Mortgage broker document checklist: a complete file on day one
Short answer: Send borrowers one secure link with your application form and a document checklist: photo ID, pay stubs and employment letter, two years of T4s and Notices of Assessment, down-payment bank statements, and the purchase agreement or mortgage statement. They upload from their phone; you get the full file at once and the copy is deleted after you submit to the lender.
The checklist
| Category | Documents |
|---|---|
| Identity | Government photo ID for each borrower |
| Income (employed) | Recent pay stubs, employment letter, T4s and Notices of Assessment (2 years) |
| Income (self-employed) | T1 Generals, Notices of Assessment, business financials |
| Down payment | 90 days of bank statements, gift letter if applicable |
| Property | Purchase agreement, MLS listing, property tax bill, condo documents |
| Renewals / refinances | Current mortgage statement or renewal letter |
Identity and record-keeping
Mortgage brokers became FINTRAC reporting entities in October 2024 and must verify client identity and keep records. A secure upload collects the documents; verification and the FINTRAC record stay with the brokerage — check FINTRAC's current guidance.
Fewer follow-ups
- Send co-applicants their own link, so documents and consent stay separate.
- Use reminders before the link expires.
- For renewals, send a short renewal review form months before maturity.
General information for Canadian businesses, not legal advice. Laws and professional rules change — check the current version with your regulator or lawyer.
SealDrop sends your clients or patients a secure link to upload documents and fill in forms. Everything is stored in Canada and deleted once you have filed it. SealDrop for mortgage brokers →