The File That Comes Back Rejected at Closing
You have seen the pattern. A buyer submits documents. The agent does a visual check, thinks everything looks right, and forwards the package to the bank or developer's credit team. Two weeks later it bounces — not because the buyer isn't qualified, but because the COE was dated three months ago instead of thirty days, or the ITR year doesn't match the employment period, or someone transcribed the unit description from a different block entirely. By that point you have burned the buyer's excitement, your credibility with the developer's admin team, and anywhere from two to six weeks of pipeline time.
The problem is never buyer qualification. The problem is a verification process that lives entirely inside one agent's head, or worse, inside a shared WhatsApp thread that nobody scrolls back through.
Closing the Gaps Before the Package Leaves Your Hands
The template structures verification across three distinct risk categories: identity, employment, and financial — and it forces each check to be a named, dateable boolean rather than a mental note.
The identity layer is tighter than most agents run. Checking IDs is standard. Checking applicant name and birthday against actual IDs — and separately confirming ID authenticity and validity — is the step that disappears when you are processing a Saturday afternoon inquiry alongside two other walk-ins. The template splits these into two distinct boolean fields, which means you cannot mark one done and let it carry the other. Name-and-birthday verification and ID authenticity are different acts. A pasted photograph on a barangay ID looks fine at a glance; it does not survive the separate authenticity step.
Employment breaks into two tracks: employed and self-employed, each with its own boolean flags. The COE check includes explicit criteria baked into the field name — authenticity, spelling, and date currency. That last item matters specifically: COE dates must be latest, meaning issued within the window the bank or developer's credit team will accept. An authentic COE from eight months ago, spelled correctly, fails. Having "the date should be latest" embedded in the field label removes any ambiguity about what passed means. The self-employed track runs through DTI registration (checkable online), Mayor's Permit authenticity, and business ITR with attention to date and validity — the three documents that Philippine credit teams reject most frequently when they come from owner-operators working with a small-scale or single-proprietorship setup.
The bank statement verification field is simple — one boolean — but its position in the sequence is deliberate. You run it after employment is confirmed because the statements need to cohere with the declared income source. A self-employed buyer with six-figure monthly deposits but an ITR that shows minimal business income is a mismatch the credit team will flag immediately. The checklist does not catch fraud, but it does force the agent to look at the documents in the right order.
PDC Forwarding Is Where Files Go Quiet
Post-dating checks have their own forwarding log: start date, end date, and total amount forwarded. This is the section of most broker files that has the least documentation, because by the time PDCs are in hand, the agent considers the deal closed and attention has shifted to the next prospect.
The PDC range fields — Forwarded PDC from, Forwarded PDC until — create a searchable record of exactly which months are covered. When a developer's collection team calls six months later asking whether December was part of the forwarded set, the answer is in the record, not in a memory that has since processed forty more transactions.
The Forwarded Requirements multichoice field ties the closing package together: 2 Valid IDs, COE with salary, payslip, employment contract, business registration, Mayor's Permit, three months of latest bank statements, bank certificate of deposit, latest proof of remittance, original proof of billing. Each item that actually made it into the forwarded package gets tagged. Each item that is still outstanding stays untagged. The gap between what was verified in the checklist above and what was actually forwarded in the requirements field is where most compliance failures originate — and having both visible in the same record makes that gap impossible to miss.
The date checked field anchors the entire verification event to a specific day, which matters when a COE dated in relation to that check later needs to be re-verified because the sale took longer than the validity window allows.