NYC Coop Board Package Purchase Application
www.hauseit.com /nyc-coop-board-package-purchase-application/
When do I fill out and submit a coop purchase application?
In most cases, you will begin preparing a coop purchase application after signing a contract
and receiving the fully executed version back from the sellers. If you are financing the coop
purchase, you likely won’t be able to submit your coop application until you receive a
commitment letter from the bank. However, that shouldn’t prevent you from beginning to
assemble the other parts of the application.
If you have the fortune of being an all cash buyer, you won’t have to wait on any outside
entities like a bank to provide required documentation for the purchase application.
Therefore, you will be able to submit the coop application as fast as you can assemble all of
the supporting documentation.
One of the first things you can do after signing the contract is to review the overall co-op
purchase application with your buyer’s agent so you can start working on the items which
take the longest to complete. Because the board application can vary immensely by
building, it’s important that you understand exactly what your building is looking for.
Before submitting an offer on a co-op in NYC, we suggest you take a look at our sample NYC
co-op purchase application so you know what level of work is involved in buying a co-op.
In the event that the board application requires ‘original’ signatures and any board
application fees from the seller, your buyer’s agent can start coordinating these items
immediately with the listing agent. It’s quite common to see a buyer complete the board
package only to be delayed in submitting the application because the seller hasn’t taken care
of these items in advance. By reviewing the application as soon as possible, you will be able
to submit the board application as quickly as possible.
Learn More
Other common sources of application delays include waiting on receiving personal and
professional reference letters as well as landlord reference letters. Therefore, it’s suggested
that you request these immediately after you’ve signed a contract on the co-op you are
looking to buy.
PRO TIP: In rare instances, a NYC co-op listing agent may require applicants to complete and
submit a purchase application before signing a contract. This is most common in the case of
HDFC co-ops, which usually require that a buyer submit the application and be approved by
the board before being permitted to sign a contract. You may also be asked to complete a
simplified version of the co-op purchase application for a traditional co-op sale in a situation
where the previous buyer was rejected by the board.
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Should your co-op have a unique situation which requires you to complete the board
package signing a contract, your buyer’s agent will most certainly inform you of this.
How can I save money when buying a co-op apartment in NYC?
What is a sample NYC coop board package table of contents?
A typical NYC coop purchase application may include any or all of the following sections. It’s
important for you to remember that each coop is an independently managed and owned
corporation, so policies (and purchase applications) can vary significantly.
NYC Coop Board Package Table of Contents:
Applicant Information Sheet (Purchase Application)
Credit Application / Release Form
Fully Executed Contract of Sale
Financial Statement (Pre-Close)
Post-Close Financial Statement and Cash Flow Statement
Bank Verification Letters
Bank Statements (2-6 months)
Asset Verification Documentation
Personal Reference Letters
Business Reference Letters
Landlord Reference Letter
Employment Verification Letter
Previous Tax Returns (1-3 years)
Proof of Homeowners Insurance
Photo Identification
Copy of the Loan Application & Commitment Letter
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Copy of the Aztec Recognition Agreements
Signed Building Acknowledgements: Move-in/Move-out Procedure, Special Conditions
Acknowledgement, Terms and Conditions, Corporation Compliance Letter, Pet Policy
Acknowledgement, etc.
Learn More
How do I prepare a NYC co-op board package?
Unlike for condos, the likelihood of a NYC coop sale going through just because a contract
has been signed is not essentially 100%. Before being permitted to close on a coop, all
applications are required to submit a coop board application (purchase application), undergo
an interview and be approved by the building.
The main reason why NYC coops require board packages is to vet the financial qualifications
of potential new shareholders of the coop to make sure they can afford to carry the
apartment. By ensuring that each buyer is financially qualified and able to afford costs
associated with ongoing ownership, existing coop owners are able to mitigate financial risks
to the entire shareholder base and reduce the risk of maintenance delinquencies, forced
sales and other negative outcomes that would damage the interests of fellow shareholders.
In addition, the coop board application and interview process gives existing coop members
the ability to ensure that a new applicant will add qualitative value to the community.
As a result, the stakes are very high for applicants when preparing and submitting a
purchase application. You have only one chance to make a good impression. Therefore, it’s
critical to ensure that a NYC coop purchase application is prepared with the utmost level of
attention to detail and thoroughness.
