source:
  type: guide
  id: hud-4000-1-iii-n-record-retention-servicing-file
  authority: FHA Single Family Housing Policy Handbook 4000.1, Part III — n. Record
    Retention - Servicing File (03/31/2022)
  description: FHA Single Family Housing Policy Handbook 4000.1, Part III — n. Record
    Retention - Servicing File (03/31/2022).
  coverage_tier: operative
obligations:
- id: hud-4000-1-iii-n-record-retention-servicing-file-full
  canonical_id: hud-4000-1-iii-n-record-retention-servicing-file-full
  section: FHA Single Family Housing Policy Handbook 4000.1, Part III — n. Record
    Retention - Servicing File (03/31/2022)
  type: do
  tags:
  - regulator-direct
  - fha
  - hud-handbook
  - corpus-expansion
  - tier-operative
  primary_source:
    tier: 1
    authority: FHA Single Family Housing Policy Handbook 4000.1, Part III — n. Record
      Retention - Servicing File (03/31/2022)
    source_class: hud-handbook
    source_url: https://www.hud.gov/hud-partners/single-family-handbook-4000-1
    snapshot_id: 8c03836f77f317e1
    fetched_at: '2026-05-23T00:28:40Z'
    content_hash: sha256:411430f29b13f9b54a2ebb0e6f6e7087ecd2b90d0da22eb0c8c792eaa2d7d0df
    paragraph_quote: 'n. Record Retention – Servicing File (03/31/2022) i. Definition
      The Servicing File refers to the Mortgagee’s record of all servicing activity
      on an FHA- insured Mortgage. ii. Standard Mortgagees must retain all Servicing
      Files for a minimum of seven years after the transfer or sale of the Mortgage
      or termination of mortgage insurance. The Mortgagee must maintain accurate records
      for each Mortgage serviced. In addition to the specific documentation requirements
      stated in this Handbook 4000.1, these records must include the following information:
      • Mortgage origination and endorsement documentation, including copies of the
      following documents, if applicable: o the Conditional Commitment for insurance;
      o the Firm Commitment; o form HUD-92900-LT, FHA Loan Underwriting and Transmittal
      Summary; and o the Mortgage Insurance Certificate (MIC); • MIP payments made;
      • all servicing actions, including resolution of any servicing errors; • documentation
      related to any recovery of hazard insurance proceeds; and • the FHA-insured
      Mortgages in the Mortgagee’s portfolio and information on which Mortgages have
      been acquired, sold, paid in full, and voluntarily terminated. III. SERVICING
      AND LOSS MITIGATION A. Title II Insured Housing Programs Forward Mortgages 2.
      Default Servicing Handbook 4000.1 1185 Last Revised: 11/26/2025 The Mortgagee
      must also retain, in electronic and hard copy, the Mortgage, mortgage Note,
      deed of trust, or a lost note affidavit acceptable under state law, with the
      electronic copy marked “copy.” For cases for which a claim is filed, the Mortgagee
      must retain documentation in compliance with the Claim File section for at least
      seven years after the final claim or latest supplemental claim settlement date.
      iii. Record Reconciliations HUD may require Mortgagees to provide information
      evidencing reconciliation of Mortgagee records with HUD. This information may
      include identification, by Mortgage, of the following: • amount of MIP due and
      paid to HUD by time period for each insured Mortgage; • date insurance was terminated
      or servicing transferred, if applicable; and • date servicing was acquired,
      for Mortgages acquired after September 1, 1982. All Mortgagees must ensure that
      HUD’s records accurately reflect the status of the Mortgage and both the correct
      Mortgage Holder and Servicer of record. iv. Electronic Storage Where retention
      of a hard copy or original document is not required, Mortgagees may use electronic
      storage methods for all servicing-related documents required in accordance with
      HUD regulations, handbooks, Mortgagee Letters, and notices. Regardless, the
      Mortgagee must be able to make available to HUD in the format (electronic or
      hard copy) requested legible documents within 24 hours of a request or as otherwise
      prescribed by HUD. 2. Default Servicing'
  judgment: false
