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How to Preview or Send a Pre-Approval Letter

This guide shows how you can send a Pre-Approval letter by using the quick action to log the sent date and update the status, or by accessing it in the Send/Preview > Print Forms library.

Option 1: Use the Send or Preview Pre Approval Button

Quick Action:

Use the Send Pre-Approval button to update the loan status and record the sent date under Overview > Critical Dates.

  • If the property address is TBD: The email subject line and message body will show Pre-Qualification. The loan status updates to Pre-Qualify once the email is sent.

  • If the property address is entered: The email subject line and message body will show Pre-Approval. The loan status updates to Pre-Approval once the email is sent.

  • If you click Preview: A PDF is displayed, but the loan status does not change.

⚠️ Note:

  • This logic is system-driven and cannot be changed.
  • The loan status is tied to the Pre-Approval or Pre-Qualify date in Overview > Critical Dates.
    • If a date is missing, using Send will record it and update the status.
    • Once the date exists, the system will not replace it under any circumstance.

    • Manual changes are allowed based on user role and permission settings. All changes are fully logged in the Audit tab and should be used only to correct errors.

Steps

  • Open the Loan File.
  • Go to Actions > Other Actions > Send or Preview Pre-Approval Letter.
    • Click Preview to view the letter as a PDF (no status change).
    • Click the Send button to begin the send process (logic applies).
  • After clicking the Send button, the Print Form Parameters page opens. Here you can:
    • Add a Pre-Approval Letter Expiration Date.
    • Enter any conditions for Final commitment for this loan is also subject to:.
    • Click Save & Continue.
  • The next screen displays the email template with the letter attached. Here you can:
    • Review the recipients and add additional recipients if needed.
    • Click the document attachment to review the Pre-Approval Letter.
    • Review and modify the email subject line and message body.
    • Click Send Email when everything looks good.

Option 2: Use Send/Preview Print Forms (without changing the loan status)

  • Go to Actions > Other Actions > Print Forms.
  • Search for Pre-Approval Letter.
  • Select the form by checking the box next to it, then choose one of the following actions at the top:
    • Click Preview Documents to open the letter as a PDF.
    • Click Send Documents> email the letter without changing the loan status.
 Note: Both options will first take you through the Print Form Parameters page (same as in Option 1) before showing the PDF or email

Quick Troubleshooting

If you click Preview and the PDF does not open:
  • Look for the popup blocker icon in your browser’s address bar.
  • Click it and choose Allow pop-ups.
  • Click the link to open the PDF, or regenerate it by clicking Save & Continue .

Questions? Contact us at support@spherelos.com — we’re here to help.