Document Directory
Every document we might ask for, and why.
Nobody enjoys this part. What makes it worse is not knowing why any of it is needed, so here is the whole list with the reasoning attached. Your actual list will be shorter than this page. Use it as a map, not a to-do list.
The single thing that speeds a file up more than anything else: send complete documents the first time. All pages, your name visible, no cropping.
Identification and consent
Everyone provides these, whatever your situation.
Two pieces of government ID
- What it is
- Two pieces of valid government identification, at least one carrying your photo.
- Why we need it
- Lenders are required to confirm who you are under federal anti-fraud and FINTRAC rules. There is no way around this one.
- What it looks like
- A driver's licence plus a passport or PR card.
Credit consent
- What it is
- Your written permission for us to pull your credit report.
- Why we need it
- It lets us see your score and history, which shape both your rate and your approval. We pull once and use that one report everywhere.
- What it looks like
- A signed consent form, which we send you.
A void cheque or pre-authorized debit form
- What it is
- Your banking details for the mortgage payments.
- Why we need it
- It sets up the automatic payment from the right account once the mortgage funds.
- What it looks like
- A cheque marked VOID, or the PAD form your bank can print for you.
Your lawyer's details
- What it is
- Contact information for the lawyer or notary closing the deal.
- Why we need it
- Your lawyer registers the mortgage on title and handles the money on closing day. The lender sends instructions directly to them.
- What it looks like
- Name, firm, phone and email. If you do not have one yet, we can suggest a few.
If you are employed
Salaried or hourly, with a T4 at the end of the year.
Your most recent pay stub
- What it is
- A current stub showing your year-to-date earnings.
- Why we need it
- It confirms you are still employed and that your income matches what the letter says.
- What it looks like
- Dated within the last thirty days, showing your name and your employer's name.
Your last two T4s
- What it is
- The tax slips your employer issues each year.
- Why we need it
- They show a two year history, which matters most if any part of your pay is variable.
- What it looks like
- Both years, all pages.
A letter of employment
- What it is
- A letter from your employer on company letterhead.
- Why we need it
- It confirms your position, your start date, your guaranteed income and whether you are on probation.
- What it looks like
- Signed and dated, with a contact name and number the lender can call.
Self-employed, sole proprietor
Unincorporated business income reported on your personal return.
Two years of T1 Generals with the T2125
- What it is
- Your complete personal tax returns including the business activity statement.
- Why we need it
- This is the number lenders actually use. Not your revenue, not your deposits, but what your return declares after expenses.
- What it looks like
- All pages of both years, not just the summary.
Two years of Notices of Assessment
- What it is
- The CRA's response to each return you filed.
- Why we need it
- It proves the return was accepted and that you have no taxes owing, which lenders check carefully.
- What it looks like
- Downloaded from CRA My Account or the paper copy that arrived in the mail.
A CRA Statement of Account
- What it is
- A current statement showing your balance with the CRA.
- Why we need it
- Outstanding tax debt can stop an approval, because the CRA can register a lien ahead of the lender.
- What it looks like
- Pulled from CRA My Account, dated recently.
Your business registration
- What it is
- A master business licence or your HST registration.
- Why we need it
- It confirms the business exists, and how long it has been operating.
- What it looks like
- The registration document, or the HST number confirmation.
Self-employed, incorporated
You draw salary or dividends from a company you own.
Two years of business financial statements
- What it is
- Prepared financials for the corporation.
- Why we need it
- Lenders look at company health as well as personal income, especially if you want to use retained earnings.
- What it looks like
- Accountant-prepared statements, both years.
Two years of corporate and personal tax returns
- What it is
- The T2 for the company and the T1 for you.
- Why we need it
- Together they show what the business earned and what actually reached you.
- What it looks like
- Complete returns, all schedules.
Two years of Notices of Assessment
- What it is
- Personal, and corporate where the lender asks.
- Why we need it
- Same reason as above. It confirms filing and that nothing is owed.
- What it looks like
- From CRA My Account.
Articles of incorporation
- What it is
- The document that created the company.
- Why we need it
- It confirms ownership percentages and the incorporation date.
- What it looks like
- The original articles, plus any amendments.
Other income
Anything that is not employment or business income.
