction specialists. Their work centres on contracts, Section 32 statements, searches and settlement steps. For a standard house or unit purchase or sale, with no obvious complications, a good conveyancer is often exactly what you need.

They are:

Set up for volume residential work.
Often more affordable than many law firms for simple deals.
Used to working closely with banks, brokers and agents.

When You May Want a Solicitor

Solicitors have broader legal training. Many also do conveyancing, but they can advise you on related legal issues such as:

Complex titling, restrictive covenants and easements.
Disputes, notices or building defects.
Tax, asset protection or buying through trusts or companies.
Family law complications, such as buying while separating or dealing with guarantors.

Solicitors are admitted by the Supreme Court of Victoria and regulated by the Victorian Legal Services Board, while conveyancers are licensed and monitored through the Business Licensing Authority and Consumer Affairs Victoria.

If your situation is straightforward and you are mainly nervous about the paperwork, a good conveyancer is usually fine. If you already know there is a dispute, a very unusual contract or complicated family circumstances, a solicitor who handles property work as part of a broader practice may give you extra peace of mind.

You can also blend the two. Some buyers use a solicitor for one tricky deal, then switch back to their usual conveyancer for the next simpler one.

Step 5: Test Their Communication Style Before You Commit

You are going to spend weeks, sometimes months, dealing with this person. Communication matters just as much as technical skill.

Small Tests at the Start Tell You a Lot:

How fast do they respond to your first enquiry?

You do not need a reply in five minutes, but days of silence before you are even a client is not promising.

Do they speak plain English?

A good conveyancer can explain "caveats" and "encumbrances" without making you feel foolish. If they make you feel silly for asking basic questions, that is not a good fit.

Will you deal with the same person throughout?

Ask who your main contact will be and what happens when they are away. A smaller outfit where you speak to the same person can feel more personal. A larger one may have more backup during busy times.

Do they prefer phone, email or online portal?

There is no single right answer. The key is that it matches how you like to communicate, and that they are upfront about it.

You should come away from that first call or meeting feeling calmer, not more stressed.

Step 6: Ask These Questions Before You Sign Anything

When you ring around, have a short list of questions ready. You do not need to grill them like a job interview, but a relaxed chat using questions like these can be very revealing:

How long have you been practising conveyancing in Victoria?
Have you handled many deals in this suburb or with this type of property?
Are you a licensed conveyancer or a solicitor?
Will you personally handle my matter, or will it mainly be junior staff?
What is included in your fee, and what extra costs could arise?
How will you keep me updated, and how often?
Do you review Section 32s and contracts before I make an offer or bid at auction, and what do you charge for that?
What happens if the contract falls through due to finance or building and pest issues?
Do you have experience with off the plan contracts, deceased estates, related party transfers or other special situations, if any of those apply to you?

As you listen to the answers, pay attention not just to the words but to how you feel. Do you feel rushed, confused or talked down to, or do you feel like you have a steady hand on your side?

When Should You Actually Pick Your Conveyancer?

Short answer: earlier than most people think.

Across the states, property guides generally recommend choosing a conveyancer as early as possible, not at the last minute. In New South Wales, Victoria and Tasmania, conveyancing work usually starts before a property even goes on the market or before you sign a contract.

For a Melbourne Buyer, the Ideal Timing Looks Like This:

Before you start bidding at auctions

Get a conveyancer lined up, so you can email them Section 32s and contracts for places you are genuinely keen on. In Victoria, the Section 32 must be provided before you sign a contract, and it contains key details about title, mortgages, covenants, easements, zoning and outgoings.

Before you sign a private sale contract

A quick review can pick up missing certificates, strange special conditions or title issues that would be very hard to fix after you sign. Specialist property lawyers and conveyancers constantly remind buyers to have the Section 32 checked as part of proper due diligence.

If you are selling, you should speak to a conveyancer or solicitor before you list so they can prepare the Section 32 vendor statement and contract ready for the agent to hand out.

Leaving it until after you have already signed often means you are asking someone to fix problems that might have been avoided altogether.

Red Flags to Watch For

As you compare options, keep an eye out for these warning signs:

No clear proof of licence or professional standing

They dodge questions about their licence, qualifications or insurance, or do not appear on the relevant public register.

Unwillingness to put things in writing

They will not email a written quote or outline of services.

Very vague about Section 32s and searches

They gloss over what they actually check and seem more focused on "getting it done" than on explaining what might affect you.

No real local knowledge

They confuse Victorian rules with those of other states, or misstate basic things like cooling off rights.

Poor communication from the start

Long delays in replying, brusque answers or constant pressure to sign up right now.

Guaranteed outcomes

Anyone who "guarantees" a result that depends on banks, other parties and government offices is over promising.

If your gut is telling you that something feels off, listen to it. There are plenty of capable, down to earth conveyancers and solicitors in Melbourne. You do not need to settle for someone who makes you uneasy.

How Pearson Chambers Conveyancing Helps Melbourne Buyers and Sellers

Pearson Chambers is a Melbourne based conveyancing practice that focuses on giving clear, friendly guidance to buyers and sellers across the city and wider Victoria. Their own advice on choosing a conveyancer highlights exactly the themes we have covered here: proper licensing, strong local experience across different suburbs and property types, clear communication and transparent fees.

In Practical Terms, Working with a Team Like Pearson Chambers Means:

Your Section 32 and contract are reviewed before you sign or bid, with issues explained in plain language.

You have one point of contact who keeps you updated from the day you engage them through to settlement.

You can ask the "silly" questions without feeling judged, whether you are a first home buyer or adding to a portfolio.

Your matter is handled by people who deal with Victorian contracts, titles and online settlements every day.

Buying or selling property is stressful enough. Having a calm, organised conveyancer in your corner can make the whole experience feel far lighter.

If you would like personal help, or you are holding a Section 32 and contract on a property you are keen on this weekend, Pearson Chambers Conveyancing offers a complimentary Section 32 contract review for Melbourne buyers and sellers.

You can reach us on contact@pearsonchambers.com.au to talk through your situation and get practical, straight talking guidance before you sign anything.