The most difficult part of the co-op board application itself is coordinating the various
documentation which you will be required to submit. As we mentioned above, you should
immediately request the items which require input from third parties (i.e. reference letters,
seller signature pages, seller fees, etc.) because these are directly outside of your control
and therefore most susceptible to delays.
What are some tips for assembling a NYC coop purchase application?
Above all, the most important things to remember when assembling a coop purchase
application are attention to detail and thoroughness. If you submit an incomplete coop board
application, you will delay the coop purchase process by weeks.
Here are some other NYC coop board package tips to consider:
Have your buyer’s agent include a cover letter which provides a table of contents for
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the assembled board package as well as his/her full contact information.
Include numbered tabs / dividers to help reviewers navigate to each section of the coop
purchase application
Additional tips for assembling a NYC co-op board package purchase application:
Include a nice introductory letter from yourself (the applicant) which describes what you
do, introduces your children and where they go to school (if local), describes your
inclinations for living in this particular area and building, and illustrates your excitement
at the possibility of becoming a member of the community.
Call and ask the managing agent exactly how they’d like the package to be assembled.
While some managing agents will require each copy be presented in a 3-hole punch
binder, others may ask for you to clip the package together. In general, you should
never bind the board application because that will inhibit the managing agent’s ability
to re-shuffle the board package and make any additions or subtractions as they
complete the initial review of the board application.
Type out both the application and the financial statement, even if the managing agent
permits handwritten applications. If you are unable to edit the PDF directly on your
computer, you may use any number of free, online PDF editors to type in your content
once you’ve finalized everything.
Ensure that the numbers on the financial statement correspond exactly to those on
your supporting documentation (bank statements, etc.).
Make sure that each reference letter is signed, dated and includes the complete contact
information of the reference.
Don’t leave any sections blank.
Proofread the entire purchase application multiple times to check for obvious errors,
typos, and incorrectly ordered pages or supporting documentation.
Submit certified checks for any fees requested by the purchase application, even if
personal checks are accepted or the application makes no mention of the checks
having to be certified.
Coordinate pages which require signatures of buyer & seller (as well as any coop
application fees payable by seller) as soon as possible. If you are working with a
buyer’s agent and receiving a tax-free broker commission rebate, he or she will likely
commence this step of the board application in the days after the contract is fully
executed.
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Make a copy of the purchase application to keep for your records.
Once you’ve submitted your application and been informed of your interview date, we highly
suggest that you re-familiarize with your board application so you can be prepared to answer
any questions from the board during your interview.
Learn More
What fees are associated with submitting a NYC coop board application?
All NYC coop purchase applications will require the submission of a number of different
fees. Note that the type and amount of the fees will vary by coop building.
In addition, some coops may require all of the fees up front whereas others may request
some of them (such as the closing fee) later in the process.
If you are working with an experienced buyer’s agent, he or she will know to request any fees
required by the seller very early on into the process to avoid delays further down the line.
Note that it’s quite common for coops to charge fees for just about anything that requires
their involvement, including for NYC coop sublet applications.
NYC Co-op Buyer Fees:
Application Processing Fee (~$750)
Credit Check Fee (~$100)
Criminal Check Fee (~$100)
Lead Based Paint Disclosure Fee (~$100)
Damage Deposit
NYC Co-op Seller Fees:
Closing Fee ($750)
Recognition Fee ($250)
Move Out Deposit ($500)
Transfer Taxes
PRO TIP: Always check your specific coop purchase application to see what forms of
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payment are accepted. Even if personal checks are permitted, we always suggest sending
certified checks because it will eliminate the processing time associated with waiting for
your checks to clear the bank.
How long does it take to complete and submit a NYC co-op board purchase
application?
Since most managing agents will not accept an incomplete board package, you therefore
have to wait until you have all documentation before submitting. Here is our best estimate for
how long it takes to complete each component of the board application:
NYC Coop Board Package Table of Contents:
Applicant Information Sheet (Purchase Application) – you should be able to complete
most of this quite easily. There are some items which your buyer’s agent will need to
provide you with, such as the contact details of the seller and the seller’s SSN (if
applicable).
