Mortgage condition management where each new document lands on the condition it clears, and the underwriter only sees what needs a decision
Conditions cleared the day the document arrives, not days later.
See one case, screen by screen ↓Software that takes the conditions from a conditional approval and tracks each one until it is met — requested, received, checked and cleared — so the file reaches clear to close before the Closing Disclosure has to go out. Mortgage Condition Management adds agents that read each document as it arrives, match it to the condition it clears, test it against the guide and draft requests for what is missing.
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A conditional approval is the start of the work, not the end. The Whitaker purchase was approved on 1 October with 14 conditions, among them paystubs covering the last 30 days, a gift letter and the wire, a letter of explanation for a credit inquiry, the final title commitment, the HOA certificate, reserves, a large deposit, a verbal VOE. Each must be met before docs are drawn or before funding.
The documents come in from the borrower portal, the shared mailbox, the title company and the HOA, often overnight. A processor matches each one to its condition by hand, the underwriter reopens the whole file to clear one item, and anything that falls short — a gift letter without the donor’s phone number, an unsigned letter of explanation, a binder with the wrong mortgagee — bounces back by email. Meanwhile the closing date holds, and the Closing Disclosure must be received three business days before it, so clear to close has to come first.
Estimated split for one condition, by hand and with the solution, in working hours. Time waiting on the borrower or a third party is not included.
Six specialist agents drop each document on every condition it satisfies and test it against the guide; the underwriter clears and decides.
Tuesday 13 October, 07:30. Marcus and Elena Whitaker close on Tuesday 20 October, and eight documents came in overnight. Here is the morning, screen by screen, in the working solution.
Renee opens the Whitaker file: $489,600 purchase, DTI 31.9%, DU Approve, 6 of 13 prior-to-docs conditions cleared. Above the board, the clock: clear to close targeted for Wed 14 Oct, Closing Disclosure received by Fri 16 Oct, closing Tue 20 Oct at 10:00. Eight documents sit unread in the Arriving tray — paystubs, a gift letter and wire confirmation, the title commitment, the HOA certificate, a letter of explanation and an auto finance contract.
Open 4 · Requested 4 · Received 0 · Cleared 6 — every condition in one of four lanes.
Renee presses one button. Each document is read, lifts out of the tray and drops onto the condition it satisfies; the condition moves to Received. The matcher ties 8 documents to 5 conditions, with nothing left over. Then the checks resolve: paystubs, title commitment and HOA certificate pass every check.
Run log: “tied 8 Whitaker documents to 5 conditions · nothing left over”.
The gift letter for $18,500 from Maureen Dalby matches the 14 Sep wire, but it has no telephone number for the donor, which Selling Guide B3-4.3-04 requires — it goes back to Requested with a request already drafted. The letter of explanation discloses a car bought on 3 Oct, $612 a month for 60 months, that was not on the application: DTI 31.9% → 36.2%, DU re-run Approve/Eligible. That one stays in Received as Renee’s call.
“Not cleared — your call.” Every condition that does not clear says why.
Renee clears the three that passed. At 07:38 Marcus uploads the Aldenbrook Savings statement — checking ••2290 and savings ••6620. The matcher drops it on two conditions at once: 13 Reserves verified and 14 Large deposit explained. Each is checked on its own: 5.4 months of reserves against the 2 required, and the $9,200 deposit on 21 Sep is a transfer from the borrowers’ own savings ••6620.
“One statement, two conditions” — both pass.
One press of Clear both. The two conditions slide from Received to Cleared together, each signed with her name and the time and the statement attached. The meter reads 11 of 13 cleared.
Condition 09 opens on what the condition asks for, the two documents and every check the agents made. As approved 31.9% ($4,511 of $14,150); with the auto loan 36.2% ($5,123 of $14,150); DU re-run Approve, Eligible, max 50%. She chooses “Accept the new debt and clear”: the loan is added to the debts, resubmitted to DU and the transmittal summary updated.
Her other choices, on the same screen: ask for more, or refer to the team lead for a second look.
The condition as written reads “Gift letter compliant with Selling Guide B3-4.3-04: donor telephone number missing.” What Elena and Marcus read is different: thank you for sending your mother’s gift letter so quickly; one small thing is missing, her telephone number. Could they ask her to add it on the line that says “Donor’s telephone”, sign it again and upload it to the portal? A photo from her phone is fine. Renee reads it and presses Send.
“Nothing is sent until you press Send. Replies land on this condition.”
The corrected gift letter arrives through the portal with (970) 555-0148 added and re-signed. It is read, dropped on condition 08, passes every check, and Renee clears it at 07:48. On the Requests screen the reply shows as answered, 4 minutes after sending.
13 of 13 prior-to-docs conditions are cleared, each with its evidence and who cleared it. Renee signs clear to close — reason: all prior-to-docs conditions satisfied. Still prior to funding: the verbal verification of employment for both borrowers, booked Mon 19 Oct because it must fall within 10 business days of the note.
“Ana Lucero sends it Wed 14 Oct · must be received by Fri 16 Oct.”
The Whitakers now show clear to close on the closing calendar, and Ana Lucero is notified to send the Closing Disclosure. The calendar shows what is next: Adeyemi and Lindqvist close Friday, so their Closing Disclosures must be received today; four files are at risk with open items and 7 days or less to closing.
