---
title: How to process a fulfillment request
description: Fulfillment full process
---
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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 process a fulfillment request
**1. Open File**
**Step 1: Notification of Signback (HS)**
- The Underwriting Manager will move the deal stage to Fulfillment, and update the field, Fulfillment Specialist.
### **Step 2: Update Fulfillment Details (MA)**
1. **Access MA System**
2. **Update Fulfillment Details**:
- Add the name under the "Fulfillment Specialist" field.
**2. Review File**
- Check for completeness of information. See below playbook.
- Ensure lender breakdown is in the **Investor Tab**.
- Verify **closing date** and **funding date**.
- Update **Fees** section ($495 Disbursements).
- If holdbacks exist, update the **Additional Reserves** section.
- Update **Debt Amounts** (if debt statements are available).
- Update **Existing Mortgages** section.
- Add "Fulfillment to Servicing" note in **Notes** using the standard template.
**3. Instruct Broker**
- Confirm necessary conditions with the broker.
- Ensure broker is aware of missing documents.
- Request missing information promptly.
- See below playbook for detailed instructions
**4. Request Lenders**
- Verify lender breakdown in **Investments associated with the deal**.
- Update lender details as per deal structure.
- Ensure any lender-specific conditions are met.
- See below playbook for detailed instructions.
**5. Instruct Lawyer**
- Ensure solicitor is instructed with complete deal details.
- Provide any missing conditions to the solicitor.
- Follow up daily to confirm final instructions are sent to the ILR.
- See below playbook for detailed instructions
**6. Collect Outstanding Documents**
- Follow up with **NHMC’s Solicitor** for:
- Tax Certificates
- Discharge Statements
- Condo Certificates
- Update any received documents in **Hubspot** and **MA**.
- Ensure file is complete before closing date.
- See below playbook for detailed instructions
**7. Final Review and Update**
### **Verify loan information (MA)**
- Verify all sections are correctly updated:
- **Investor Tab**
- **Fees Section**
- **Additional Reserves** (for holdbacks)
- **Debt Amounts & Existing Mortgages**
- "Fulfillment to Servicing" note
- Check and finalize Net Advance.
- Send Net Advance details to **Ritu** for approval.
- Verify the approved Net Advance in **Hubspot**.
### **Deal review (HS)**
- Verify Key Details
- Loan Type
- Loan Amount
- Loan Position
- LTV
- Interest Rate
- Property Value
- Term (years), Closing Date, Maturity Date, Interest Adjustment Date, and 1st Payment Date.
- Enter **Appraisal Date**.
- Double-check borrower and property details
- Appraised Value
- Mortgage Type
- Loan Purpose
- LTV
- Mortgage Amount
- Interest Rate
- Amortization
- Update **Loan Details Tab** with:
- Existing Mortgage Information
- Construction Type
- Tenure
- Zoning
- Dwelling Type
- Location Type
- Occupancy
- Last Purchase Date & Price (for REFIs)
- Title PIN No.
- Legal Description
- Verify **Lenders Tab** with lender breakdown.
- Update Collateral Tab (for collateral deals).
- \*\*\* CONFIRM THIS IS NOT IN HUBSPOT\*\*\*
- Verify and update **Fees Card**:
- Broker Fee
- NHMC Fee
- Adjust **Brookstreet lending fee** if applicable.
- Verify **Document records**:
- Save Suitability & Exit Strategy notes on the deal (?)
- Update document records with Satisfied **AMs** and **PAD Form** with "Approved" status.
**8. Closing Process (HS)**
- Follow up daily with NHMC’s solicitor for final instructions.
- Notify broker once final instructions are sent.
- Ensure file is complete before closing.
### **Day of Closing (HS & MA)**
- Prepare **Funding Requirements**:
- Fill out "Mic To Trust" and "Trust to Transfer" sections in Processor Excel Sheet.
- Ensure details match **MA and Hubspot**.
- Save completed Reqs in file folder.
- Follow up with NHMC’s solicitor for signed documents.
- Update **PAD Details** in MA with Account Information.
- Keep broker updated on outstanding items.
**9. Finalizing the Deal (MA)**
- Once NHMC’s solicitor confirms file is complete:
- Request **final ledger**.
- Update **Legal Fees** in MA Fees Section.
- Update final **Debt Amounts** in MA.
- Update **Existing Mortgage Amounts** in MA.
- Ensure Net Advance matches calculations in HS.
- Send **finalized ledger, approved Net Advance, Mic to Trust Req, and Trust to Transfer Req** to **Hiteshi** for funding approval by creating an Approval ticket with (Category: Final Deal Review.)
- Once approved, send **Trust to Transfer** confirmation to NHMC’s solicitor.
**10. Sending Funding Ticket to Admin**
Once funding has been approved by Hiteshi:
- Create a Funding ticket in the pipeline for Accounting.
- **Pipeline:** Accounting Admin
- **Category:** Funding
- **Subcategory:** New Business
- Include all required documents:
- Finalized ledger
- Approved Net Advance
- MIC to Trust Request
- Trust to Transfer Request
- ILR Ledger (optional) for debts
**Post-funding:** Once the deal/ mortgage has funded / closed, continue to use the existing ticket flow:
- **Pipeline:** Accounting Admin
- **Category:** Closing
- **Subcategory:** New Business
- See detailed playbook
- Once the loan in MA has been funded, the deal in Hubspot will automatically close and the servicing specialist will be assigned.
**11. Welcome Playbook processHow to terminate/cancel a deal**
- [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)
- [General](https://help.newhavenmortgage.com/newhaven-knowledge-base/general?hsLang=en-ca#main-content)
- [Setup](https://help.newhavenmortgage.com/newhaven-knowledge-base/general?hsLang=en-ca#setup)
- [Processes](https://help.newhavenmortgage.com/newhaven-knowledge-base/general?hsLang=en-ca#processes)
- [Integrations](https://help.newhavenmortgage.com/newhaven-knowledge-base/integrations?hsLang=en-ca)
- [Deals](https://help.newhavenmortgage.com/newhaven-knowledge-base/deals?hsLang=en-ca)
- [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)
- [Data Management](https://help.newhavenmortgage.com/newhaven-knowledge-base/data-management?hsLang=en-ca)
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