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How to fax a pay stub to a lender

When you apply for a mortgage, car loan, line of credit or rental, the lender usually wants proof of income. Pay stubs are the most common proof, and some lenders, brokers and underwriters still take them by fax. Others prefer a secure upload portal, so ask before you send. This guide from faxfromphone.ca explains which pay stubs to send, how to make them readable, and how to fax them securely from your phone with FaxToFax.com.

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Find out exactly what the lender needs

Lenders have different requirements. Some ask for your most recent pay stub, others want two or more consecutive stubs, and many also want a letter of employment or your Notice of Assessment from the CRA, especially if you're self-employed or earn commission. Ask your broker or loans officer for the full list in writing so you only send once.

Also confirm the fax number with them directly and ask who the fax should be addressed to. Large banks often route documents to a central underwriting team rather than your local branch.

Timing matters too. Lenders generally want recent stubs, so a stub from several months ago may be refused. If you're paid biweekly and a new stub is due in a day or two, it can be worth waiting so you send the most current one. Ask your broker whether a stub dated within a certain number of days is required for your application.

Get clean copies of your stubs

If you're self-employed and don't have pay stubs, ask what the lender accepts instead. Common alternatives include Notices of Assessment and T1 General returns for recent years, but requirements vary.

If your employer uses an online payroll portal, download the stub as a PDF. A digital PDF is sharper than a photo of a printout.
If you only have paper stubs, scan them flat in good light with your phone's document scanner.
Make sure your name, your employer's name, the pay period, gross pay, deductions and year-to-date totals are all readable.
Combine several stubs into one PDF in date order, most recent first, unless the lender asks otherwise.
Don't alter or crop the stub. Lenders look for complete, unedited documents.

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Fax the stubs from your phone

Open your browser and sign in at FaxToFax.com with your email and one-time code.
Start a new fax and attach the PDF of your pay stubs.
Add a cover page with your name, the application or file number, your broker's name, the number of pages and a phone number.
Enter the lender's fax number and confirm it before sending.
Send the fax and check that the status shows Delivered.

Keep it private

Pay stubs show your income, employer, address and sometimes part of your Social Insurance Number. That's information worth protecting. FaxToFax encrypts documents in transit and at rest, so the copy stored in your account is protected, and replies faxed to your number arrive in a private browser inbox rather than being emailed.

Double-check the number before sending. If a broker gives you a number over the phone, read it back to them. FaxToFax asks you to confirm each number before a fax goes out, which helps catch typos.

Follow up

Each delivered fax has a time-stamped delivery receipt saved with it. If your approval has a condition such as "income documents by Friday", that receipt shows exactly when you sent them. Let your broker know the fax went through and ask them to confirm all pages are legible. If the lender asks for more documents later, you can send them the same way. More document-specific guides are on faxfromphone.ca.

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