Child benefit
- What it is
- Confirmation of the Canada Child Benefit you receive.
- Why we need it
- Many lenders will count it toward qualifying if the children are young enough.
- What it looks like
- The CRA benefit notice showing the monthly amount.
Support or alimony
- What it is
- Spousal or child support you receive or pay.
- Why we need it
- Support received can count as income. Support paid counts against you. Both need documenting.
- What it looks like
- The separation agreement or court order, plus three months of proof it is actually being paid.
Pension or investment income
- What it is
- Regular income from pensions, RRIFs or investments.
- Why we need it
- It qualifies like any other income if it is stable and provable.
- What it looks like
- T4A slips, pension statements, or two years of investment statements.
Your down payment
Where the money is coming from, and proof it is yours.
Ninety days of account history
- What it is
- Full statements for whichever accounts hold the money.
- Why we need it
- Lenders must trace the source of every dollar. A large deposit with no explanation will hold up your file.
- What it looks like
- Complete statements, including your name and the account number, not screenshots of a balance.
A gift letter
- What it is
- If any of it is a gift from family.
- Why we need it
- It confirms the money is a genuine gift and not a loan you will have to repay.
- What it looks like
- Our standard form, signed by the giver, plus proof the funds transferred.
FHSA or RRSP withdrawal confirmation
- What it is
- If you are using registered savings.
- Why we need it
- It confirms the amount and the date, and for the Home Buyers' Plan, that you qualify.
- What it looks like
- The withdrawal confirmation from your institution.
When you are buying
Everything tied to the specific property.
The accepted agreement of purchase and sale
- What it is
- The signed offer, including every schedule and amendment.
- Why we need it
- It sets the price, the closing date and the conditions the lender works to.
- What it looks like
- Fully signed by all parties.
The MLS listing
- What it is
- The full listing for the property.
- Why we need it
- It gives the lender and the appraiser the property details, taxes and lot information.
- What it looks like
- The complete listing, not the public-facing summary.
A status certificate
- What it is
- For a condominium purchase.
- Why we need it
- It tells the lender the condition of the corporation's finances and whether there are special assessments coming.
- What it looks like
- Ordered by your lawyer from the condo corporation.
Properties you already own
Including the one you live in.
Current mortgage statement
- What it is
- For every property you hold.
- Why we need it
- It shows the balance, the payment, the rate and the maturity date, all of which affect what you qualify for.
- What it looks like
- The most recent annual statement or a printout from your online banking.
Property tax bill
- What it is
- The current year for each property.
- Why we need it
- Property tax is part of the debt service calculation.
- What it looks like
- The interim or final bill from the municipality.
Lease agreements
- What it is
- For any rented units.
- Why we need it
- Rental income can help you qualify, but only if it is documented.
- What it looks like
- The signed lease, plus proof of the deposits landing in your account.
At renewal
When your current term is ending.
Your renewal letter
- What it is
- Whatever your current lender has sent you.
- Why we need it
- It tells us what you are being offered, which is the number we are trying to beat.
- What it looks like
- The letter or email, with the maturity date visible.
Current mortgage statement
- What it is
- Your existing balance and terms.
- Why we need it
- We need the exact payout figure and the maturity date to time the switch correctly.
- What it looks like
- From your lender or your online banking.
Property tax bill
- What it is
- Current year.
- Why we need it
- Required again for the new lender's calculations.
- What it looks like
- The municipal bill.
When you are refinancing
Taking equity out, or restructuring.
Current mortgage statement
- What it is
- Balance, rate and maturity date.
- Why we need it
- We need it to work out your penalty and whether the refinance is worth doing at all.
- What it looks like
- From your lender.
Property details
- What it is
- Recent appraisal if you have one, or the details for a new one.
- Why we need it
- Value sets how much equity is available to you.
- What it looks like
- An appraisal within the last six months, or we will arrange a fresh one.
Statements for the debts you are paying out
- What it is
- Every balance you plan to consolidate.
- Why we need it
- We need exact payout figures, not estimates, or the numbers move at closing.
- What it looks like
- Current statements showing balance and account number.
If you are selling
Usually alongside a purchase.
The firm sale agreement
- What it is
- Your accepted offer on the property you are leaving.
