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Estate and letting agents

The letter of engagement,signed before the board goes up.

Build the letter from the fees you actually charge, send the pack in one go, and keep a record of who agreed, when, and from where.

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Hartley & Co

Letter of engagement 2026/27

Accepting proposal PROP-004 from Hartley & Co, sent by R. Hartley

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The signing page's header, with one required field still to fill. For an estate or letting agent, that is the letter of engagement, signed before the board goes up. Composed from a test document; Finish stays disabled until every required field is filled, and the document itself is below the frame.

The three documents

Two of them start the instruction. The third goes out as a pack.

The letter of engagement

The priced document that starts the instruction: the property, the service, the fees and the outlays. Signed by the client before the work begins.

Terms of business and sole agency

The fees, the terms and the agency basis, given in writing before the client is committed. Signed and dated by both sides, so nobody argues later about which basis was agreed.

The letting pack

The tenancy agreement, the written statement of terms, the deposit and fee information and your own terms with the landlord. One pack, one send, one completed record rather than four attachments and a covering email.

Panel appointments, contractor terms and referral agreements go through the same mechanics if you want them to. They are not what this page is about.

Where this sits in the instruction

After the checks, before the work.

The letter of engagement comes after your own checks on the client and before any work on the property starts. It is the point the instruction becomes real, and it is the point most often handled by email and a phone call.

What we carry is the priced letter, the pack that goes with it, the signature and the evidence around all three. Your agency software and your compliance checks stay where they are.

Price the instruction from your own fee list

Keep your fees where you can see them: a percentage on sale, a fixed letting fee, a monthly management fee. Build the letter by picking from that list, so the fees the client signs and the fees you quoted are the same figures.

Send the pack, in the order it has to arrive

A pack is one template with several documents in it. Anything that must be given rather than agreed goes to the recipient as a viewer, so it is delivered and recorded without asking for a signature.

Keep what you would need at an inspection

Every send, open and signature is recorded with its time, its IP address and the browser it came from, and the completed pack produces a certificate. That is the file you produce when someone asks, rather than a search through a mailbox.

Send your next letter of engagement through it.

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What a regulator asked for, in writing

The PSRA, Ireland’s property regulator, has published a policy on electronic signatures that asks for an audit trail and a second factor, not a scanned signature. Against every send, open and signature we record the time, the signer, the IP address and the browser string, the trail is hash-chained so a later change is detectable, and signing can require an access code as well as the emailed link. Whether that meets your licence conditions is your call, not ours.

The certificate

Produced automatically when the last signature lands. It lists each signature with its time, actor and IP address, a fingerprint of every document in the pack, and a QR code linking to an independent check.

Checkable without you

A client, their solicitor or an inspector can verify a completed document themselves, with no account and no login. It confirms the document, the signers and that the chain is intact, without disclosing what the document said.

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CecurSign

Certificate of Completion

Completed

Envelope information

Envelope ID
9c1f2a34-5b6d-4e71-8f90-2ad4c6e13b58
Subject
Letter of engagement 2026/27
Created
04/06/2026 09:12 UTC
Sent
04/06/2026 09:14 UTC
Completed
05/06/2026 16:41 UTC

Documents

Engagement letter and schedules.pdf (7 pages)

SHA-256: a4f1c9e0b7d3

Signers and recipients

  • R. Hartley (Signer)Signed 04/06/2026 11:02 UTC
  • J. Okafor (Signer)Signed 05/06/2026 16:41 UTC

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Envelope ID

9c1f2a34-5b6d-4e71-8f90-2ad4c6e13b58

The certificate a completed letting pack produces. Shown with details from a test document.

What you would actually be using

The parts of CecurSign that matter to estate and letting agents, and what each one does here.

Templates

A sales letter of engagement and a lettings one, each holding its own fee basis and its own clauses, ready to go the day the instruction is agreed rather than the following week.

Build a document once with its fields, its signers and its reminders, then send it as often as you need without rebuilding it.

Sending for signature

Every person with an interest in the property signs the same letter, in order or together. A letter signed by one of two joint owners is the defect that surfaces on the day a sale is agreed.

One person or several, in a set order or all at once, with a deadline and a copy to whoever else needs one.

Supporting material

Your terms of business, your complaints procedure and your fee schedule sent alongside to be read, with a record that they were opened.

The things that are read rather than signed, sent alongside the document instead of stapled into it, with a record of who opened what.

Access codes

A code you give the client on the phone before the letter will open, for an instruction where you want more certainty about who put their name to it.

Require a short code, given to the signer by you rather than sent with the link, before the document will open.

Certificate of completion

Who agreed the appointment, when, and from where, on a document nobody has been able to alter since. That is the answer to a question asked long after the property has sold.

Produced when the last signature lands: every signature with its time, the person who made it and their IP address, and a fingerprint of each file.

What agents ask before they buy

Short answers to the four that come up most.

Is an electronically signed letter of engagement legally binding?
Yes, for the ordinary business documents on this page: the letter of engagement, terms of business and the letting pack. What settles a dispute is the record of who signed, when and from where, and that is what every completed document carries. Some documents, such as deeds, wills and land transactions, need extra formality and are not for this.
The fee changes after the letter has gone out. What then?
Reissue it. A new letter goes out from the same template with the new figures, and the client agrees it as a fresh signature rather than an edit to the old one. The version they first agreed stays on file exactly as it was.
We run several branches. Does the fee list have to be the same across all of them?
The fee list is one catalogue at the firm level, which is usually what an agent wants. Departments let you separate who sees what inside one account, so sales and lettings, or two branches, can work without seeing each other’s instructions. What goes wrong is rarely two branches wanting different fees; it is one branch quietly using last year’s.
Can a client or a tenant sign on their phone?
Yes. The link opens in the phone’s browser, with nothing to install and no account to create, and they sign there. The record is the same whichever device they used.

More detail on how a priced letter is built and what the client sees on the proposals page, or see how other companies use it on the industries index.

See the document itself

The whole thing, section by section, with the priced schedule attached. Free to read, and nothing to sign up for.

These show structure rather than wording, and where your professional body publishes model wording you should use theirs. Every one we publish is in the specimen gallery.

The four things it does, in your documents

The product does the same four jobs for every firm. This is what each one looks like in yours, and each page describes the job in full.

Proposals and engagement letters

The letter goes out the afternoon the instruction is agreed, priced from your own fee scale, and both joint owners sign it before the board goes up.

Proposals and engagement letters

Client onboarding

A vendor or landlord reads your terms of business, complaints procedure and fee schedule beside the letter, and you have a record of what they opened rather than what you posted.

Client onboarding

Contracts and renewals

A price reduction, a change of term, a switch from sole to multiple agency: each is a fresh letter, signed again, so the version in force on the day of sale is never in doubt.

Contracts and renewals

Self sign

A landlord's instruction form returned as a PDF, a permission for a board, or a branch sign-off: signed by you alone, in one sitting, with the same record.

Signing something yourself

What to read next

The parts of the help centre this page assumes, in the order you would meet them.

Everything else is in the help centre.

Put your next instruction through it

Build a letter of engagement from your own fees, send it to a real client, and look at the certificate that comes back.

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No credit card required.