A fast mortgage preauthorization isn''t magic — it''s almost entirely a question of a complete file. A mortgage broker who receives your documents in full can submit the file to several lenders the same day and get a conditional response in 24 to 72 hours. An incomplete file, on the other hand, bounces back and forth in cycles that add 2 to 5 days each.
Here is the exact checklist to prepare before contacting a broker, along with the traps to avoid for each type of document.
Why preparing documents upfront changes everything
Three concrete reasons:
- The broker submits the same day. A complete file is submitted to 3-5 lenders in parallel within the day. A partial file waits.
- A single credit inquiry window. The credit bureaus group mortgage credit inquiries over a 14 to 45-day window. By compressing your shopping, you limit the impact on your credit score.
- You spot the gaps before the lender does. CRA balance owing, undocumented family gift, down payment not yet "seasoned" (less than 90 days in the account) — you fix them beforehand, not during.
Block 1 — Identification (mandatory for everyone)
Two pieces of ID, one of them a government-issued photo ID:
- Quebec driver''s licence (front and back) OR Canadian passport.
- A second piece: RAMQ health card, birth certificate, or citizenship / permanent residency card.
Check the expiry date. An expired licence forces a new ID application. It''s the silliest and most common blocker.
Block 2 — Proof of income (the heart of the file)
The calculation of your eligible income depends on your employment status. Each lender has its own rules, but the documents requested are standardized in Quebec.
Salaried, permanent full-time
| Document | Detail |
|---|---|
| 2 most recent pay stubs | Must show year-to-date totals |
| Recent employment letter | Less than 30 days old, signed, on letterhead, indicating position, tenure, gross salary, permanent status |
| T4s for the last 2 years | Issued by the employer |
| CRA Notice of Assessment for the last 2 years | Confirms your taxes are up to date |
Common trap: employment letter generated by the HR portal without letterhead or signature. Ask your manager or HR for a signed letter. This detail holds up files every week.
Salaried with commission, bonus, or overtime
Add to the documents above:
- T4s for the last 3 years to establish an average (the variable portion is admitted on a 2-3 year average).
- T1 General for the last 2 years if bonuses exceed 15% of base salary.
Variable income is admitted at the average — not your best year. Don''t overestimate.
Self-employed (T2125)
This is the profile that requires the most documentation:
| Document | Purpose |
|---|---|
| CRA Notice of Assessment for the last 2 years | Proof of net income declared |
| T1 General + T2125 (schedule) for the last 2 years | Detail of business income |
| Confirmation taxes are paid up to date | No balance owing to CRA / Revenu Québec |
| Business bank statements, 6 months | Proof of activity |
| Business registration (NEQ) | For incorporated businesses, add financial statements |
Eligible income = 2-year average of net income declared to CRA, not your gross revenue. Some lenders offer "stated income" programs for established self-employed borrowers (2+ years) with a minimum 10% down payment, on different terms.
Retired or pension income
- Pension statements (QPP, OAS, employer, RRIF).
- T4A / T4RSP / T4RIF slips for the last 2 years.
- CRA Notice of Assessment for 2 years.
Block 3 — Down payment (traceability mandatory)
This is the section that gets scrutinized the most. The down payment must be traceable over a minimum of 90 days. An unexplained $15,000 deposit 45 days ago will hold your file up until you explain its origin.
Personal savings
- Bank statements for the last 3 months (90 days) for each account used.
- If a large deposit appears, prepare the source: sale of an asset, bonus, tax refund (show the matching CRA notice).
HBP (Home Buyers'' Plan)
- Recent RRSP statement confirming the balance.
- Confirmation the RRSP is HBP-eligible (funds in the account for a minimum of 90 days).
- T1036 form completed at the time of withdrawal (done at the next stage).
FHSA
- Recent FHSA statement.
- Confirmation the account was opened more than 30 days ago in most institutions.
Family gift
- Signed gift letter from the donor, specifying: amount, relationship, no repayment obligation.
- Proof of the donor''s ability to gift (donor''s bank statement showing the amount available).
