How Digital Signatures Speed Up Conveyancing – eSigning and HMLR compliance

The conveyancing process has traditionally been paper-heavy and time-consuming. However, the advent of technology, particularly digital signatures, is revolutionising this process. While some areas still require the traditional 'wet-ink' signature, digital signatures are increasingly being used to accelerate transactions. This article explores the advantages of digital signatures in conveyancing and highlights instances where wet-ink signatures remain essential. 

Her Majesty’s Land Registry (HMLR) has set specific guidelines for the legal compliance of electronic signatures (e-signatures) on documents related to property transactions. HMLR's stance is shaped by the government’s Electronic Communications Act 2000 and the EU's eIDAS regulation, which remains relevant in the UK. 

Key Compliance Points for HMLR and E-Signatures 

In the UK, e-signatures in property transactions are regulated by HMLR. HMLR’s guidelines are informed by the government’s Electronic Communications Act 2000 and the EU's eIDAS (Electronic Identification, Authentication, and Trust Services) regulation, which still holds relevance in the UK post-Brexit. These regulations ensure that e-signatures used in property transactions are legally valid, secure, and trustworthy. Here’s an overview of HMLR’s main compliance requirements: 

Acceptance of E-Signatures 

HMLR permits the use of e-signatures on various property transaction documents, including deeds, under certain conditions. E-signatures can be "simple" (e.g., typed names or signature images) or "qualified" electronic signatures (QES), which involve a higher standard of verification and are considered legally equivalent to wet-ink signatures. Qualified electronic signatures typically require a digital certificate from a trusted provider and are widely accepted as the most secure form of electronic signing. 

Identity Verification 

For e-signatures to be legally binding in property transactions, HMLR mandates secure identity verification. Signers must undergo a robust identity check, often through a Know Your Customer (KYC) process or a certified digital identity provider that aligns with HMLR’s standards. This ensures that the person signing the document is accurately identified, which is essential for preventing fraud in high-value transactions such as property transfers. 

Signature Authentication

Similar to traditional signing, HMLR requires that digital signatures on deeds are authenticated and witnessed. The witnessing process mirrors traditional signing, meaning a qualified witness is needed to observe and confirm the signing. In practice, this means that even though the signature is electronic, a witness must physically confirm they saw the signatory apply their e-signature. This step is crucial for deeds and other important documents, adding an extra layer of security and validity. 

Tamper-Evident Technology

One of the main requirements for HMLR-compliant e-signatures is tamper-evident technology, which prevents any unauthorized changes to a document after it is signed. E-signature solutions incorporate encryption to create a secure "lock" on the signed document, making it immediately apparent if any alteration occurs post-signature. This tamper-evident feature protects the integrity of the document and instills trust in the conveyancing process. 

Approved E-Signature Providers

To comply with HMLR’s standards, it is advised to use e-signature platforms that adhere to UK and EU e-signature regulations. Approved providers typically offer audit trails, identity verification, and secure document handling—all essential for legal compliance in conveyancing. Some platforms are specifically designed for property transactions, making it easier for conveyancers to streamline their workflows and meet legal standards. 

The Practical Application of E-Signatures in Conveyancing

HMLR’s guidance allows property professionals to electronically sign, submit, and store deeds and other property documents, provided they meet compliance requirements. By using approved e-signature platforms, legal professionals and conveyancers can handle transactions more quickly without sacrificing security or legality. Digital signatures reduce reliance on wet-ink signatures, which traditionally slow down the process as parties are often spread out geographically. 

For example, a buyer purchasing a property in a different city no longer needs to mail signed documents back and forth. With e-signatures, they can complete the transaction remotely, saving time and costs for all parties involved. Additionally, many platforms offer encrypted storage, ensuring that all signed documents remain secure and accessible in one place. 

The Advantages of Digital Signatures in Conveyancing 

Digital signatures have clear benefits for conveyancing, which include: 

1.      Faster Turnaround: Digital signatures eliminate the need to wait for physical signatures, allowing cases to move forward without delays. 80% of documents are eSigned within 2 hours. 

2.      Enhanced Security: Digital signatures are secure by design, with encryption, audit trails, and timestamps ensuring that each signed document is legally binding and tamper-proof. This secure approach also improves compliance with data protection standards. 

3.      Improved Compliance: eSignatures in Proconvey centralise documentation in a secure system, improving compliance with data privacy regulations and simplifying audit trails.  

The Rise of Digital Signatures in Conveyancing – ProConvey HMLR compliant eSignatures via Yoti 

Keep cases progressing without chasing clients for signatures

Boost your team’s productivity and business value with an efficient eSigning process. Our legally-binding eSignatures are fully compliant, court-admissible, and come with a comprehensive audit trail that includes a timestamp and IP address. Each eSigned document is accompanied by a signing receipt, and when paired with ID verification through ProConvey, you can be confident that documents are signed by the correct individual.

All documents are encrypted, helping your team enhance compliance and consolidate documentation signing in one place.

Exchange contracts more quickly with added security

Aligned with HMLR guidelines, our eSignatures platform enables buyers to electronically sign and witness land deeds. This digital signing process offers cryptographic evidence that a document was signed and witnessed at an exact time and location.

To guard against title fraud, you can request verified identity information from signers within the same workflow. All documents are securely encrypted on a single platform, helping your team strengthen compliance and centralise documentation.

Effortless yet highly secure digital eSignatures

Secure signing doesn’t need to be complex. Our built-in eSignature solution is simple to use, significantly reduces document turnaround times, seamlessly integrates with your existing processes, and provides robust fraud prevention—all in one tool.

About ProConvey

ProConvey provides a comprehensive digital onboarding solution, eliminating the traditional bottlenecks that can delay transactions. With integrated tools such as automated data collection, ID verification, TA forms, HMLR compliant eSignatures, and contract-ready packs, ProConvey reduces the manual workload with managing client cases. The platform is designed specifically for conveyancers, focusing on delivering a more efficient, organised process and simplicity on compliance, client onboarding, search ordering, indemnities, quotes and more.

Book a Demo with ProConvey

If you’re ready to see how ProConvey can transform your conveyancing process, book a demo today. Discover firsthand how ProConvey’s all-in-one conveyancing software can streamline your onboarding, reduce administrative tasks, and provide a seamless experience for your clients.