File Notes and Document Storage

File Notes

Notes should be made after every interaction with your client. They serve to demonstrate the process of engagement with clients and as evidence of meeting your responsible lending obligations. Notes will also be useful in dispute resolution should there be an issue.

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What should I include in my notes?

The following points are a guide only and are not intended to be exhaustive:

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• Notes after every interaction with the client
• Income/expense/liability verification observations;
• Foreseen changes in circumstances that may affect capacity, i.e.pregnancy. If there are no unforeseen changes, this should also be noted.
• Any assumptions made or plans a client has to mitigate perceived weaknesses in the

Application.

• How is the proposed loan contract suitable for the client?
• Approval Conditions
• Vendor details
• Application milestones and stage changes

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Creating File Notes

From a Lead, Opportunity, contact or account - navigate to the notes tab

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Select ‘File Notes’ from the Quick Actions panel to add the desired note.

Document Storage

All documents (Compliance, Supporting, and Loan Documents) should be stored in the documents section of the Application

Go to the Documents tab

Select the + button

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To Upload Documents

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Document Guidance

Below is a guide to the documents you should be storing on file throughout the application and settlement process. However, each application may be different, and this is a guide only.

Supporting Documents

Any supporting documents you collect from the client including (but not limited to):

• Payslips
• ID’s
• Bank Statements
• Rates Notice
• Tax Returns

Please consult the NCCP checklist for an extensive list of docuemnts.

Vendor Documents

• Dealer Tax Invoice
• Private Sale documents
• Registration
• Inspection
• Private Sale Invoice
• Payout letter

Compliance Documents

• CPDD
• Privacy Consent
• Credit Guide + Quote
• Lender Servicing

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Please consult the LMGAF Way document for more information on NCCP Compliance.

Loan Documents

• Lender loan documents
• Settlement Documents
• Remittance Advice