- Why we need it
- Bridge financing is not possible without a firm, unconditional sale.
- What it looks like
- Fully signed, with all conditions waived.
Discharge statement
- What it is
- From your current lender.
- Why we need it
- It confirms the payout amount and any penalty on the property you are selling.
- What it looks like
- Requested from your lender, usually valid for thirty days.
Explaining the unusual
Almost every file has something.
A letter of explanation
- What it is
- A short written note about anything that looks odd on paper.
- Why we need it
- A missed payment three years ago, a gap in employment, a large deposit. Lenders are far more comfortable with an explained anomaly than an unexplained one.
- What it looks like
- A few honest sentences. We will help you write it.
Saving documents from the CRA
When you save a page from CRA My Account, your name often does not appear on it, and the lender needs to see your name to accept it. A full-page screenshot extension solves this in one click. Print to PDF from the browser works too.
Scanning without a scanner
On iPhone, open Notes, tap the camera icon and choose Scan Documents. On Android, open Google Drive, tap the plus and choose Scan. Both give you a clean, straightened PDF. Photos taken at an angle, or of a screen, usually come back.
Capturing a full web page
GoFullPage is a free Chrome extension that captures an entire web page in one click, including everything below the fold, and saves it as a PDF or an image. It is the fastest way to send us a CRA page or an online statement with your name and the page header still on it. Add it from gofullpage.com.
The clean-file test
Before you send anything over, run it past this. Eight quick checks. Files that pass usually go straight through, and files that do not usually come back with a second round of requests. That second round is what turns a two week approval into a four week one.
- Every page is there, including the ones that look blank
- Your name and account details are visible on each statement
- The dates cover the full period we asked for
- Original PDFs rather than screenshots, wherever you can manage it
- Any large or unusual deposit has a one line explanation attached
- Any tax balance owing is addressed, with proof of payment or the agreed plan
- Everything is uploaded to the secure portal, not sent by text or social
- Nothing has been cropped, edited or blacked out unless we asked you to
Common questions
What documents do I need for a mortgage in Ontario?
Everyone provides two pieces of government ID, credit consent, a void cheque and their lawyer's details. After that it depends on how you earn. Employed: a recent pay stub, two years of T4s and a letter of employment. Self-employed: two years of tax returns, two years of Notices of Assessment and a CRA statement of account. Then whatever is specific to your situation, whether that is a purchase agreement, a renewal letter or statements for debts you are consolidating.
What documents does a self-employed person need for a mortgage in Canada?
Two years of complete personal tax returns, two years of Notices of Assessment, and a current CRA Statement of Account showing you owe nothing. Sole proprietors add the T2125 business statement and their business registration. Incorporated owners add two years of business financial statements, the corporate returns and the articles of incorporation. Lenders read what your return declares, not what your business earns.
Why do lenders need ninety days of bank statements?
To trace the source of your down payment. Federal rules require lenders to confirm the money is truly yours and not borrowed. A large deposit with no explanation is the single most common reason a file stalls, so if one is coming, tell us in advance and we will document it properly the first time.
Can I send documents from my phone?
Yes, and a phone scan is usually better than a photo. On iPhone, open Notes, tap the camera icon and choose Scan Documents. On Android, open Google Drive, tap the plus and choose Scan. Both produce a clean PDF that lenders accept. A photo of a screen or a cropped screenshot usually gets sent back.
Why do you sometimes ask for two years of documents?
The more your income moves around, the more history a lender needs in order to judge whether it is likely to continue. A steady salary usually needs less. Commission, bonus, self-employed and rental income usually need more. It is not a judgement on you, it is the lender working out what they can safely count.
Why does one large deposit matter so much?
Lenders have to know where your down payment came from. An unexplained deposit raises a question even when the money is completely legitimate, and an unanswered question holds up a file. Tell us about it up front, keep the trail between accounts easy to follow, and it stays a non-issue.
Should I email my ID and bank statements?
Use the secure portal set up for your file wherever possible. That is exactly what it is there for. Email and text messages are easy to forward by accident, and these are the documents you would least like forwarded.
Not sure which of these apply to you? Send us a note and we will send back a short list with only your items on it.
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