Credit Application / Release Form – you can sign these anytime
Fully Executed Contract of Sale – your attorney should have already provided you with
a copy of this!
Financial Statement (Pre-Close) – it may take a few hours for you to complete and verify
the financial statement once you’ve assembled the supporting bank & asset
documentation
Post-Close Financial Statement and Cash Flow Statement – the post-close financial
statement is identical to your pre-close financial statement, with the following edits: (+)
add the value of your purchase price under assets, (-) remove your contract deposit
from assets, (-) remove your additional down payment from assets, (+) add your
mortgage amount to liabilities
Bank Verification Letters – it should take your bank less than one week to provide you
with these documents
Bank Statements (2-6 months) – you should be able to easily procure these through
online banking
Asset Verification Documentation – if you have any other assets (such as another
property), it may take you one to two weeks to procure the relevant supporting
documentation
Personal Reference Letters – these can take anywhere from one to three weeks
depending on who your reference is, so we suggest you ask for these right away!
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Business Reference Letters – a business reference letter can usually be procured more
quickly than a personal reference letter, but you should still request one ASAP.
Landlord Reference Letter – the landlord reference letter usually takes the same time to
procure as a business reference letter, so figure one to three weeks.
Employment Verification Letter – your HR department should be able to provide this to
you in a few days
Previous Tax Returns (1-3 years) – if for some reason you’ve misplaced your previous
tax returns, you’ll need to ask an accountant or request a transcript from the IRS. The
latter option may take up to four weeks, so you’ll want to check and see if you have
your previous tax returns as early as possible.
Proof of Homeowners Insurance – one day
Photo Identification – one day
Copy of the Loan Application & Commitment Letter – you should already have these on
file.
Copy of the Aztec Recognition Agreements – similar to the loan application and
commitment letter, your banker should have already sent you a copy of this!
Signed Building Acknowledgements: Move-in/Move-out Procedure, Special Conditions
Acknowledgement, Terms and Conditions, Corporation Compliance Letter, Pet Policy
Acknowledgement, etc. – one day
Learn More
Purchase Application (Information Sheet):
The first component of a NYC coop board application is the purchase application
(information sheet). Depending on the coop building, this section can range anywhere from 2-
5 pages.
The application itself asks for general information about the potential shareholder(s),
including the following:
Apartment Information – Unit Number, Number of Shares
Applicant Name(s) and Contact Information
Seller Information – Contact Phone/Email, Broker & Attorney Details
Purchase Price (% down, % financed)
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Proposed Closing Date
Mortgage Information – Proposed Interest Rate, Monthly Payment, etc.
Lender Contact Information
Buyer’s Agent Contact Information
Purchaser Attorney Contact Information
Name of Proposed Occupants
Emergency Contact Information
Pets Owned
Purchaser Employment Information History
Purchaser Educational History
Club, Society Fraternity or Board Membership Involvement
Criminal History Disclosure
Personal References & Contact Information
Business References & Contact Information
Bank References & Contact Information
Recent Housing History & Current/Past Landlord Contact Information
It’s important when completing this section that you answer all questions thoroughly and do
not leave any blanks. We’d also suggest typing out the application, even if the board does
permit handwritten applications. The last thing you want is for illegibility to give the
management company (who reviews the application before submitting to the board) or the
board itself a reason to delay the processing or review of your application.
Credit Report Application / Release Form:
As an applicant, you will be asked to submit and sign a credit authorization release form.
This gives the managing agent the permission to run a credit check on you and any other
applicants. In addition to revealing your credit score with the major agencies, this report will
also unearth details about your specific lines of credit as well as any balances you carry.
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Therefore, it’s important that you accurately state your outstanding credit card or other debt
on the financial statement.
PRO TIP: If the managing agent discovers any discrepancies between the debt levels you
listed on the financial statement and the what your credit report says, you may be asked to
provide additional verification. For example, if you pay off your credit card balances every
month but the credit report still lists an outstanding balance, you may be asked to submit
your latest credit card statement which shows that you have a zero balance.
Fully Executed Contract of Sale:
All coop boards in NYC will require you to submit a copy of the fully executed contract of
sale (including any riders or disclosure forms) along with the purchase application.
