Why the Loan Submission Process Matters

Submitting a loan request isn’t just about sending documents.  It’s about framing the deal so the lender sees clarity, Professionalism, and reduced risk.  A strong submission:

• Answers lender questions upfront
• Highlights strengths and mitigates weaknesses
• Positions you as a trusted partner—not just a middleman

Think of your submission as a sales pitch in written form.  It should tell the lender: “This deal makes sense, and here’s why.”

Step 1: Start with an Executive Loan Summary

The executive summary is the centerpiece of your submission.  It’s the first thing lenders read—and often the deciding factor in whether they dig deeper or move on.

What to Include

• Broker details: Name and desired fee
• Property description: Type, condition, income, and estimated value
• Positive attributes: Why this deal is attractive
• Potential weaknesses: Transparency earns trust
• Exhibits: Photos, maps, and supporting documents

Pro Tip: Keep the summary clear and concise—one page if possible.  Use bullet points for easy scanning.

Example: Residential Loan Submission

Executive Summary Snapshot:

• Broker: Jane Smith, Desired Fee: 2%
• Property: Single-family home, 3 bed/2 bath, excellent condition
• Value: $750,000 (based on comps and Zillow)
• Loan Request: $450,000, first lien position
• Strengths: Low LTV (60%), Borrower credit score 720, substantial income
• Weakness: Minor roof repair needed ($5,000 estimate)
• Exhibits: Photos, location map, title profile, appraisal reference

This summary provides the lender with all the information they need at a glance.

Step 2: Organize Exhibits for Impact

Visuals and supporting documents matter.

Include:

• Property photos (interior and exterior)
• Location map
• Title profile with ownership History and recorded documents
• Comparable sales or valuation references

If you have more than 5–6 exhibits, split them into multiple emails or use a secure transfer tool like LockBox.  Large attachments often fail, and broken email chains slow the process.

Example: Commercial Loan Submission

For a $2.5M commercial property loan:

• Exhibits included:
• High-resolution exterior and interior photos
• Google Maps location screenshot
• Phase 1 Environmental Report
• Rent roll and income statement
• Title report
• Comparable sales analysis

The broker sent two emails: one with the executive summary and photos, and another with the financials and the environmental report, via LockBox.

Step 3: Address Key Lender Questions Before They Ask

Your submission should anticipate lender concerns:

• Does the property value support the loan amount?
• Is there sufficient protective equity?
• Are income streams stable?
• What risks exist—and how are they mitigated?

If weaknesses exist, acknowledge them and explain your mitigation strategy.

For example:

“Property requires minor repairs, but Borrower has allocated $50,000 from proceeds for improvements.”

Example: Mitigating Risk

In a recent deal, the Borrower’s business had a seasonal cash flow dip.  Broker included a cash flow projection showing reserves and a plan to cover lean months.  The lender approved because the risk was addressed upfront.

Step 4: Set Expectations on Costs

Clarify upfront that the Borrower is responsible for:

• Appraisal fees (always)
• Phase 1 Environmental Site Assessment (for commercial properties)

Failing to disclose these costs early can derail the deal.  Transparency prevents surprises and builds trust.

Step 5: Timing and Follow-Up

Speed matters.  After sending your submission:

• Follow up within 48 hours to confirm receipt
• Be ready for questions—your responsiveness signals Professionalism
• Keep communication clear and documented

Takeaway: “Speed and clarity aren’t optional—they’re your competitive edge.”

Step 6: Maintain a Clean Digital File

Organize your lead file in Outlook or your CRM:

• Name the file: Property address + agent name
• Store all exhibits digitally—avoid paper clutter
• Email yourself property references (Zillow, Redfin, Realtor) for quick access

A well-organized file makes updates easy and accelerates lender decisions.

Step 7: Verify Borrower and Property Details

• Borrower research: Use Google, LinkedIn, and Secretary of State filings for entities
• Property profile: Pull from the title company for purchase History and recorded documents
• Foreclosure laws: If the property is out of state, check judicial vs. non-judicial foreclosure—many lenders avoid judicial states

Step 8: Include Minimum Documentation

At a minimum, your submission should include:

• Completed loan application
• Most recent payment statement
• Three months of bank statements (personal and business, if applicable)

Strong files move faster.  Weak files stall.

Step 9: Address Lien Restrictions

• 1–4 units: Second liens are generally allowed by Law
• Commercial or 5+ units: Review deed of trust and loan agreement for junior lien prohibitions
• Deed of trust is recorded; the loan agreement often is not—request it from the Borrower

Step 10: Environmental Risk for Commercial Properties

Run a GeoTracker search to identify contamination risks.  Download the summary and include it in your file.  Environmental surprises can kill deals—better to know early.

Best Practices for a Winning Submission

• Lead with strengths, then disclose weaknesses
• Use bullet points for clarity
• Attach exhibits logically—photos first, maps second, documents last
• Keep tone professional—avoid jargon or filler

Recap

• Executive summary = your pitch
• Include broker info, property details, positives, weaknesses, exhibits
• Split large files or use secure transfer
• Follow up in 48 hours
• Verify Borrower and property details
• Include minimum documentation
• Address lien restrictions and environmental risks

Conclusion: Own the Narrative

The loan submission process is your chance to control the lender’s first impression.  When you lead with clarity, transparency, and Professionalism, you don’t just submit a loan—you sell an opportunity.

Takeaway: “Professionalism isn’t a personality trait—it’s a process.  Show it in your submission.”