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Confirm the exact fax number with your bank or loan officer first, put a cover page listing your name, account or loan number, and total page count on top, then fax the pages. Banks and mortgage lenders still accept faxes because they arrive as dated, trackable documents. A confirmation report is your receipt, so keep it with the loan file.
Mortgage paperwork moves through underwriting teams that were built around fax decades ago, and the fax number on your loan paperwork usually routes straight into their document imaging system. A faxed pay stub lands in your file within minutes, while mailing the same pages adds days, and emailing them to a general inbox risks them sitting unread. Banks also treat the fax as arriving through a point-to-point phone call rather than the open internet, which their compliance teams prefer. So when your lender says "fax it to underwriting," they usually mean it literally, and asking to email instead can slow your file down.
Don't guess. Lenders have separate fax numbers for applications, underwriting, payoffs, and loss mitigation, and sending your documents to the wrong one means they sit in the wrong queue. Pull the number from your lender's borrower portal or the document request letter they sent you, and if your loan officer gave you one verbally, repeat it back digit by digit. A non-obvious trap: some lenders changed fax vendors recently and the number on last year's paperwork is dead. If your fax fails twice, call and ask whether the number is current before assuming the machine is broken.
Your cover page does the routing work, since your pages print on a shared machine or land in a shared digital inbox. Include:
| Field | Why it matters |
|---|---|
| Recipient name and department | Routes it past the general inbox to the right team |
| Your full name | Matches the borrower on file |
| Loan or account number | The single most important line; without it your pages can be filed as "unknown" |
| Total page count, including the cover | Lets the recipient verify nothing got lost; write "5 pages including cover" |
| Date and your callback number | Gives them a way to reach you if pages are illegible |
One more detail people skip: if the lender asked for specific documents, list them on the cover ("enclosed: two pay stubs, W-2, bank statement"). That list becomes the checklist on their end, and it protects you if they later claim something was missing.
Keep the transmission confirmation report. It shows the number dialed, the date and time, and the page count, and underwriters accept it as proof the documents were sent on time. For mortgage deadlines, that timestamp can matter: "the fax went through at 4:52 PM on the due date" beats "I mailed it last week." Then follow up. Faxes can fail silently on the receiving end if their machine is out of paper or their inbox is full, so a quick call the next business day to confirm the pages are in your file is standard practice, not paranoia.
LetterAgent can send this kind of fax too: describe the documents to your AI assistant, approve the exact quoted price, and the fax goes to the bank's US or Canadian fax number. Fax is currently in testing, so confirm availability with your assistant before you rely on it for a closing deadline.
Ready to fax it? Fax with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is sent.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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