Financial Statement:
As a means of verifying an applicant’s net worth and sources of income, a typical NYC co op
purchase application will require applicants to submit a thorough and updated personal
financial statement. This statement is very similar to the REBNY Financial Statement which
you may have prepared in order to submit an offer on a coop in NYC. However, unlike with
the REBNY financial statement there is no room for error on the board application statement
in regards to incorrect numbers or subtotals.
The main components of the purchase application financial statement include:
income/expenses, assets, liabilities as well as itemized schedules of your liquid (cash/money
market funds) assets, brokerage, real estate and other material assets. Applicants are also
required to sign and date the statement in order to attest to its accuracy.
When preparing this statement, the most important element is to ensure that all of the
subtotals match exactly the supporting bank statements, bank verification letters or other
asset verification documentation which you are including in the purchase application. You
must also make sure that all of the sums are correct. Corroborating the figures on the
financial statement is one of the first things that a managing agent does when they review
your application before passing it along to the board.
A typical coop board application financial statement will request the following information:
Sources of Income & Regular Expenses
Base Salary, Overtime Wages, Bonuses, Commissions, Dividends & Interest, Real
Estate Income & Other Income
Monthly Maintenance Expense, Mortgage Payments, Other Mortgages, Real Estate
Taxes, Bank Loans, Auto Loans and Credit Card Deb
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Assets
Cash/Money Market Funds, Contract Deposit, Bonds/Brokerages, Private Investments,
Accounts & Notes Receivables, Real Estate Owned, Automobiles, Personal Property &
Furniture, Life Insurance (Cash Surrender Value), Retirement Funds (401k, KEOGH,
Profit Sharing/Pension Plan), Other Assets
Liabilities
Notes Payable, Installment Accounts Payable, Mortgages Payable on Real Estate,
Unpaid Real Estate Taxes, Unpaid Taxes, Chattel Mortgages, Loans on Life Insurance
Policies, Outstanding Credit Card Debt
Post-Closing Financial Statement:
In rare instances, your building’s purchase application may request a ‘post-closing’ financial
statement. The purpose of this statement is to give the board a better feel for the strength
and nature of your financial profile once you’ve completed the purchase by depleting your
cash and taking on any additional debt to finalize the transaction.
The post-close financial statement is identical to your pre-close financial statement, with the
following edits:
Assets
(+) add the value of your purchase price under real estate assets
(-) remove your contract deposit from cash / other assets
(-) remove your additional down payment
Liabilities
(+) add your mortgage amount
Bank Verification Letters:
You will likely be asked to submit an official bank verification letter for each account you’ve
listed on your financial statement. These letters include the following information: account
names, account address, type of account, account number, date opened, current balance as
well as your banker’s contact information.
The easiest way to request a bank verification letter is by visiting your local bank branch and
speaking with a personal banker.
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PRO TIP: If the balance on your bank verification letter is different from that on your most
recent statement, you generally want to go with the figure from the most recent
documentation. We suggest that you highlight the latest balance figure on your bank
statement or verification letter. In the case that something is not intuitive, you should include
a footnote next to the line item on the financial statement explaining where the figure came
from and why you used it.
Asset Verification Documentation:
In order to verify the assets you’ve listed in your financial statement, you will likely be
required to submit copies of up to three months of records, statements or agreements for
each line item on the financial statement.
If you received a gift in conjunction with your coop purchase, this is the section where you
will need to include signed gift letters as well as documentation supporting the gift transfers
into your bank accounts. The simplest way to do this is to provide a bank wire transfer
statement or to note and highlight the incoming bank transfers in your corresponding bank
statement.
PRO TIP: For all supporting documentation you provide, including bank statements, it’s
critical that you provide the most recent statements. If you prepared your coop purchase
application before finalizing your mortgage commitment letter and lots of time has passed,
please be sure to refresh the supporting bank statements as well as asset figures you’ve
included on the purchase application financial statement.
Personal Reference Letters:
A NYC co op board application may request anywhere from 1-4 personal reference letters.
The purpose of these letters is to help the board obtain a more qualitative sense for how you
are as a person and how you would be as a potential future member of the coop community.
As you consider who to ask for recommendations, you’ll want to think about the sorts of
things which your references will need to include in the letters:
Go into detail on the individual – be biographical where possible, length of time you’ve
known them, how you met, why you know them. Why are you friends?
