How insurance agents request a mortgage statement from clients
By Arthur Teboul, DokuTrak · Published
In short
Ask the homeowner for their most recent mortgage statement before you bind the homeowners policy. You need the lender’s exact name, the mortgagee clause address and the loan number, so the lender is listed correctly on the declarations page and receives proof of coverage. If there is a second mortgage or a home equity line, ask for that statement too.
Why insurance agents need a mortgage statement
The lender requires proof of insurance and expects to be named as mortgagee, often with the wording ISAOA/ATIMA. If the clause or the loan number is wrong, the lender may not match the policy to the loan and can send the homeowner letters about missing coverage. When the premium is paid from escrow, the lender also needs the renewal bill sent to the right address.
What exactly to ask for
The latest monthly statement, all pages, for each loan secured by the home. The mortgagee clause address is sometimes printed on the statement and sometimes only on the servicer’s website, so ask the applicant to send the insurance section if their servicer has one. For a purchase, the lender’s closing instructions take the place of the statement.
What to check when it arrives
- The lender on the statement is the current servicer, not the original lender from closing.
- The loan number is complete and readable, so the lender can match the policy to the loan.
- Whether the statement shows an escrow account, which tells you who pays the premium.
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: Your mortgage statement for the homeowners policy
Hi [Client name],
I am getting your homeowners policy ready. Your lender has to be listed on it exactly the way they expect, so I need a copy of your latest mortgage statement.
The PDF from your lender’s website is ideal, with all pages. If you also have a second mortgage or a home equity line, please send that statement as well.
Could you send it by [date]? If you cannot find it, your lender’s name and your loan number are enough to get me started.
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.