Realtor role
Prepare—not warehouse—financial documents
Core evidence
Identity, income, down payment, debts
After offer
Executed APS + property details
Exact list
Varies by borrower and lender
On this page
Use the checklist to prepare the buyer, not to become the mortgage file cabinet
FSRA explains that mortgage professionals generally need information about income/employment, banking, down payment, assets and liabilities, the property, purchase agreement and lawyer. Exact requirements vary by lender and file.
A Realtor can improve closing reliability by telling buyers what categories of evidence to expect, but sensitive financial documents are usually better sent directly through the mortgage brokerage's approved channel. This reduces duplication and privacy risk.
Identity and income evidence
The exact list depends on income type. Salaried borrowers may need employment confirmation and pay evidence; self-employed borrowers can require tax and business documents; commission or variable income often requires history. The mortgage professional should issue the final list.
- Valid identification required by the mortgage process.
- Employment letter and recent pay evidence where applicable.
- T4s and/or Notices of Assessment when required.
- Self-employed tax and business documents where applicable.
- Pension, support, rental or other income evidence when relied upon.
Down payment and closing-fund evidence
Down-payment money must often be traceable. Savings, investment proceeds, gifts, sale proceeds and other sources can require different evidence. A buyer who moves money between accounts repeatedly or deposits unexplained large sums shortly before closing can create avoidable questions.
Realtors should also remind buyers that deposit funds are part of the down payment but closing costs are additional. FCAC notes that homebuyers should budget for legal fees, property-tax adjustments and other upfront costs.
- Recent bank/investment statements as requested.
- Gift documentation and donor evidence when applicable.
- Proof of deposit paid on the purchase.
- Sale agreement or sale proceeds where equity is being used.
- Separate reserve for legal fees, land transfer tax and adjustments.
Property documents after an offer is accepted
The mortgage team needs the complete transaction, not just the address. Send the executed APS and property particulars promptly. Depending on the property, they may also need condominium information, leases, well/septic details, plans, appraisal access, new-home documents or other evidence.
- Executed Agreement of Purchase and Sale.
- MLS listing/property particulars.
- All schedules, amendments and waivers relevant to the transaction.
- Deposit evidence when available.
- Property tax/condo information where relevant.
- Lawyer contact details once selected.
What Realtors generally should not request for their own records
Unless there is a separate legitimate real-estate purpose, avoid collecting copies of tax returns, bank statements, credit reports or detailed mortgage underwriting notes simply to 'help the mortgage.' RECO confidentiality obligations and privacy principles favour limiting collection and disclosure to what is actually needed for the Realtor's role.
The cleaner workflow is: Realtor flags the scenario, mortgage professional requests financial evidence directly, Realtor supplies transaction/property documents, and client consent governs information sharing.
Use the related tools
Realtor + mortgage coordination
Have a client who needs a mortgage review?
Use the Realtor referral pathway for a consented introduction. Do not upload tax returns, bank statements, credit information or other borrower financial documents through the referral form.
Refer a clientFrequently asked questions
Should the Realtor collect the buyer's bank statements and send them to the mortgage broker?
Usually the safer workflow is for the borrower to send sensitive financial documents directly to the mortgage brokerage through its approved process. The Realtor can help the buyer understand what categories will be requested.
Do self-employed buyers need different documents?
Often yes. The mortgage professional may require tax documents, business financial information and evidence tailored to the program being used.
Is the online checklist the final lender list?
No. It is a starting checklist. The lender, insurer, appraiser, lawyer or facts of the file can create additional requirements.
Primary sources
Mortgage, real-estate and new-home rules can change. These resources are educational and do not replace legal advice, your brokerage policies, a lender decision or a property-specific mortgage assessment.