# Mortgage File Preparation Desk

Educational worksheet for mortgage loan officers and operations teams. It is not legal, compliance, underwriting, or credit advice. Use only employer-approved systems and channels. Never place borrower documents, Social Security numbers, account details, credit data, access credentials, or other nonpublic personal information into an unapproved AI service.

## 1. File boundary card

- Internal file reference (no borrower name): ____________________
- Loan program/workflow: ____________________
- Employer policies and current overlays checked: Yes / No
- Originator authorization/licensing status confirmed: Yes / No
- Approved document channel: ____________________
- Approved AI/computer tools: ____________________
- Information prohibited from those tools: ____________________
- Human owner for credit decisions, disclosures, and compliance: ____________________

## 2. Approved-channel document checklist

Record status, not document contents, unless the system is expressly approved for borrower information.

| Item ID | Requested category | Approved delivery channel | Requested date | Received/confirmed date | Human verifier | Status |
|---|---|---|---|---|---|---|
| M-01 |  |  |  |  |  | Not requested / Requested / Received / Verified |
| M-02 |  |  |  |  |  | Not requested / Requested / Received / Verified |
| M-03 |  |  |  |  |  | Not requested / Requested / Received / Verified |

## 3. Missing-item queue

| Queue ID | Missing or unclear item | Source of requirement | Neutral follow-up draft | Approved sender | Human-approved? | Closed evidence |
|---|---|---|---|---|---|---|
| Q-01 |  |  |  |  |  |  |
| Q-02 |  |  |  |  |  |  |

AI may format a draft from an approved checklist. It must not invent a condition, imply approval, promise timing, or tell the borrower what will qualify them.

## 4. Borrower-question preparation sheet

| Borrower question | Authoritative source or policy owner | Facts to verify | Qualified responder | Answer reviewed before sending? |
|---|---|---|---|---|
|  |  |  |  |  |

Route questions about eligibility, pricing, rate locks, fees, terms, disclosures, underwriting, protected information, denials, or adverse action to the authorized human and current institution procedure.

## 5. Disclosure and milestone tracker

This tracker is a reminder surface, not the system of record. The authorized compliance/operations system controls dates and requirements.

| Milestone | Trigger confirmed by | Official rule/policy source | System due date | Delivered/received evidence | Human signoff |
|---|---|---|---|---|---|
| Application milestone |  |  |  |  |  |
| Loan Estimate |  |  |  |  |  |
| Intent to proceed |  |  |  |  |  |
| Changed circumstance/revision review |  |  |  |  |  |
| Closing Disclosure |  |  |  |  |  |
| Closing/funding handoff |  |  |  |  |  |

## 6. Communication draft review card

- [ ] The message uses an approved channel and recipient.
- [ ] No unapproved private information was entered into AI.
- [ ] Every requested item comes from the current approved checklist.
- [ ] The draft avoids eligibility, approval, rate, fee, timing, or outcome promises.
- [ ] The draft does not discourage an applicant or treat protected information differently.
- [ ] Any disclosure language comes from an approved current template.
- [ ] A qualified human checked accuracy, tone, recipient, attachments, and timing.
- [ ] The approved human—not the AI—sent the message.

## 7. Adverse-action and decision boundary

Stop the AI workflow and route to the creditor's authorized compliance/credit process if the work touches:

- approval, denial, counteroffer, withdrawal, or incompleteness classification;
- underwriting findings, eligibility, pricing, rates, fees, terms, or conditions;
- protected characteristics or possible proxies;
- credit scores, reports, model outputs, or reasons for action;
- adverse-action notices or explanation of a decision.

AI must not choose, rank, rewrite, obscure, or invent the principal reasons for an adverse action. The creditor remains responsible for accurate, specific reasons and compliant notice.

## Safe prompt using fictional or approved nonconfidential inputs

> Act as a mortgage file-preparation clerk, not a loan officer, underwriter, creditor, or compliance decision-maker. From the approved checklist and status-only fields, create: (1) a missing-item queue, (2) neutral follow-up drafts, (3) borrower questions that require a qualified responder, and (4) milestone reminders that cite their source. Do not make or imply eligibility, approval, underwriting, pricing, rate, fee, term, condition, protected-class, or adverse-action decisions. Do not invent requirements or reasons. If any input appears to contain borrower or customer information, stop and label it for approved-system review.

## Human completion receipt

- All borrower information remained in approved systems: Yes / No
- Every checklist requirement was verified against current policy: Yes / No
- Credit and underwriting decisions remained with authorized personnel: Yes / No
- Disclosure milestones were confirmed in the system of record: Yes / No
- All communications were reviewed and sent by an authorized human: Yes / No
- Fair-lending/adverse-action boundary check passed: Yes / No
- Reviewer initials/date: ____________________