Ulster Bank Conveyancing Panel Information

The information on this page is designed to keep solicitors and licensed conveyancers abreast of latest requirements changes by Ulster Bank and to assist in remaining on the Ulster Bank Conveyancing Panel.

Ulster Bank Conveyancing Panel: Recently Asked Questions

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Given my firm’s membership on the Ulster Bank conveyancing panel how long am I expected to retain the original conveyancing file?
The CML Part II requirements of Ulster Bank are silent on this. Most lenders deal with the question of file retention via their Terms of panel appointment where they generally provide that for evidential purposes, the firm must keep the file for a minimum six years from the date of the mortgage. Data imagining is normally suitable compliance with this requirement. Many lenders point out in that it is the practice of some fraudsters to demand the conveyancing file on completion in order to destroy evidence that may later be used against them. It is therefore important to retain these documents to protect Ulster Bank’s interest. To be absolutely sure of Ulster Bank requirements in this regard please check the Terms and Conditions of Ulster Bank’s conveyancing panel membership.
Are there conditions,outside the CML Part 2 requirements, that a firm should be aware of when on the Ulster Bank conveyancing panel?
In order to be on the Ulster Bank conveyancing panel solicitors have to complete an application form and agree Terms and Conditions. A sample of 5 conditions that we see amongst many lenders Terms (but not necessarily Ulster Bank) are as follows:
  • To be responsible for the reconstitution of the title deeds (whether the title is registered or unregistered, at your own cost), where any deeds in your possession, or were last known to be in your possession, go missing.
  • You have the consent of all borrowers to apply for the deeds, before making any request for deeds. We will accept your request for deeds on the understanding that you have obtained such consent. If this is not the case then you should advise our Deeds Services Department in writing when you make your request
  • To keep us informed of the reasons for any delay in your being able to send the title deeds and documents we require to us within 3 months of completion or evidence of proof of registration within that period. (We will send reminders if the deeds have not been received but will not acknowledge receipt of deeds.)
  • To quote on all communications with us relating to deeds/registration issues, whether by telephone or in writing, the panel number that we provide for each practising address and the mortgage account or application number for the mortgage concerned.
  • To notify us in writing of any change in your details as held on our records for example, change of address, telephone number, document exchange number email address. Notification must be given to us at least 10 days before the change will be effective.
In my capacity as Compliance Officer for Legal Practice should I be thinking about SRA Handbook implications if my firm is withdrawn off the Ulster Bank solicitor panel?
The answer to this question really depends on the reason that your firm has been removed off the Ulster Bank conveyancing panel. The top 3 reasons are as follows:
  1. lack of transactions
  2. the lawyer is a sole practitioner
  3. as part of the HSBC panel reduction.
In these three circumstances it is unlikely that you would expected to take any action. Disclosure and other compliance considerations are more likely to be relevant if the reason for removal is due to breaches of lender requirements or allegations of fraud or negligence. Whether the reasoning should trigger a disclosable 'material' breach will depend on the firm and the circumstances around possible failures to comply with the SRA Authorisation Rules, and the SRA will judge each case on its own merits. Factors such as the detriment or risk of detriment to clients, the scale of the issue and overall impact on the firm will need to be considered in deciding whether a failure is 'material'. As the compliance officer you will need systems to identify patterns of breaches. Even if you don't consider there to be regulatory implications the firms COFA should give some thought to whether she/he needs to take any action as result of being removed from the Ulster Bank conveyancing panel.
Who do building societies allow to be on their Conveyancing Panels?
In the same way that there is a unique Ulster Bank conveyancing panel most building societies, operate a conveyancing panel for solicitors and other conveyancers that the lender will instruct. Terms and Conditions and criteria for inclusion on a building society conveyancing panel vary from lender-to-lender. Having CQS accreditation may be a requirement. Institutional lenders, such as a building society, is a client and is entitled to instruct the solicitor or conveyancer of its choosing (who, in turn, is free to accept or refuse instructions). Therefore, if lender and borrower cannot agree which solicitor or conveyancer should represent them jointly, they would usually proceed on a separate representation basis. The BSA have not published the equivalent of the UK Finance Lenders’ Handbook Part 3s.
JLT’s PII renewal form questions if my practice had been removed off any lender panels in the last year. I recently became aware that the practice is no longer on the Ulster Bank solicitor panel? Is this likely to impact my PII premium?
The best placed professionals to answer this question are your insurance brokers. The chances are that on the basis that you have not been removed for fraud or negligence reasons that there will be little or no impact. The main reason why a firm would be removed off of a lender panel is due to low volume of conveyancing cases although there may be a number of criteria for Ulster Bank solicitor panel membership. Please remember that it is always important that you complete your insurance forms accurately.
I am on the Ulster Bank conveyancing panel and due to complete a purchase shortly. I can not locate a Legal Charge for the client to sign. Who do I contact at Ulster Bank to obtain duplicate documents?
You would be advised to contact Ulster Bank to obtain standard documents. The The Council of Mortgage Lenders Handbook contains a specific inquiry for lenders to enumerate who to contact to obtain standard documents. Ulster Bank in their Part 2’s state:
Don’t forget to quote your Ulster Bank conveyancing panel reference.

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Average number of days to register title including a charge in favour of Ulster Bank
This information relates to purchase only and not remortgages.
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* Data aggregated from sources including COMPLETIONmonitor