Forms and requests
Every common borrower and lender request — what we need, and the fastest way to send it.
FOR BORROWERS
Borrower forms and requests
Each item below tells you exactly what we need and the fastest path to deliver it. Most go through the portal or email; we update the loan record on receipt.
e-Sign Consent Form
Required before we can send you documents electronically for signature. One-time form, fill and sign online.
- 1Open the e-sign consent form (link below).
- 2Fill in your name and loan details, then submit.
- 3Once on file, we can send loan documents for electronic signature going forward.
Borrower W-9 Form
We collect a W-9 from borrowers in some cases for IRS reporting on Form 1098 (mortgage interest paid). The form is a fillable Jotform, no printing required.
- 1Open the borrower W-9 form (link below).
- 2Complete and sign the form. Include your Social Security Number or EIN.
- 3Submit — we file it to your loan record and use it for year-end 1098 reporting.
ACH Payment Authorization
Set up automatic monthly mortgage payments by ACH bank transfer. Saves the bank account on file so each month's payment posts on schedule.
- 1Log in to the borrower payment portal (link below).
- 2Navigate to Payments → Set Up Auto-Pay (or similar wording in the portal).
- 3Enter your bank routing number and account number; confirm by re-entering.
- 4Choose your draft date (typically the 1st or the 15th).
- 5Authorize the automatic withdrawal; the portal records your authorization.
Payoff Statement Request
Need a payoff statement (the dollar figure to pay off your loan in full)? Common reasons: selling the property, refinancing, or paying the loan off early.
- 1Request through the borrower portal Documents section OR email customersupport@moatnoteservicing.com from the email on file.
- 2Include your loan number and your target payoff date in the email subject.
- 3We prepare the statement typically within 48 hours and deliver as a PDF to the email on file.
- 4Statements are valid for 30 days from issue. Expired statements need a fresh request.
Change of Address / Contact Information
Mailing address, phone number, or email change. We update the record typically within 48 hours so future notices and statements reach the right place.
- 1Log in to the borrower portal and edit your contact information directly, OR
- 2Email customersupport@moatnoteservicing.com from your current address on file with the updated information.
- 3Include your loan number in the email subject for fastest processing.
- 4For mailing address changes, we recommend setting up USPS mail forwarding for the first 30 days.
Hazard Insurance Update
New insurance policy, carrier change, or coverage limit update. Required by the deed of trust to keep the property insured.
- 1Email the declaration page of the new policy to customersupport@moatnoteservicing.com.
- 2The declaration must show: insured name (the borrower), property address, coverage limits, effective dates, and Moat Note Servicing listed as mortgagee or loss payee at our office address.
- 3Confirm with your insurance carrier that mortgagee clause reads: Moat Note Servicing, LLC ISAOA/ATIMA, 1602 N PanAm Expy, San Antonio, TX 78208.
- 4We update the escrow record (if escrowed) and confirm receipt typically within 48 hours.
Behind on a payment
If you have fallen behind on a loan we service, contact us. We can take your payment and explain exactly what your note requires. We are the servicer, not the lender, so any change to your loan’s terms is your lender’s decision.
- 1Call (210) 504-8878 during business hours, or email customersupport@moatnoteservicing.com with your loan number.
- 2We will take your payment, walk through what your note requires, and tell you where the loan stands.
- 3Reaching out before formal notices go out gives everyone more time.
- 4HUD-approved housing counselors offer free help. Find one at consumerfinance.gov/find-a-housing-counselor.
FOR LENDERS
Lender forms and requests
Onboarding new notes and transferring from another servicer. Each item points to the operational next step.
e-Sign Consent Form
Required before we can send you documents electronically for signature. One-time form, fill and sign online.
- 1Open the e-sign consent form (link below).
- 2Fill in your name and lender details, then submit.
- 3Once on file, we can send loan documents for electronic signature going forward.
Lender W-9 Form
We collect a W-9 from every lender for IRS reporting on Form 1099-INT (interest paid to you). The form is a fillable Jotform, no printing required.
- 1Open the lender W-9 form (link below).
- 2Complete and sign the form. Include your Social Security Number or EIN.
- 3Submit — we file it to your lender record and use it for year-end 1099-INT reporting.
Lender ACH Instructions
Bank account details for disbursing your monthly payments by direct deposit instead of a mailed check.
- 1Open the lender ACH instructions form (link below).
- 2Enter your bank routing number and account number; confirm by re-entering.
- 3Submit — future disbursements post to that account.
Servicing Authorization Letter (transfer to Moat)
When you move a loan from another servicer to Moat, the prior servicer needs a written authorization to release the loan file.
- 1Request a template by emailing customersupport@moatnoteservicing.com with subject "Servicing transfer authorization template".
- 2We send a customizable letter (your lender entity name, loan numbers, target effective date).
- 3You execute the letter and send to your current servicer per their termination notice procedure.
- 4See our switching-servicers page for the full 30-to-45-day transfer timeline.
New Loan Boarding Package
Submit a new loan for boarding with Moat. The onboarding form lists everything we need.
- 1Fill out the onboarding form (link below).
- 2Have your loan documents ready; the form lists what we need.
- 3Standard turnaround from form submission to active servicing is typically 5–10 business days ($150 setup fee per loan applies).
- 4Optional $50 expedite per loan brings that to a 48-hour turnaround. The lender portal login email goes out when the loan is in the system.
NOT SURE WHAT TO SEND?
Email or call. We answer in plain English.
If your situation does not match any of the items above, send us an email or call during business hours. We point you to the right form or, if no form fits, we walk through the request live.
Mon-Fri 8:30 a.m. to 5 p.m. CST. We respond to emails typically within 48 hours.
FREQUENTLY ASKED
Forms and requests, answered
This page describes the most common operational forms and requests at Moat Note Servicing. It is not legal or tax advice. Specific obligations under your loan documents may require additional or different paperwork; consult a Texas real estate attorney for any specific transaction. Moat Note Servicing, LLC (NMLS 1419346) is a Texas-licensed mortgage servicer based at 1602 N PanAm Expy, San Antonio, TX 78208.
Forms in hand. Ready to talk?
Schedule a 20-minute consultation if you are a new lender. If you are an existing client, the email and phone above reach our team.