Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent to transact electronically, attribution to the signer, and retained reproducible records.

Is notarization required?

Not usually required for routine fee applications, but state or lender policy may require notarization for certain fee acknowledgements; verify local notary rules before relying on an unsigned electronic copy.

What if the borrower’s name is incorrect?

A mismatched name can delay posting and may trigger additional verification or re‑execution. Correct the entry and, if necessary, obtain a re‑signed application to preserve enforceability.

How long must I keep signed forms?

Retention depends on law and industry—IRS generally requires 3 years (IRC §6501(a)), HIPAA requires 6 years (45 CFR §164.530(j)), and many lenders keep records seven years post‑termination for sound audit practice.

Can I collect fees before final approval?

Collecting fees before full underwriting or disclosure obligations can create consumer protection risks. Follow lender policy and applicable disclosure laws to avoid refund and compliance issues.

What records should be attached?

Attach invoices, fee estimates, borrower disclosures, and any underwriting notes. Complete supporting documentation reduces dispute risk and improves auditability.

Electronic Signature
Templates
Finance
Loan Fee Application

Loan Fee Application

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

LOAN FEE APPLICATION

Applicant Name: Lender Name: Application Date:

Borrower / Applicant Information

Applicant Legal Name Borrower / Property Address Tax ID / SSN (last 4)

Phone

Email

Lender Information

Lender / Servicer Name Lender Contact

Loan Details

Loan Number: Loan Type: Application Amount:

Interest Rate: Term: Maturity Date:

Purpose of Fee (brief description)

Fee Request — Itemized

Description	Quantity	Unit Rate	Amount

Subtotal Tax / GST Total

Fee Type & Authorization

Origination Fee Processing Fee Underwriting Fee

Fee Payer: Borrower Lender Third Party

Supporting Documents (attach where required)

Appraisal Invoice Processing Invoice Closing Statement

Other Supporting Information

Certifications and Authorization

By signing below, Applicant certifies that all information contained in this Loan Fee Application and any supporting documents is true, complete and accurate to the best of Applicant's knowledge. Applicant authorizes Lender to assess, collect, or disburse the fees described above in accordance with the loan documents or, if applicable, to apply such fees to closing or servicing accounts as permitted by law.

Applicant acknowledges that fees identified as non-refundable will not be returned except where expressly required by written agreement or applicable law. Applicant agrees to indemnify and hold Lender harmless from any claim arising from inaccurate or omitted information provided by Applicant in connection with this Application.

Lender reserves the right to verify any information, require additional documentation, or deny fee requests that conflict with loan program requirements, applicable law, or Lender policy. Any approval of fees is conditional upon verification and compliance with applicable lending regulations.

Governing Law / Jurisdiction

Payment Instructions & Policies

Accepted payment methods: Wire Transfer Check ACH

Payment Reference / Account Instructions Late Fee / Default Policy

Office Use Only

Received By

Received Date

Approval Status

Approved By

Signature

Applicant Printed Name:

Signature:

Date:

What the Loan Fee Application Is and when it’s used

A Loan Fee Application is a standardized form borrowers or their agents use to request, document, and authorize lender charges tied to a loan transaction. It itemizes fee type, amount, borrower and lender identification, loan number, and payment method, and records consent to charge the borrower. Lenders use the form to justify fees, complete underwriting records, and post closing disclosures. The form can be submitted on paper or electronically; when sent electronically it must meet ESIGN and applicable state e‑signature rules to be legally enforceable.

Why a clear Loan Fee Application matters

A complete Loan Fee Application documents borrower consent, reduces disputes, and creates an auditable record for underwriting, servicing, and regulatory review. Clear disclosure of each fee supports compliance with consumer finance rules and internal audit requirements.

Who typically completes and reviews this form

Typical users include parties responsible for pricing, disclosure, and loan closing logistics.

Lenders and loan officers — prepare and authorize fee line items before closing.
Loan processors and closing agents — collect signatures, verify amounts, and attach supporting docs.
Borrowers or authorized agents — review, sign, and consent to the listed fees.

Role clarity helps ensure the application is filled accurately and routed to the right approver.

Key signatory roles

Loan Officer

Responsible for verifying fee amounts match the loan estimate and lender policy. Signs to attest fee accuracy and that borrower disclosures were provided as required during origination and closing.

