LOA Checklist
← Hub
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🔴 First Thing
✓
Check FUB inbox — new leads, messages, task alerts
Open FUB → Inbox. Respond to any same-day leads immediately.
✓
Review open FUB tasks due today
Every lead should always have an open task — this is your action list.
✓
Review email — respond to lender, title, and client questions
Prioritize items that could delay a closing or stall a pre-approval.
📂 Active File Review
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Check all files under contract — note any conditions or lender requests
Look for outstanding conditions, appraisal status, and HOI confirmation.
✓
Check any files in pre-approval — are documents still needed?
If docs were requested but not received in 1–2 days, follow up with client.
✓
Review Arive for any new lender messages or conditions
Check lender portal for each active file — new notes or requests.
📞 Lead Management
✓
Call or text same-day leads — initial contact same day as inquiry
Fast leads → call same day. Every new lead gets a task set in FUB before you hang up.
✓
Update FUB last-touch notes after any contact
FUB → Lead contact → Last Touch. Be specific: what was discussed, what's next.
✓
Set or update next task for every lead touched today
If no open task → there is no follow-up. Always leave an open task.
✓
Follow up on applications awaiting documents (target: docs within 1–2 days)
If docs not received: follow up by phone or text — don't let it go 3+ days.
✏️ New Leads
✓
Add any new lead to FUB — name, phone, email, referral source, last-touch note
FUB → New Contact. Check for duplicates first. Set stage = Lead.
✓
Set a Referred By field (Realtor or source) in FUB
Critical for tracking which partners are sending business.
🏁 End of Day
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Confirm every active lead has an open FUB task for tomorrow
No task = no follow-up. Non-negotiable.
✓
Note anything urgent to bring to Doug's attention
DTI concerns, income questions, rate lock expiration, anything off-script.
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📋 Monday — Pipeline Review
✓
Send Monday pipeline email update to agents and title for all active files
FUB → Buyer's Agent → Email tab. Reply all to last week's thread. CC doug@homewealthsolutions.com and processor.
✓
Review each active loan for the week: underwriting, appraisal, conditions, HOI, anything special
Be able to answer: Are we on pace to close? What's outstanding?
🔁 Ongoing Weekly
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Follow up on all pre-approved clients not yet under contract — weekly touch
Keep them warm. Check FUB for last touch and set next task.
✓
Check all rate lock expirations — flag anything expiring in the next 14 days
Alert Doug immediately if a lock is at risk. Check lender portal.
✓
Review pipeline for any CDs (Closing Disclosures) that need to go out
CD must be sent 3 business days before closing. Flag any upcoming closings.
✓
Verify HOI is in place for any files closing in the next 2 weeks
Contact Ryan Obenreder (ryan@stateinsureonline.com / 813-345-4647) if needed.
✓
Process any new document uploads from clients in Arive
Review, label, and confirm they match what was requested. Flag discrepancies.
📂 File Review — Per Loan In Process
✓
Full and complete 1003 — confirm all sections populated correctly
Run through Loan Info, Borrower, Financial Info. No red fields.
✓
Credit confirmed and imported into Octane
✓
Clean AUS run (DU/LP) in file — no unresolved criticals
✓
Income calculated and confirmed with Doug
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Assets verified and match LO notes
🤝 Nurture / Slow Leads
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Review FUB nurture leads — check last touch date
Anyone not touched in 30+ days should get a personal check-in.
✓
Update tasks for all nurture leads — set next appropriate follow-up date
Frequency is individual-based on their timeline and readiness.
Lead Stage → Follow-Up Frequency
New Inquiry / Lead
Initial contact by phone or text. Set intake call or send application link. Log in FUB immediately.
Same Day
Application Sent
Follow up if application not completed. Get it done or understand the obstacle.
Next Day
Docs Requested
If docs not received, follow up. Don't let it go past 2 days without contact.
1–2 Days
Pre-Approved, Searching
Weekly check-in. Ask about search progress, any offers, questions. Keep them engaged.
Weekly
Under Contract
Monday pipeline email to agents/title. Client updates as milestones hit (appraisal ordered, CD sent, CTC, clear to close).
Weekly + Milestones
Nurture / Not Ready
Individual cadence based on their timeline. Could be monthly, quarterly. Note specific situation in FUB.
Individual
Closed Client
Birthday email. Closing anniversary. Any relevant market updates. Build the relationship long-term.
Annually + Triggered
💡 Rule: Every lead in FUB always has an open task. If there's no task, there's no follow-up. No exceptions.
Fast vs Slow Leads
Fast Lead 🔴
Actively searching, ready to apply now, has a property in mind, recent credit pull. Call same day — these leads go cold fast.
Same Day
Slow Lead 🟡
6–12 months out, credit work needed, lease not up yet. Establish rapport, set a future check-in date, let them know you're here when ready.
Individual
📧 Monday morning — reply to last week's email thread for each active file. Find the thread in FUB under the Buyer's Agent contact → Email tab.
Step-by-Step
1
Open FUB → go to the Buyer's Agent contact for the file
2
Click Email tab → scroll down to find last week's update thread
3
Double-click to open in a new window → Reply All
4
Copy last week's email body → paste at top → update bullet points with current status
5
CC: doug@homewealthsolutions.com and processor (Sheri)
6
Re-read before sending → confirm all info is accurate → Send
7
Repeat for each active file under contract
If No Previous Thread Exists
Find any prior weekly update email → Forward → open in new window → Delete "FW:" from subject line → Replace address in subject with this property's address → Start email at "Hi all" → Delete everything above and below Doug's signature → Fill in all transaction partners from FUB → Update bullet points.
Email Template
✅ What to cover in bullet points: Are we on pace to close? Where are we in underwriting? Appraisal status? Anything agents should know? Any outstanding conditions?