Lists of tasks for each loan stage
Enquiry
Tasks :
1. Create new Lead in Chief
2. Schedule Meeting
3. Send meeting confirmation email and send link to client portal & bankstatements link
4. Add Referral Connection if applicable
5. Ring Clients the day before meeting to confirm attendance and time
6. Schedule task to follow up if interview cancelled
7. If proceeding to application - Set up Application Tasks
8. Mark Enquiry Task complete
Application – Refinance
Tasks :
1. Request any additional supporting documents as per Lender Checklist
2. Order valuation – Send rates notice to valuer
3. Finalise Chief application including all notes and compliance questions
4. Complete Lender Calculator
5. Get Preliminary Credit Assessment signed (use hellosign where possible)
6. Submit Chief Application to ApplyOnline (AOL)
7. Get Lender Application signed
8. Complete Discharge Authority (DCA) and send to clients for signing
9. Check supporting document dates current as per Lender Checklist
10. Upload supporting documents to AOL
11. Submit AOL
12. Send Discharge form to outgoing lender
13. Set up Submission tasks
14. Mark Application tasks completed
Application - Purchase
Tasks :
1. Request any additional supporting documents as per Lender Checklist
2. Order valuation - Send Contract of Sale (COS) to valuer
3. Request Solicitors details
4. Finalise Chief application including all notes and compliance questions answered
5. Complete Lender Calculator
6. Get Preliminary Credit Assessment signed (use Hellosign where possible)
7. Submit Chief Application to ApplyOnline (AOL)
8. Arrange FHOG application if eligible
9. Get Lender Application signed
10. Check supporting document dates are current as per lender checklist
11. Upload supporting documents to AOL
12. Submit AOL
13. Set up Submission tasks
14. Mark Application tasks completed
Submission
Tasks :
1. Confirm lender has received Application and Supporting Documents
2. Move Deal to Submission Workflow
3. Create the Loan file (LF) and Credit Assessment file (CA) (TBA)
4. Upload client files to Chief
5. If Refinance - Email signed Discharge Form to Lender
6. Track application to next stage – Unconditional Approval or Pre-Approval
7. Set up next Tasks - Unconditional Approval or Pre-Approval
8. Mark Submission Tasks Complete
Pre - Approval
Tasks :
1. Confirm pre-approval advice is correct
2. Call customer to advise of pre-approval
3. Move Deal to pre-approval workflow
4. Email pre-approval advice to client using Chief template
5. Note the Pre-approval expiry date here __ /__ /____
6. Set task for pre-approval interim follow-up for 1 month after pre-approval, reschedule each month until expiry date
7. Resubmit pre-approval to lender as per lender requirements
8. Update Chief if the Pre-approval application does not proceed.
Convert Pre-Approval
Tasks :
1. Request copy of Contract of Sale (COS)
2. Order valuation - Send COS to valuer
3. Request new supporting documents if dates are no longer current, refer lender checklist
Unconditional Approval
Tasks :
1. Confirm approval advice is correct
2. Call customer to congratulate on approval
3. Move deal to Unconditional workflow
4. Email approval advice to customer using Chief email template and attaching the lenders approval letter
5. If a purchase, email approval advice to solicitor using email template and attaching the lenders approval letter
6. If a refinance, ensure discharge authority has been received by the outgoing lender
7. If the bank has made an alteration to the loan, check if a new PCA is needed and upload to Chief
8. Confirm the loan docs are issued to us or the customers - find out where, when and how they are being sent
9. Verify details if you receive loan documents
10. Ask client’s for Building Insurance COC with Bank noted as interested party (if required)
11. Confirm the signed loan docs are posted back to the lender
12. Confirm the lender has received loan documents
13. Confirm loan docs have been verified and the lender is ready for settlement
14. Confirm settlement is booked for the scheduled date, check COS if a purchase
15. Confirm settlement took place
16. If construction, before first draw down request stamped council approved plans & builders’ insurances
17. Set up Settlement tasks
18. Mark Unconditional tasks completed
Settlement
Tasks :
1. Congratulate customer upon settlement – call rather than email
2. Move deal to settled
3. If O/O purchase update clients address in Chief
4. Setup a warning task if any fixed or intro rate for 6 weeks prior to expiry
5. Get settlement advice from the lender (need for commission enquiries)
Post Settlement Administration
1. Send post-settlement letter to customer. Ask client to check if offset is active.
2. Ensure UFC is paid - due on the 26th of the month after settlement - Date due xx/xx/xx
3. Ensure loan appears in Trail Loan Book on 26th of the month, two months after settlement - Date due xx/xx/xx
4. If a loan increase/topup, close original Broker Platform Loan - due on the last
One Month Settlement Call
1. Call client(s) to confirm all is going well with the loan repayments and if they have any other finance needs eg car, caravan personal loan
2. Move Client file from "Current" to Alphabetical files in PC/Laptop
Settlement Anniversary
1. Confirm loan(s) are still active Y/N - if Yes continue to Step 2. If No active loans, mark as complete.
2. Has there been any contact with the client(s) since the last anniversary Y/N - if No go to step 3&4 - If Yes go to step 4
3. Call to ask if happy with loan or have plans in future.
4. Keep rescheduling each year without closing off the task
