June 2026 · 8 min read
Mortgage Broker Chasing Email Templates: Copy, Adapt and Use
These templates cover the most common chasing scenarios for UK mortgage brokers: clients who have not sent documents, solicitors who have not confirmed receipt of the mortgage offer, and lenders with outstanding conditions. Copy them, adapt the bracketed placeholders and use them directly.
Client document request templates
These are sent to your client. Replace bracketed text with the relevant details for each case.
Initial document request
Hi [First Name], Thank you for instructing us to help with your mortgage application. To get things moving, we need the following documents from you: [List of documents required] You can send these by replying to this email with attachments, or use this secure link: [upload link] Please aim to send these within the next five working days so we can move your application forward without delay. If you have any questions about what we need or where to find a specific document, just reply and I will help. Kind regards, [Your name] [Firm name]
First follow-up (5 to 7 days later)
Hi [First Name], I am following up on the documents for your mortgage application. We are still waiting for: [Remaining outstanding items] We cannot submit your application to the lender until we have these. Please send them when you get a chance, or use the link below. [upload link] If there is something specific you need help with, please let me know. Kind regards, [Your name]
Second follow-up (12 to 14 days)
Hi [First Name], I wanted to reach out again about your mortgage documents. We have been waiting for the items below for a couple of weeks and your application cannot progress without them. Still outstanding: [Remaining outstanding items] Please send these as soon as you can. If you are having difficulty locating any of them, reply to this email and I will advise on what is acceptable. [upload link] Kind regards, [Your name]
Final chase (18 to 21 days)
Hi [First Name], This is a final follow-up regarding the outstanding documents for your mortgage application. We have not been able to proceed with your application as the items below have not been received. Outstanding: [Remaining outstanding items] If we do not receive these shortly, we will need to pause your case. Please contact me directly if there is something preventing you from sending these, so we can discuss the best way forward. [upload link] Kind regards, [Your name]
Solicitor chasing templates
These are sent to the client's solicitor. Keep them short and specific. Solicitors respond better to a clear single question than a long explanatory email.
Chasing solicitor for mortgage offer receipt
Hi [Name], I am writing regarding [Client Name] / [Property Address]. The mortgage offer from [Lender] was issued on [Date] and expires on [Expiry Date]. Could you confirm you have received it and whether there are any outstanding conditions we need to address from our side? I would be grateful for a response by [Date]. Kind regards, [Your name] [Firm name]
Chasing solicitor for exchange update
Hi [Name], Following up on [Client Name] / [Property Address]. Are you in a position to confirm an exchange date? Our client is ready to proceed and keen to agree a date as soon as possible. Please let me know the current status and when you would expect to be in a position to exchange. Kind regards, [Your name]
Chasing solicitor: second attempt
Hi [Name], I am following up on my email of [Date] regarding [Client Name] / [Property Address]. We still require [specific outstanding item]. The mortgage offer expires on [Date], so I would be grateful if you could respond by [Date] to allow us to take any necessary action in time. Kind regards, [Your name]
Lender chasing templates
Chasing lenders is typically done by phone through the broker support line, but written follow-up is useful for creating a paper trail and for less urgent queries.
Chasing lender for outstanding mortgage offer
To Whom It May Concern, I am writing regarding a mortgage application submitted on [Date] for [Client Name] at [Property Address]. The application reference is [Reference]. The target completion date is [Date]. We have not yet received the mortgage offer and would be grateful for an update on the expected issue date. Please respond to this email or contact me on [phone number]. Kind regards, [Your name] [Firm name] [FCA number]
Chasing lender for condition clearance
To Whom It May Concern, Application reference: [Reference] Applicant: [Client Name] Property: [Property Address] I am writing to follow up on outstanding condition [Condition reference / description]. The supporting documentation was submitted on [Date]. Please confirm whether the condition has been cleared or whether any further information is required. Kind regards, [Your name]
Tips for making these templates work harder
Always list only what is still outstanding
Never resend the full original list if some items have been received. Listing items the client already sent damages trust and makes it harder for them to see what is actually needed.
Use a consistent send time
Emails sent between 9am and 10am on weekdays have higher open rates than those sent at other times. If you are sending these manually, batch your chasing to first thing in the morning. If you are using automated chasing software, set a send window rather than firing at midnight.
Include a single clear action
Every chasing email should have one ask: send these documents, confirm this date, or respond to this question. Emails with multiple asks get partially actioned or ignored entirely.
Sending these automatically
Writing and sending individual chasing emails across a full caseload takes several hours per week. CaseCaddy automates the full sequence: initial request, follow-ups and final reminder, each sent on the schedule you set, each listing only the items still outstanding. Replies come back to you directly. You only need to act when someone responds or when the automated sequence completes without a reply.
Stop writing these by hand
CaseCaddy sends AI-drafted versions of these templates automatically on your schedule, personalised to each client and updated as items are received. No copy-pasting, no tracking who is due a chase today.
Try CaseCaddy free