Free mortgage workflow template

Mortgage document request checklist template

Use this prompt pack to turn underwriting conditions into borrower-friendly language, then draft the initial request, reminders, and escalation message in one workflow.

Best for: mortgage loan officers and loan teams who spend too much time rewriting document-request emails, chasing missing stips, and explaining the same paperwork to borrowers.

Outcome: a plain-English borrower checklist, a warm request email, a 48-hour reminder, a 5-day follow-up, and a closing-risk escalation draft.

Copy the prompt pack See the full workflow

1. Collect the file context

Fill this out before using the prompts. The more specific the inputs, the less editing you will need afterward.

Field	Fill in
Borrower first name
Loan type	Purchase / Refinance / Conventional / FHA / VA / USDA
Current stage	Processing / Underwriting / Conditions
Target closing date
Documents still needed
Special context	Self-employed, job change, second home, gift funds, etc.

2. Convert stips into borrower language

Paste the raw condition list into AI and ask it to rewrite the list in plain language.

You are helping a mortgage loan officer explain underwriting document requests to a borrower.

Rewrite this document list in plain English. For each item:
1. Say exactly what the borrower needs to send.
2. Explain why it is needed in one simple sentence.
3. Mention any common mistake to avoid.

Raw document list:
[paste documents here]

Keep the tone helpful, calm, and non-intimidating.

3. Draft the initial document request email

You are a mortgage loan officer assistant. Write a warm, professional email requesting outstanding documents from a borrower.

Borrower name: [First name]
Loan type: [Purchase / Refinance - Conventional / FHA / VA / USDA]
Current stage: [Processing / Underwriting / Conditions]
Target closing date: [Date or "in approximately X weeks"]

Outstanding documents needed:
- [Document 1]
- [Document 2]
- [Document 3]

Context:
[Any relevant detail - self-employed, recent job change, second home, gift funds, etc.]

Write the email in a friendly but professional tone. For each document, add one sentence explaining why it is needed in plain language. End with a clear deadline and offer to answer questions by phone or text. Keep the email under 200 words.

4. Create reminder drafts before you need them

Using the document-request email above, create three follow-up drafts:

1. A 48-hour gentle reminder.
2. A 5-day follow-up that keeps the tone helpful but adds urgency.
3. A closing-risk escalation message if the file may be delayed.

Keep each message under 120 words. Make the borrower feel guided, not blamed.

5. Review, personalize, send

Check every document request against the actual file.
Remove anything the borrower already sent.
Add one personal detail if possible.
Confirm the deadline is realistic.
Make sure the message does not imply approval, denial, or underwriting certainty.

Example output

Subject: A few items we still need for your closing

Hi Marcus,

Great news - your file is moving through underwriting and we are still tracking toward your May 30 closing. I need a few more items to clear the remaining conditions:

2023 and 2024 W-2s: your employer sends these each January, and underwriting uses them to verify your income history.
Most recent 30 days of pay stubs: this confirms your current earnings match your application.
Last 2 months of bank statements, all pages: this verifies your down payment funds. Please include any pages that say "intentionally left blank."

If you can send these by May 22, we should stay comfortably ahead of closing. If any item is hard to find, text me and I will walk you through it.

Related Tool Navigator guides

This template is a drafting aid. Review all borrower-facing messages for accuracy, compliance, and file-specific context before sending.