What is document chasing software for mortgage brokers, solicitors and conveyancers?

Document chasing software automates the repetitive admin of requesting and following up on missing documents from clients and third parties. CaseCaddy handles this for UK mortgage brokers, solicitors and conveyancers: chasing clients for payslips, bank statements and ID; chasing solicitors for outstanding searches and signed forms; and chasing lenders for mortgage offers and certificate of title, so property professionals spend less time on manual follow-ups and more time advising and completing.

How does AI document chasing help mortgage brokers, solicitors and conveyancers?

AI document chasing automatically sends polite, escalating reminders for missing documents such as payslips, bank statements, proof of ID, signed forms and searches. The wording adapts based on how long an item has been outstanding, so brokers, solicitors and conveyancers never have to draft or remember to send a follow-up.

Can this reduce the time spent chasing client documents?

Yes. By automating reminders and tracking outstanding items in one place, CaseCaddy removes the repetitive follow-up work brokers and admin teams do by hand, typically several hours each week across an active caseload.

What mortgage documents can be tracked?

Any document you request, including payslips, bank statements, proof of ID, proof of address, proof of deposit, self-employed accounts, SA302s, mortgage statements, credit commitments and gifted deposit letters.

Can clients receive automatic reminders?

Yes. Clients receive automated reminder emails on a schedule you control. Reminders stop automatically once all items have been received.

How much does CaseCaddy cost?

CaseCaddy costs £39 per month for unlimited cases with every feature included. There are no per-seat charges, no hidden fees and no long-term contract. Cancel any time.

Is CaseCaddy suitable for mortgage broker firms and admin teams?

Yes. CaseCaddy works for solo brokers, growing brokerages and admin teams, with shared visibility of every case and role-based access.

Can solicitors and conveyancers use CaseCaddy?

Yes. CaseCaddy is used by solicitors and conveyancers to chase clients for ID, signed forms and supporting documents, and to chase lenders, estate agents and the other side's solicitor for outstanding items that are holding up a transaction.

Can CaseCaddy chase solicitors and lenders, not just clients?

Yes. Any party in a transaction can be added as a contact to chase: clients, solicitors, lenders, estate agents or any other third party. Each party gets targeted reminders for the items they specifically need to provide.

Checklist

August 2026 · 8 min read

Loan Officer Document Checklist 2026: Every Document by Borrower Type

Missing one document can push a closing by days or weeks. This checklist covers every document loan officers need to collect from borrowers, title companies and realtors, organised by borrower type so nothing gets missed.

Standard W-2 borrower documents

For salaried employees with straightforward income, this is the baseline checklist. Most lenders and underwriters require all of the following before the file can move to underwriting.

Identity

Government-issued photo ID (driver's license or passport)
Social Security card or ITIN documentation

Income

W-2s for the last 2 years (all employers)
Pay stubs covering the last 30 days
Employment verification letter (if recently started a new job)

Assets

Bank statements for all accounts (last 2–3 months)
Proof of down payment source (if not from savings)
Gift letter and supporting bank records (if part of down payment is a gift)
Investment or retirement account statements (last 2 months)

Property

Signed purchase and sale agreement
Homeowner's insurance binder or declarations page
HOA documents (if applicable)

Self-employed borrower documents

Self-employed files take longer because income verification is more involved. These documents are in addition to the standard identity, asset and property documents above.

Self-employed income

Personal tax returns / Form 1040 (last 2 years, all schedules)
Business tax returns (last 2 years, Form 1120, 1120S or 1065 depending on entity type)
Year-to-date profit and loss statement (prepared by a CPA)
Business bank statements (last 2–3 months)
CPA letter confirming the business is active and the borrower's ownership percentage
1099s (last 2 years, if applicable)

VA loan additional documents

VA-specific

Certificate of Eligibility (COE)
DD-214 discharge papers (if no longer on active duty)
Statement of service (if currently on active duty)
VA funding fee documentation

FHA loan additional documents

FHA-specific

Explanation letter for any credit inquiries in the last 90 days
Proof of payment history for rent (12 months) if not currently mortgaged
Gift letter compliant with FHA guidelines if gift funds are used

Documents to collect from title company / escrow

Title and escrow

Title commitment / title binder
Title insurance policy (owner's and lender's)
Payoff statement for any existing mortgage
HOA estoppel letter (if applicable)
Survey (if required by the lender)
Flood determination certificate
Wire instructions
Settlement statement / HUD-1 or ALTA
Closing disclosure (must be received by borrower 3 business days before closing)

Documents to collect from the realtor

Realtor / real estate agent

Executed purchase and sale agreement
All addenda and amendments
Seller disclosure forms
Home inspection report
Repair request and seller's response
Earnest money deposit confirmation
HOA documents and meeting minutes (if applicable)
Condominium approval documents (if applicable)

Common explanation letters (LOX) loan officers request

Underwriters frequently require explanation letters for anything that looks unusual in the file. The most common triggers:

Explanation letters

Large deposits in bank statements (any deposit over roughly $200–$500 not from a regular paycheck)
Gaps in employment history (especially any gap longer than 30 days)
Recent credit inquiries (anything within the last 90 days)
Late payments or derogatory marks on credit report
Recent address changes or multiple addresses on record
Non-arm's-length transactions (buying from a family member or employer)

How to stop chasing these documents manually

The problem with this checklist is not knowing what's on it. The challenge is collecting everything before your closing deadline. Borrowers forget. Title companies are busy. Realtors are juggling multiple transactions.

CaseCaddy automates the follow-up. You add a case, select the documents needed from each party, and the system sends and chases automatically, every two, three or seven days, until each item is received. Every reminder is logged. Every party only sees the items they need to provide. Reminders stop as soon as something is marked received.

Automate your document follow-ups

CaseCaddy chases borrowers, title companies and realtors automatically so you can focus on closing. $49/month, unlimited cases.

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