What settlement documents for WA will I need to sign?

If you’re buying or selling property in Perth or indeed across WA, one of the first things you’ll probably notice after appointing a conveyancer is… the paperwork. For many buyers and sellers, it can feel like a lot of forms appearing all at once:

• Appointment to Act

• Client Authorisation Form

• Cost Disclosure

• Bank documents

• Foreign Buyer Duty declarations

And naturally, one of the most common questions we hear is: “Do I actually need to sign all of this?”  The short answer? (Unfortunately), yes. But there’s a good reason for every document.  Most of the forms involved in settlement exist to ensure your conveyancer can legally act for you and is able to comply with relevant regulations and legislation.  In fact, many are set by legislation, which means we cannot alter, shorten or combine them.  Other documents exist to protect you from fraud and to confirm your instructions.

So let’s break down the most common documents you’ll be asked to sign during a property settlement in WA, and what each one actually does.

Typical Settlement Documents for WA

1. Cost Disclosure (usually the very first document)

Under WA legislation, your conveyancer must provide you with a Cost Disclosure before carrying out settlement work.  This document outlines the maximum Service Fee that you will pay for the settlement services.  The Service Fee needs to include costs such as:

• Your conveyancer’s professional fees

• Estimated disbursements (searches, ID checks, Landgate & PEXA fees, etc.)

• Any anticipated third-party costs paid via the conveyancer

• GST applicable to any of these fees

In most cases, this is the very first document your settlement agent will ask you to sign.  This is required under the Settlement Agents Code of Conduct and must be signed before the Appointment to Act.

This document is important because it ensures transparency regarding settlement fees and disbursements from the outset of the transaction.

2. Appointment to Act

The Appointment to Act formally appoints your settlement agent to act on your behalf during the transaction.  This document may include:

• Authority for the conveyancer to represent you (essential)

• Important terms and conditions, such as the business’s privacy policy

• Cybersecurity warnings and acknowledgements

At North Shore Conveyancing, this document also reinforces an important security message: We will never email you to request payment to a changed bank account.  Unfortunately, property transactions are a target for cybercrime and phishing scams, so documents like this play an important role in protecting buyers and sellers.

If your conveyancer has any conflict of interest in the transaction or is acting for more than one party (e.g. the seller and the buyer), this is also where a Disclosure of Interest may be included.

3. Client Authorisation Form (CAF)

The Client Authorisation Form (CAF) is one of the most important documents in the settlement process.  This document authorises your conveyancer to sign electronic documents on your behalf and lodge those documents through PEXA.  Essentially, it authorises them to complete your settlement electronically.  Without a valid CAF, settlement generally cannot proceed.

The CAF must match the title deed and your identification documents exactly, which is why Verification of Identity (VOI) is completed alongside it.

Important note for overseas clients

If you are overseas at the time of signing the CAF, it needs to be witnessed by an Australian Consular Officer at your nearest Australian Embassy or Consulate. This is something your conveyancer will guide you through well in advance.

4. Foreign Transfer Duty Declaration (FTDD)

Despite the name, this form is not just for foreign buyers.  In WA, all buyers are generally required to complete a Foreign Transfer Duty Declaration confirming their residency status.  This then allows your conveyancer to determine whether foreign duty applies to your transaction.  The FTDD must be retained by your conveyancer for their RevenueWA audit.

5. Information Questionnaire

Most conveyancers will also ask you to complete some form of information questionnaire.  This document gathers practical information required for settlement, such as:

• Your contact details

• How you will own the property

• Your bank or broker details

• First home buyer information

• Whether the property will be owner-occupied or rented

For sellers, it may also include:

• Mortgage details

• Information about tenants

• Authority details if someone is signing under Power of Attorney

While it can feel administrative and overly burdensome, getting these details right early helps avoid delays later and gives your conveyancer excellent oversight into the transaction.

6. Title ID Documents

Your conveyancer may also provide a Title ID form for you to review and sign.  Typically, this is accompanied by a copy of the title search and possibly the plan or diagram.  The purpose of this form is to identify the property being bought or sold and any encumbrances affecting the property.  Encumbrances can include things like:

• Easements

• Restrictive covenants

• Caveats

• Notifications

• Memorials

This step helps ensure everyone is working with the correct property details throughout the transaction.

7. Disbursement Authority (for sellers)

If you’re selling property, your conveyancer will usually ask you to sign a Disbursement Authority.  This document instructs your conveyancer where the sale proceeds should be paid after settlement.  It may include space to enter your nominated bank account, as well as mortgage payout instructions and any other payment instructions (such as transferring sale proceeds to the settlement of a property you are purchasing). 

Because cybercrime is a major issue in property transactions, many firms will not accept changes to account details via email alone.

Always follow your conveyancer’s verification procedures carefully.

8. Authority to Proceed (for buyers)

As settlement nears, buyers are often asked to sign an Authority to Proceed.  This confirms that you are satisfied with your final inspection and the contract conditions, and that you authorise your conveyancer to proceed to settlement on your behalf.

This document is particularly important because once settlement occurs, ownership changes legally and financially.

9. Bank documents

Depending on whether you’re buying or selling, your bank will also require that you sign documents. For buyers obtaining finance, your lender may issue documents including loan contracts, mortgage documents and direct debit authorities.  For sellers with an existing mortgage, your bank will require a Discharge Authority to be signed, authorising the bank to release the mortgage from your property at settlement.

One of the biggest causes of settlement delays in WA is sellers lodging their discharge paperwork too late, especially around Christmas and Easter.

Most documents are signed electronically now

The good news? Most settlement documents in WA can now be signed electronically using secure platforms like DocuSign.  For most standard residential transactions:

• You do not need to attend settlement in person

• Documents can be completed remotely

• Settlement itself occurs electronically via PEXA

In very rare circumstances, electronic settlement may not be possible. In these cases, paper documents requiring wet signatures and witnessing may be needed. Your conveyancer will advise you if this applies to your transaction.

FAQ: Documents signed during settlement

What documents do I sign when buying a house in WA?

Usually a Cost Disclosure, Appointment to Act, Client Authorisation Form, ID documents, finance paperwork and settlement authorities.

What is a Client Authorisation Form?

It authorises your conveyancer to sign and lodge documents electronically on your behalf through PEXA.

Do all buyers complete a Foreign Buyer Duty Declaration?

Yes. All buyers must complete this declaration, even if they are not foreign and foreign duty does not apply.

Can settlement documents be signed online?

In most cases, yes. Many conveyancers use secure electronic signing platforms like DocuSign.

What happens if I’m overseas during settlement?

Your conveyancer can usually still assist remotely, although some documents (like the CAF) may need witnessing by an Australian Consular Officer.

The bottom line when it comes to settlement documents in WA…

Settlement paperwork might seem overwhelming at first, but every document plays an important role in protecting your interests and ensuring the transaction proceeds smoothly.  A good conveyancer will guide you through each document, explain what it means in plain English, and make sure nothing is missed.

If you’re buying or selling property in Perth and want a smooth, secure settlement process with clear communication every step of the way, North Shore Conveyancing is here to help.  Contact Katelyn today for practical advice and support from contract through to settlement.