Mortgage Submission Notes: What Brokers Should Include for Faster Underwriting

Every deal has a story.

It could be a borrower consolidating debt and getting back on track, a self-employed client whose income makes sense once you understand the business, a time-sensitive purchase, a purpose-driven refinance, or a credit story that deserves a second look.

That story starts with your submission note.

When you submit a deal to Neighbourhood Holdings, your submission note is the first thing our underwriters read. Before they review the application, documents, or numbers, they look for the context behind the file: who the borrower is, what they need, why the request makes sense, and how we can help move it forward.

That makes it one of the most valuable tools you have. A clear, complete note gives our team the context they need to move quickly, ask fewer questions, and find the most ideal path forward for your client. This guide breaks down exactly what to include, why it matters, and how a few extra details upfront can make a big difference in the review process.

In Your Submission Notes

A strong submission note does not need to be long. It just needs to answer the questions an underwriter is likely to ask first: What is the client trying to do? Why does the request make sense? And what context should we know before reviewing the file?

Your notes should tell the story of the deal — not just the facts, but the context behind them. Here’s what our underwriting team finds most useful:

Cover these in your submission notes:

• Purpose of the loan — whether it’s a purchase, refinance, equity take-out, or consolidation, and the reason behind it

• Employment details for BFS borrowers: company name, how long it has been operating, the nature of the business, and gross stated income

• Exit strategy — particularly helpful for short-term or bridge scenarios

• Source of down payment (purchases) or intended use of funds (refinances)

• More context  if the spouse or partner is not on the application

• Any credit background worth noting — a brief explanation helps us build the strongest possible case for your client

The more context you provide, the less back-and-forth is needed — which means faster reviews and better outcomes for everyone.

In the Application Itself

Once the story is clear, the next step is making sure the application gives our team the details to support it.

Missing or incomplete fields can slow down an otherwise strong file, especially when the information is needed to confirm income, assets, property details, or borrower structure.

Double-check the application for:

• Full legal names as they appear on photo ID

• All assets — including those not being used for this transaction

• All rental income, for both the subject property and any non-subject properties

• Property size and condo-specific details where applicable (number of parking spots, locker, etc.)

• For numbered companies: the business activity, not just the registration number

Small Details That Can Prevent Big Delays

Some of the most helpful details are the ones that explain what the documents alone cannot.

Adding that context upfront helps our underwriters assess the file with a clearer picture and reduces the need for follow-up questions. For example:

• Credit concerns: If there are late payments, collections, or other marks on the credit report, a short explanation in your notes goes a long way. Our underwriters approach every file looking for solutions — the more they understand the situation, the better equipped they are to find one.
• BFS income: For self-employed borrowers, especially those with numbered companies, the name of the business alone doesn’t tell us much. A line or two about what the business does and how long it’s been operating helps us assess income with confidence.
• Missing spouse or partner: If a spouse or partner is not on the application, a brief note explaining why prevents unnecessary delays down the line.

Copy-and-Paste Submission Note Template

Not sure where to start? Use this template as a simple starting point. Fill in what applies and remove anything that does not apply to the deal.

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Help Us Help Your Client Faster

Our team moves quickly — and a complete, well-written submission note is the single best way to keep your deal moving at the same pace. Think of it as giving our underwriters everything they need to go to bat for your client from day one.

Have a deal you’d like to discuss? Reach out to our team at connect@neighbourhood.com or quote your next deal through our portal.

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This blog post is intended for informational and educational purposes only and is directed toward licensed mortgage brokers. It does not constitute financial advice, a mortgage offer, or a commitment to lend. All lending decisions are subject to underwriting review and applicable lending criteria. Please consult your Business Development Manager or underwriter for guidance on specific client files.