How CPA firms request a mortgage statement from clients
By Arthur Teboul, DokuTrak · Published
In short
If the business owns its building or other real estate, ask for the lender’s year-end interest statement for each loan, or Form 1098 if the lender issues one, plus the December statement. You need the interest paid, the principal balance at December 31 and the escrow activity to record interest expense and tie the loan balance on the business return.
Why CPA firms need a mortgage statement
Each payment mixes interest, principal and often escrow for property taxes and insurance, and the books sometimes record the whole payment as one expense. The year-end statement splits it: interest is deductible on the business return, principal reduces the loan liability on the balance sheet, and escrowed taxes and insurance are deducted as the lender pays them. If the property is in the owner’s name and rented to the business, the mortgage belongs on the owner’s return, not the company’s.
What exactly to ask for
For each loan secured by property the business owns: the annual interest statement or Form 1098, and the December statement showing the principal balance. Ask for the escrow analysis if the loan has escrow, and the closing statement if the property was bought or refinanced during the year.
What to check when it arrives
- The borrower on the statement is the business, not the owner personally, so the interest goes on the right return.
- The principal balance at December 31 agrees with the mortgage liability in the books.
- Property taxes and insurance paid from escrow are booked once, not again when someone pays a tax bill directly.
Email to send your client
Replace the bracketed parts. The same text fits in the message of a DokuTrak request (up to 1,000 characters).
Subject: Mortgage statements for the business’s property
Hi [Client name],
For the building the business owns, I need the year-end statement from the mortgage lender. It splits your payments into interest, principal and escrow, which go in three different places in the books.
Please send the annual interest statement (or Form 1098 if the lender sent one), plus the December statement showing the balance owed. If the loan has an escrow account, the escrow analysis helps too. And if you bought or refinanced property during the year, please include the closing statement.
Could you send them by [date]? Lenders usually post these in the online account under Statements or Tax documents; if you cannot find them, tell me the lender 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.