Borrower / Agent

Must sign to acknowledge and authorize assessed fees. Signature confirms receipt of fee details and constitutes consent to charge or withhold funds per the payment instructions on the application.

Essential data fields to include

Loan Identifier: Loan number or application ID

Borrower Name: Full legal name

Fee Description: Category and short description

Amount: Numeric currency value

Payment Method: Check, ACH, card, escrow

Signature Date: MM/DD/YYYY

Common risks and regulatory consequences

Incorrect Amount: Fee disputes and refund obligations

Missing Consent: Claims of unauthorized charges

Improper Disclosure: Regulatory fines or enforcement

Retention Failure: Audit or legal evidence gaps

Unsigned Form: Questionable enforceability

Incorrect Payee: Payment processing delays

Typical preparation mistakes to avoid

Rushing entries without cross-checking loan number or borrower legal name can create reconciliation errors between loan accounts and fee records.
Using ambiguous fee descriptions like "administrative charge" without an amount or basis increases the chance of borrower disputes or regulatory scrutiny.
Failing to attach supporting invoices, estimates, or disclosure pages reduces the application’s evidentiary value during audits or borrower inquiries.
Collecting only initials where a full signature is required can make authorization ambiguous and invite chargeback or reimbursement obligations.

Step-by-step: completing and approving the application

Follow these steps in sequence to ensure the Loan Fee Application is accurate, signed, and stored with evidence for later review.

01

Prepare form: Populate borrower and loan identifiers first.
02

Itemize fees: List each fee with description and amount.
03

Attach support: Include invoices, estimates, or disclosure pages.
04

Sign and route: Collect signatures and deliver to servicing.

Typical submission and routing flow

A clear routing pattern reduces processing time and preserves evidentiary status for fee assessments and borrower disputes.

Originator: Loan officer uploads completed application.
Verification: Processor checks amounts and attachments.
Authorization: Manager or underwriter approves fees.
Posting: Servicing posts fees to loan account.

Configuring a digital workflow for the Loan Fee Application

When using an electronic platform, configure fields and routing to mirror internal approval requirements and compliance checks.

Field	Configuration
Authentication	Email + SMS code or stronger KBA where required
Conditional Fields	Show fee detail fields only when applicable
Notifications	Auto-notify approvers and auditors on completion
Integrations	Link to LOS, CRM, or document management

Technical and platform considerations for electronic submission

Confirm that your eSignature platform supports required formats, signer authentication, and secure storage before eSubmission.

File Formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email/SMS, KBA, SSO

Typical timelines and processing expectations

Timelines depend on lender policy and local regulation; plan for verification, approval, and posting stages when scheduling closings or disbursements.

Verification Time:

1–3 business days for documentation checks

Approval Window:

Up to 5 business days for underwriter approval

Posting to Account:

1–2 business days after authorization

Refund Processing:

If required, 7–30 days depending on payment method

Retention Start:

Records retained from signature date

Common eSignature options for handling Loan Fee Applications

Choose a platform that supports secure eSignatures, audit trails, and the compliance features your industry requires. Below is a pricing and capability snapshot.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about the Loan Fee Application

Answers to common questions about completing, signing, and storing Loan Fee Applications.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent to transact electronically, attribution to the signer, and retained reproducible records.
Is notarization required?
Not usually required for routine fee applications, but state or lender policy may require notarization for certain fee acknowledgements; verify local notary rules before relying on an unsigned electronic copy.
What if the borrower’s name is incorrect?
A mismatched name can delay posting and may trigger additional verification or re‑execution. Correct the entry and, if necessary, obtain a re‑signed application to preserve enforceability.
How long must I keep signed forms?
Retention depends on law and industry—IRS generally requires 3 years (IRC §6501(a)), HIPAA requires 6 years (45 CFR §164.530(j)), and many lenders keep records seven years post‑termination for sound audit practice.
Can I collect fees before final approval?
Collecting fees before full underwriting or disclosure obligations can create consumer protection risks. Follow lender policy and applicable disclosure laws to avoid refund and compliance issues.
What records should be attached?
Attach invoices, fee estimates, borrower disclosures, and any underwriting notes. Complete supporting documentation reduces dispute risk and improves auditability.

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