The same file, seen by the five people who carry it to the closing table — what their week looked like, and what it looks like now.
Six specialist agents drop each document on every condition it satisfies and test it against the guide; the underwriter clears and decides.
Reads every document that arrives — from the borrower portal, email, title companies and insurers — and names its type, borrower, dates and key amounts.
Ties each document to the open condition — on any file — that it could clear, on borrower, loan number, document type and the condition’s wording. One document may satisfy more than one condition.
Tests the document against each requirement of the condition and the guide it comes from — agency selling guides and the lender’s overlays — and shows where the document meets it, with the page.
Re-runs income, debts, ratios and reserves whenever a document changes a number, and prepares the automated underwriting re-run.
Turns a condition into a short, plain-language request a borrower or a third party can act on, addressed to the right person.
Watches open prior-to-docs conditions against each closing date and the date the Closing Disclosure must be received, and books verbal employment checks inside their window.
Clears, decides and issues clear to close. The agents propose; a named person decides.
The underwriter can ask in plain words — or tell it what to clear. Every answer points to the document or the guide it rests on.
What does the new car loan do to the Whitakers’ approval?
The letter of explanation discloses a car bought on 3 Oct: $612 a month for 60 months, $30,549.29 financed. It was not on the application. Added to the debts, the debt-to-income ratio goes from 31.9% to 36.2%; the DU re-run returns Approve/Eligible, under the 50% maximum, with no new conditions. The housing ratio stays at 25.0%. It is your call.
Which documents cleared more than one condition today?
One on the Whitaker file: the Aldenbrook Savings statement. It verifies reserves — $19,204.32 left after closing, 5.4 months against the 2 required ($7,073) — and it explains the large deposit: the $9,200 on 21 Sep left savings ••6620 the same day.
Which files could miss their closing date?
The files closing within 7 days with something still open are listed with the first open item on each. Adeyemi and Lindqvist are the tightest: both close Friday, so their Closing Disclosures must be received today.
Write the gift letter request to the Whitakers in plain words
Drafted — nothing is sent until you press Send: “Thank you for sending your mother’s gift letter so quickly. One small thing is missing: her telephone number. Could you ask her to add it, sign again, and upload it to the portal?” The Selling Guide asks for the donor’s name, address, telephone number and relationship; everything else, and the $18,500 wire, matches.
13 screens from the working solution, on its sample data. Pick one to see it large.
Who may clear what, the document rules and the closing clock are settings, changed in plain words and versioned.
| Setting | Default | Choose from |
|---|---|---|
| Title, insurance, property and compliance — who may clear | Processor or underwriter | Processor or underwriter · Underwriter only |
| Clear in one click | On | On · Off |
| Second look | 5 points | 5 points · 3 points · Never |
| One document, every condition it satisfies | On | On · Off |
| Credit documents valid on the note date | 4 months | 1 to 6 months |
| Large deposit | 50% of monthly income | 50% of monthly income · 25% of monthly income · Any deposit over $1,000 |
| Verbal verification of employment | 10 business days | 10 · 5 · 3 business days |
| Clear to close target | 1 business day before | 1 business day before · 2 business days before · Same day |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample loan files · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Candor, client-reported purchase cycle 32 → 20 business days at lenders that automate condition clearing; MBA, 2025 total loan production expense of $11,094 per loan). Guide rules cited: Fannie Mae Selling Guide B1-1-03, B3-3.1-07, B3-4.2-02, B3-4.3-04; TRID, 12 CFR 1026.19(f). People, lenders, companies, borrowers and addresses named on this page are fictional — characters and sample data in the working solution.
Software that takes the conditions from a conditional approval and tracks each one until it is met — requested, received, checked and cleared — so the file reaches clear to close before the Closing Disclosure has to go out. Mortgage Condition Management adds agents that read each document as it arrives, match it to the condition it clears, test it against the guide and draft requests for what is missing.
The document reader names each document’s type, borrower, dates and amounts; the condition matcher ties it to the open condition on any file; the guideline checker tests it against each requirement and the guide section, with the page. A condition that passes is proposed to clear. The underwriter or processor presses Clear.
Yes. When a bank statement both verifies reserves and sources a large deposit, it is placed on both conditions, each condition is checked on its own, and both can be cleared together. The rule is a setting: one document, every condition it satisfies.
No. The agents propose; a person clears every condition, signed with name and time. Income, asset and credit conditions are underwriter only, judgment calls stay with the underwriter, and only the underwriter issues clear to close.
The condition says why. A gift letter missing the donor’s telephone number goes back to Requested with a plain-language request drafted for the borrower; a document that changes the ratios — like a new auto loan — stays with the underwriter, with DTI as approved, DTI with the new debt and the DU re-run side by side.
Yes. Closing watch computes the date the Closing Disclosure must be received — three business days before closing — sets the clear-to-close target before it, flags files with open prior-to-docs items and 7 days or less to closing, and books verbal VOEs inside their window.
The borrower portal and shared mailbox for documents, your loan origination system for the conditions and the application, automated underwriting for the re-run, your guide and overlay library, and the closing calendar.
The Agentic Solution Engine builds and deploys it from your requirements — your condition templates, overlays, request style and a sample of past files — and it goes live once every quality gate has passed. We will walk you through it on your own conditionally approved files first.
We’ll run Mortgage Condition Management on a sample of your own conditionally approved files.