---
title: How to instruct lawyers
description: how to instruct lawyers
---
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1. [New Haven Knowledge Base](https://help.newhavenmortgage.com/newhaven-knowledge-base?hsLang=en-ca)
2. [Processes](https://help.newhavenmortgage.com/newhaven-knowledge-base/processes?hsLang=en-ca)
3. [Fulfillment](https://help.newhavenmortgage.com/newhaven-knowledge-base/processes?hsLang=en-ca#fulfillment)
November 10, 2026
# How to instruct lawyers
**Instructing Lawyer Playbook**
**Step 1: Add Fulfillment to Solicitor Note (MA)**
1. Go to MA and add the **“Fulfillment to Solicitor”** note.
2. **Include Closing Date (First Line):**
- **For purchases**: The closing date is firm.
- **For refinances**: Fulfillment selects a closing date based on file status, rush requirements (maturing mortgages, funds for purchases, etc.), and MIC fund availability.
3. **Include Mortgage Terms:**
- Deal Type (Refinance or Purchase)
- Title Holders (If a consenting spouse or guarantor is involved, **ILA is required**)
- Occupancy Details (If rental, **register NOAR** and obtain tenant contact information)
- Collateral Properties (If applicable)
- Mortgages Being Paid Out or Remaining in Priority
- Length of Term, Prepayment Penalties, and Mortgage Prepayment Details
4. **Make Additional Notes:**
- If debts are paid from proceeds, note it.
- If NOSIs are discharged or postponed, note it.
- If any writs are being paid, note it.
- If title cleanup is required before closing, note it.
- Instruct the lawyer to **order the tax certificate** (if arrears are to be paid from proceeds).
- **Include insurance binder and title insurance requirements** (GRC included, SMC included, rental endorsement if applicable).
- Provide **Lender Breakdown** (All MIC or Front-End & Back-End Lenders).
**Step 2: Finalize Notes & Lawyer Information (MA)**
1. **Pin the note to the top.**
2. Select **“Add to Documents”** and unselect previous notes.
3. Enter **NHMC solicitor and ILR information** under the **Lawyer** tab.
4. **If ILR information is missing in MA:**
- Go to MA homepage \> **“Law Firms & Clerks”**
- Select **“Add a Law Firm”**
- Enter Law Firm details (Name, Address, Phone, Fax)
- Select **“Add Law Firm”**
- Enter Lawyer’s Name, Phone, and Email, then click **Save Changes**
- The new ILR details should now be available under the **Lawyer** tab.
**Step 3: Prepare & Review Lawyer’s Instructions**
1. **Go to the Documents section in MA.**
2. **Select “Preview” Lawyer’s Instructions.**
3. Verify the **Fulfillment to Solicitor Notes** are included.
4. Edit the **Lender Breakdown** to match the lender email.
- **MA does not automatically populate some of the front end/back end lenders** – enter it manually.
5. Select **“Confirm Document” and “Sign”**.
6. Save final Lawyer Instructions to the file folder.
**Step 4: Update Closing & Funding Dates (MA)**
1. Add **Closing Date & Deposit/Funding Date** in MA (these should be the same date).
**Step 5: Prepare Closing Documents (MA)**
1. **Amortization Schedule:**
- Preview & confirm **Amortization Schedule** under Documents tab.
- Verify:
- Monthly payment amount
- First payment date
- Interest adjustment date
- Maturity date
- Save to the file folder.
2. **PAD Form (Standalone Version):**
- Preview & confirm **PAD Form**.
- Verify:
- Borrower’s names
- Monthly payment amount
- First payment date (**N/A if the mortgage is fully prepaid**)
- Save to the file folder.
3. **Prepare Net Advance Worksheet:**
- Go to **Sharepoint NHMC-Fulfillment Folder → FF General → UW AAA Template → Processing Folder**
- Copy **“Processor Excel Worksheet - Jun 28th, 2023”** and paste it into the file folder.
- **Fill out Net Advance Worksheet:**
- Enter **File Name & Number**
- Loan Amount, Retainer, NHMC Mortgage Discharge (if internal refinance)
- Placement Fee (& Finder’s Fee), Account Setup Fee ($695), Disbursements ($495)
- Interest Adjustment Date & Amount
- Prepayment Amount (if applicable)
- Holdbacks (if applicable)
- If **holdbacks apply** (e.g., Water Certificate Holdback, Renovation Holdback):
- Go to **“Additional Reserve”** tab in MA.
- Enter **Holdback Name**, select **“Initial Balance from Funding”**, enter **Amount**.
- **If Brookstreet is lending on the deal:**
- Enter Brookstreet’s loan portion, lender fee, and interest adjustment portion.
- **Go to “Fees” section in MA:**
- Add **Brookstreet’s Lender Fee** under **Placement Fee** (Finder’s Fee, Brookstreet Fee, and remaining unallocated funds to NHMC should be displayed).
- **Save Net Advance to File Folder** and sign using **Adobe**.
**Step 6: Send Opening Email to NHMC Solicitor (HS)**
1. **Use the “Instructed - Law Firm” email template.**
2. **Attach all relevant documents:**
- Searches
- Appraisals
- Tax/Mortgage Statements
- Draft Ledger
3. **Attach final lawyer instructions, face AM, PAD Form, and Net Advance Worksheet.**
4. **Edit email for specific details:**
- Closing date
- Lenders on file
- Debts to be paid
5. **Send email to NHMC Solicitor.**
**Step 7: Follow Up with NHMC Solicitor (HS)**
1. **Solicitor to confirm receipt of opening email & attachments.**
2. NHMC Solicitor will contact ILR for representation confirmation & closing date.
3. **Follow up daily until confirmation is received.**
---
This process ensures proper legal instruction for closing while maintaining compliance and accuracy in documentation.
- [Getting started](https://help.newhavenmortgage.com/newhaven-knowledge-base/getting-started?hsLang=en-ca#main-content)
- [Activity](https://help.newhavenmortgage.com/newhaven-knowledge-base/getting-started?hsLang=en-ca#activity)
- [Cleanup](https://help.newhavenmortgage.com/newhaven-knowledge-base/getting-started?hsLang=en-ca#cleanup)
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- [Setup](https://help.newhavenmortgage.com/newhaven-knowledge-base/general?hsLang=en-ca#setup)
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- [Processes](https://help.newhavenmortgage.com/newhaven-knowledge-base/processes?hsLang=en-ca#main-content)
- [Fulfillment](https://help.newhavenmortgage.com/newhaven-knowledge-base/processes?hsLang=en-ca#fulfillment)
- [Servicing](https://help.newhavenmortgage.com/newhaven-knowledge-base/processes?hsLang=en-ca#servicing)
- [Underwriting](https://help.newhavenmortgage.com/newhaven-knowledge-base/processes?hsLang=en-ca#underwriting)
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