Client Journey
A Guide by Dylan Cleland and Lance Gebhart
Surfside Properties 🤝 Groves Capital
From Call to Funding
From Application to Post-Funding, Service is Key
We believe great service doesn’t end when your loan closes. From application to post-funding, we guide you through every step of the process. Unlike many lenders, we don’t disappear after closing—we stay by your side.
Need help with fund control, setting up auto-pay, or filing a homestead exemption? Our team is here to make it simple. Every client is treated like family, with ongoing support long after the paperwork is signed.
1️⃣ Introduction
We start the call off with gathering some basic info and learning about what makes you tick, how much you would like to learn, and what you already know.
2️⃣ Application & Goal Setting
Next, we gather your information through a quick phone call or our secure online application. Together, we’ll set realistic goals, review your budget, and confirm how much cash you’ll need to close.
3️⃣ Pre-Approval & Action Plan
Based on your unique situation, we create a customized action plan. This includes which loan programs you qualify for, the best fit for your short- and long-term goals, and the next steps toward pre-approval.
4️⃣ The Search Begins
With pre-approval in hand, you and your realtor (or one of our trusted partners) can start identifying the right property or investment opportunity with confidence.
5️⃣ Underwriting Submission
Once you’re under contract—or ready to refinance—we update any required documents, order the appraisal, and submit your file to underwriting. You’ll also review and sign your disclosures at this stage.
6️⃣ Review & Appraisal
We collect your appraisal deposit (credited toward closing) and schedule the appraisal, title search, insurance, and third-party verifications while underwriting conducts its review.
7️⃣ Condition Resolution
If underwriting issues conditional approval, we’ll guide you through providing any additional items needed. Our team helps ensure all requirements are met quickly so your loan moves to “clear to close.”
8️⃣ Closing & Funding
Once cleared, we coordinate with the notary and title company for a smooth closing—whether in-office or mobile. You receive your keys or loan proceeds, plus a post-closing support contact so you’re never left with unanswered questions.
Approval Timeline Expectations
Pre-Approval: Possible same-day/one business day with complete application, credit report, and documentation.
Full Approval: Typically 7-30 days, depending on choice of loan program, third-party providers, and timely document submissions.
Client Pre-Approval: Required Documents
This isn’t a complete list, but it gives a clear picture of the key information we review to determine your qualification.
Please review each document type requirements applicable to your situation. Arrows provide additional details.
Income Verification
Wage Earners
- Full Verification
1 month of recent paystubs, 2 years of W-2s. Tax returns only required if using rental income, capital gains, dividends, or interest.
- Alternative Verification
Written Verification of Employment (WVOE) from Experian or Equifax (we will order internally).
Business Owners / Self-Employed
- Full Verification
2 years personal and business tax returns, year-to-date profit & loss (borrower-prepared), and balance sheet.
- Alternative Verification
12 months of personal/business bank statements, CPA-prepared P&L plus balance sheet, or 1099s only.
Retired
- Full Verification
Social Security or pension award letter, proof of disbursement, and 2 most recent quarterly retirement account statements.
- Alternative Verification
None.
Asset Verification
Important Notices:
- Do not move funds between accounts without consulting your loan officer. This includes earnest money deposits.
- “Mattress cash” is not acceptable.
Bank Statements
- 2 months (or 2 quarterly) statements showing funds available for cash-to-close and/or reserves.
- Funds must be seasoned (on deposit long enough to be considered established) and sourced (documented origin).
Gift Funds
- If using gift funds, provide a gift letter.
- If funds already transferred, provide donor and recipient bank statements showing the transfer.
- If wired directly to title, only the gift letter and wire receipt are required.
Identification
Government-Issued Photo ID
- One of:
- Passport
- Unexpired Driver’s License
- Military ID, or
- Green Card
- May be required: Social Security card
Insurance & Title
Insurance & Title Documents
- Homeowner’s Insurance Agent Contact Information
- Title Company Contact Information
Business Entities
Entity Formation Documents
- Certificate of Good Standing
- Operating Agreement
- Articles of Incorporation
Explanations
Letter of Explanation (LOX)
- If applicable to your situation, please provide a LOX for any:
- Late Payments
- Collections
- Inquiries within last 120 days (Hard Credit Pulls)
- New Credit Accounts opened in the last 120 days
Property
Existing Properties
- Mortgage Statement
- Hazard Insurance Declarations Page
- Property Tax Bill
Rental Properties
- Current Lease Agreements for Tenant(s)
- Proof of Rent/Security Deposits (2 Months Bank Statements)
Construction
New Builds
- Building Plans
- Permits
- Budget Estimates
- Scope of Work
- Insurance Policy
- If a builder, a resume of relevant experience
Contractor Requirements
- Contractor Worker’s Comp Insurance Proof
- License
- Resume of Experience
Special Situations
ITIN / Foreign National Borrowers
- ITIN Letter or Proof of Residency
- Home Country Bank Reference Letter
- We may request additional documentation
No-Income Loans
- Asset Reserves Documentation
- Evidence of Down Payment
- No tax returns or income documents necessary
Additional Documents
Divorce
- Divorce Decree
Child Support
- Court Order
- Proof of payments, if using as income. Not required if liability only.
Our Program Requirements
Bank Statement Programs
- CPA Business Letters (contact us for required format)
- Expense Ratio Letter is nice-to-have. We may use 50% of gross deposits averaged over 12 months, or up to 90% with CPA verification.
