# How bookkeepers request a mortgage statement from clients

Source: https://dokutrak.com/requests/bookkeepers/mortgage-statement
Author: Arthur Teboul, DokuTrak
Published: 2026-11-05
Language: en-US

> Ask the client for the monthly mortgage statement on every property the business owns, as the PDF from the loan servicer’s website. A mortgage payment leaves the bank as one amount, but you record it in parts: principal reduces the loan, interest is an expense, and escrow covers property tax and insurance. The statement gives you that split each month.

## Why bookkeepers need a mortgage statement

Booking the whole payment to one account overstates expenses and leaves the loan balance in the books higher than what is really owed. The statement breaks the payment into principal, interest and escrow, and shows the remaining principal balance, which is the figure the loan account on the balance sheet should match at month-end. The servicer’s annual escrow statement shows what was paid out for taxes and insurance.

## What exactly to ask for

The statement for each month you are closing, one per loan, for property held in the business’s name. On a cleanup, ask for every statement since the loan was last reconciled, plus the annual escrow account statement and the Form 1098 for each completed year.

## What to check when it arrives

- The principal balance after the payment matches the loan account in the books at month-end.
- Principal, interest and escrow add up to the payment that left the bank account.
- The borrower and property address match the business and the property on its books.

## Email to send your client

Subject: Mortgage statements for the business property

```text
Hi [Client name],

Each mortgage payment has to be split between the loan balance, interest and the escrow for taxes and insurance, and the monthly statement is where that split is printed.

Could you send me the statement for each month on the list below? The PDF from your loan servicer’s website is the best copy, usually under Statements or Documents. If you have the yearly escrow statement or Form 1098, please include those too.

If you can send them by [date], I can finish the month. Tell me if you have trouble logging in and I will help.

Thank you,
[Your name]
```

## Ask once. DokuTrak does the chasing.

- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not a mortgage statement or an unreadable or blurry scan. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.

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