- Trace of the transfer into your account, ideally at least 15 days before the deadline.
The gift must come from an immediate family member in most policies: parent, grandparent, sibling, spouse. A "loan" from a friend is not a gift and is refused.
Sale of a current property
- Accepted offer to purchase (or deed of sale if sold).
- Calculation of net equity after commission, taxes, and payoff of the current mortgage.
Block 4 — Debts and financial commitments
The lender calculates your gross debt service ratio from your existing debts. For that, it needs the full list:
- Credit cards: latest statement for each card (amount used, limit, minimum payment).
- Personal line of credit and auto line: current statement.
- Auto loan: contract or statement with balance and monthly payment.
- Student loan: statement, repayment schedule.
- Support / alimony: judgment or notarized agreement if applicable.
- Other mortgages: statement if you already own another property (cottage, rental condo).
Don''t hide anything. The credit file the lender pulls shows everything — omitting a debt = grounds for refusal for misrepresentation.
Block 5 — Additional documents depending on situation
Depending on your profile, add:
- Separation / divorce in progress: separation judgment, signed agreement.
- Bankruptcy or consumer proposal: discharge (2 years minimum for A lenders, shorter for B lenders).
- Newcomer to Canada (less than 5 years): proof of status, international credit history if available.
- Target condo: this will be requested later, at final approval (declaration of co-ownership, syndicate financial statements).
Condensed checklist to tick before sending
- 2 valid pieces of ID (photo + health card)
- 2 most recent pay stubs (or T2125 if self-employed)
- Recent signed employment letter
- T4 + CRA Notice of Assessment (2 years)
- Bank statements, 90 days (all accounts used)
- Traced proof of down payment
- Gift letter + donor proof (if applicable)
- Debt statements (cards, lines, auto loan, student loan)
- Confirmation taxes are up to date CRA + Revenu Québec
A file with these 9 lines ticked goes to submission the same day at the majority of brokers.
After submission: the usual process
- Day 1 — The broker reviews the file, calls if pieces are missing.
- Days 1-2 — Submission in parallel to 3-5 lenders.
- Days 2-4 — Conditional responses. The broker compares the offers (rate, non-rate terms like portability, penalties, prepayment privileges).
- Days 3-5 — You choose. The lender issues the preauthorization letter with a rate hold of 90-120 days.
See the timing details in our guide how long a preauthorization takes.
Estimate your capacity before even gathering the documents
Before engaging a broker, you can already test your budget with our borrowing capacity calculator. You enter income, debts, down payment — you get a realistic range based on GDS/TDS ratios and the current stress test. It''s a neutral starting point before diving into the paperwork.
What Courteo does (and doesn''t do)
Courteo is a matchmaking platform. We connect you with a broker holding an AMF licence in the Courteo network, who receives your documents and handles submission. Courteo does not analyze your file and does not display rates — the broker remains solely responsible for the analysis and presents the applicable rates according to the lenders.
Frequently asked questions on preauthorization documents in Quebec
Can I send documents in several batches?
Technically yes, practically no. Each partial submission pushes back the lender submission. The broker waits until the file is complete before submitting — otherwise underwriting returns the file for incompleteness. Send everything in one block.
How long do my documents stay valid?
Pay stubs: less than 30 days. Employment letter: less than 30 days. CRA Notices of Assessment: the last 2 completed tax years. Bank statements: the last 90 days continuously. If the preauthorization drags beyond 60 days, plan to refresh stubs and statements.
Does my spouse need to provide the same documents if we buy together?
Yes, each borrower provides the full list. Incomes, debts, and credit inquiries are analyzed separately then combined to calculate GDS/TDS ratios. A spouse with a fragile file can pull down the total capacity — see our article on a mortgage with a partner with weak credit.
Can the broker retrieve my CRA documents directly?
No. You must download them yourself from My CRA Account (canada.ca) — it''s fast if you have an account, a few minutes to set up access if you don''t. Notices of Assessment are in the "Mail" section.