How you socialize with them – activities and events you attend as common interests,
i.e. theatre, sports, charities, professional associations, traveling, etc. Perhaps you no
longer live in NYC – were you or they ever a guest in your respective homes or the
home of a family member?
Specify their character traits and cite examples. This description should enable
someone to “recognize” them at a dinner party – try not to generalize by using
adjectives as “responsible, trustworthy, honest, ethical” without demonstrating how. If
you know their educational background, refer to it and their achievements during
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academic life and after.
PRO TIP:
How should a NYC coop personal reference letter be formatted?
Your personal reference letters should be formatted in a manner similar to the outline below:
Name
Address
City, State, Zip
Date:
Board of Directors
[Coop Corporation Name]
[Address]
Dear Members of the Board:
Body of Reference Letter
Sincerely,
[signature]
Name
Title
Contact Phone & Email
Business Reference Letters:
A NYC co op board application may request anywhere from 1-4 business/professional
reference letters. A business reference letter can be from a supervisor or colleague.
The body of a business reference letter should touch on the following points:
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Describe how and why you know them professionally – how did you meet, how long
have you known them? In what capacity are you professionally associated with them?
What characteristics make them a standout at work? Are they team players, leaders,
relate well to other colleagues? Please go into detail on this.
What achievements have they accomplished at work?
If you live in a co-op, you can mention that in your letter
PRO TIP:
How should a NYC coop professional reference letter be formatted?
Your business/professional reference letters should be formatted in a manner similar to the
outline below:
[Company Letterhead]
Date:
Board of Directors
[Coop Corporation Name]
[Address]
Dear Members of the Board:
Body of Reference Letter
Sincerely,
[signature]
Name
Title
Contact Phone & Email
Landlord Reference Letter:
A landlord reference letter must come from your present landlord or managing agent and
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state, at a minimum, your payment history. It’s always helpful if your landlord provides as
much information as possible, including your move in date. As is the case with your personal
and professional reference letters, the letter from your landlord must include his/her contact
information.
PRO TIP: If you live at home, with a friend or are otherwise fortunate enough to not pay any
rent, you’ll need to request a signed and dated letter from your host stating your name,
address and the fact that you live with them and are not paying any rent at present.
Employer Verification Letter:
You can request an employment verification letter by contacting your Human Resources
coordinator or your supervisor. The letter should state your date of hire, current position,
current base salary, as well as some information on any other compensation structure
(bonus/overtime opportunities, etc.)
PRO TIP: Are you self-employed? If so, you will need to include a letter which includes the
following information about your business: type of business and brief overview, date of
formation, profit/loss history for as many years as possible, as well as any other notable
items – list of clients, notable deals, etc. You will also need to include a signed letter from
your accountant which verifies all of the business financial information included in the coop
purchase application.
Previous Tax Returns:
Most coop board applications will require that all applicants submit at least 2 of the most
recent tax returns along with the application. Depending on how rigorous your coop’s
purchase application is, you may be asked to provide just Federal (1099 & W2 forms) or your
entire tax return (copies of Federal, State, City income tax returns with W-2s and / or 1099
forms).
If you recently moved to the United States, you should also submit your most recent foreign
tax returns.
PRO TIP: Please note that some co-op board applications require you to sign the relevant
pages of your tax returns, such as page two of your Federal 1040. Out of an abundance of
caution, we suggest you go ahead and do this anyway.
Proof of Homeowners Insurance:
For the purposes of completing the coop purchase application, you may be asked to include
documentation of a homeowners insurance quote. The simplest way to do this is to request
one online or through an insurance broker and the include a print out of the full quote
information.
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Photo Identification:
Most (not all) purchase applications will require copies of photo IDs for all applicants who
are over the age of 18.
Copy of the Loan Application & Commitment Letter:
If you are financing your coop purchase, you will need to include a copy of the complete loan
application as well as the bank commitment letter.
Copy of the Aztec Recognition Agreements:
If you are financing your coop purchase, you will need to include a copy of the Aztech
Recognition Agreements. Note that some NYC coop purchase applications will request
original documents as opposed to copies. If there is ever a doubt about whether you need
originals or copies, we suggest that you contact the managing agent.
