Broker Relay resources

Client Intake Workflow for Mortgage Brokers

A cleaner intake workflow helps mortgage brokers capture the right information before the first follow-up. Instead of collecting client details across texts, calls, emails, referrals, and notes, brokers can use one intake link or QR code.

The goal is not to collect every document upfront. The goal is to capture enough information to respond quickly, understand the client’s situation, and create a clear next step.

Why intake matters before follow-up

Mortgage brokers often lose time because the first conversation starts with missing information. The lead may have sent a phone number but no timeline. A realtor may send a name but no mortgage goal. A website inquiry may arrive without enough context to know whether the client is buying, renewing, refinancing, or just researching.

A focused intake workflow gives the broker a cleaner starting point. It also helps the lead feel that there is a real process instead of another scattered conversation.

What a strong intake form should capture

Client full name, phone number, and email address.
Mortgage goal: purchase, refinance, renewal, or pre-approval.
City or area where the client is looking or located.
Estimated property price or mortgage amount.
Timeline: now, 0–3 months, 3–6 months, 6+ months, or still researching.
Self-reported income range and credit score range.
Lead source such as referral, realtor partner, website, phone call, social media, or manual entry.
Client notes so the broker understands what the person is trying to do.
Consent status and clear wording that the intake does not affect credit score.

What a public intake form should avoid

A public lead form should not ask for highly sensitive documents too early. Asking for too much information can scare people away and create unnecessary privacy risk.

Do not ask for SIN numbers.
Do not ask for bank statements.
Do not ask for pay stubs or tax documents.
Do not ask for government ID uploads.
Do not ask for full mortgage documents in a public form.

Those items should be handled later through the broker’s secure document process if the client moves forward.

Where QR codes help mortgage brokers

A QR code makes intake easier when the broker meets prospects or referral partners offline. The broker can place the QR code where people already interact with the business.

Business cards
Flyers and half-page handouts
Realtor partner sheets
Open house materials
Email signatures
Social media profiles
Office handouts
Client presentation materials

Example intake follow-up message

After a client submits an intake form, the broker can respond with a simple message that confirms the inquiry and moves the conversation forward.

Hi [Name], thanks for completing the mortgage intake form. I reviewed the details and can help you look at the next step.

Are you mainly looking to get pre-approved, compare options for a purchase, refinance, or review a renewal?

How Broker Relay supports intake

Broker Relay gives brokers one intake link and QR code, then turns submissions into organized lead records. The broker can review the lead, see the priority score, read the summary, and prepare broker-reviewed SMS or email follow-up drafts.

This helps brokers respond faster without turning the process into a complicated enterprise CRM.

See Sample Intake Form Back to resources

Broker Relay does not perform credit checks through the public intake form. Submitting the intake form does not affect credit score.

FAQ

What is a mortgage broker intake workflow?

A mortgage broker intake workflow is the process of collecting a prospect’s basic contact details, mortgage goal, timeline, location, estimated amount, and notes before follow-up begins.

Why should mortgage brokers use an intake link?

An intake link gives clients and referral partners one clear place to submit information instead of scattering details across texts, emails, calls, and handwritten notes.

Should an intake form ask for sensitive documents?

No. A public intake form should avoid highly sensitive documents such as SIN numbers, bank statements, government ID, pay stubs, and tax documents. Those should be handled later through a secure broker process if needed.

Does the Broker Relay intake form affect credit score?

No. Broker Relay intake forms do not perform credit checks and do not affect credit scores.

Can a broker use a QR code for intake?

Yes. A QR code can be used on business cards, flyers, realtor partner materials, open house sheets, email signatures, social profiles, and office handouts.