Building Acknowledgements:
Each coop application will require applicants sign any number of various disclosure and
acknowledgement form. While the specific forms vary by coop and by purchase application,
some of these forms may include:
Applicant’s Release Form
House Rules Acknowledgement
Lead Based Paint Disclosure Forms
Information & Collective Authorization
Window Guard Notice
Emergency Contact Form
Transfer Tax Rider
No Pet Rider
Visual Inspection Rider
Bedbug Rider
PRO TIP: In some instances, pages on the coop purchase application may require original
signatures of both the buyer(s) and seller(s). It’s highly recommended that you start the
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process of getting these signature pages taken care of as soon as possible to prevent delays
further down the line.
Learn More
How long does it take for a co-op board to contact you for an interview?
Once you’ve submitted your purchase application to the managing agent, the agent will
review the completed package before submitting it to the board for official review. The
managing agent will contact your buyer’s agent if the purchase application requires any
edits.
As soon as the managing agent confirms that the purchase application has been submitted
to the board, you should expect to receive an interview invitation in one to three weeks.
However, please note that the specific timeline for being contacted for an interview varies by
building. Here are some real world examples of the coop board application timing specified
by some buildings here in NYC.
Examples:
“Please note, the procedure can take up to thirty (30) days for approval, once the Board has
received the completed application”
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“The purchase application process can take 4-6 weeks from the time the completed
application is forwarded from the Managing Agent to the Board”
“Please note that the resale procedure can take from 4-6 weeks for approval once the Board
has received and reviewed the above referenced documents”
“The procedure for applicants usually takes thirty (30) days, however the Managing Agent
and Board reserve the right to adjust this timing on a case by case basis”
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How long do closing procedures take on a NYC co-op apartment purchase?
The entire co-op approval process from board package submission to approval when buying
a co-op in NYC can take from five to eight weeks. If the proposed buyer
(shareholder/applicant) is approved by the board, the closing itself usually occurs one to
three weeks after notice of approval is conferred by the board.
Therefore, it can take from six to eleven weeks from the time you submit a co-op board
application to the time you close on your apartment purchase.
The combined six to eleven week timeframe above begins once you have a fully executed
contract and have assembled the board package. Both the contract negotiation (which
happens before you begin assembling the board package) and the preparation of the board
package itself can take a number of weeks.
Note that the specific timing varies by co-op building. Here is a general timeline:
Negotiating Contract and Preparing Board Application: 3-5 weeks
1-2 weeks: Contract negotiation
2-3 weeks: Assemble co-op purchase application.
Submitting Application to Closing: 6-11 weeks
1 week: Managing agent reviews completed application for completion and then
forwards it to the board
3-6 weeks: Board reviews the application, invites the applicant for an interview and
makes a decision
1 week: Managing agent relays the board’s decision to your buyer’s agent
1-3 weeks: Schedule and complete your closing
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Total Time From Accepted Offer to Closing: 9 to 16 weeks
PRO TIP: Note that as a buyer you can still buy a co-op and bypass the co-op board
application process by purchasing a co-op sponsor unit. In the case of a sponsor sale, you
may be asked to complete an appreciated version of the purchase application. However, just
like with a condo there is no credible threat of your application being rejected by the board.
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Alternatively, to completely eliminate the co-op review process you can buy a condo in NYC.
You should know however that condos have their own set of differences compared to co-ops,
including higher closing costs. Condos are also 10-40% more expensive than comparable co-
ops. Condos also have their own purchase applications, however they are substantially less
complicated than those for co-ops (nor is there usually a board interview).
On the more positive side, condos have much more flexible sublet policies compared to co-
ops. Therefore, condos are the preferred real estate of choice for true investors looking for
maximum optionality.
How long does it take to close on a coop after board approval?
As we mentioned above, if the proposed buyer (shareholder/applicant) is approved by the
board, the closing itself usually occurs one to three weeks after notice of approval is
conferred by the board. Every co-op building and deal is unique, however in general the
process of coordinating a closing is rather straightforward since the board has already
approved the deal and the buyer already has a commitment letter in place.
The act of coordinating a co-op sale closing date is something which is driven by the
attorneys, managing agent and mortgage banker who is working on the deal. Note
that managing agents often only permit closings to be scheduled on specific days and times
throughout the month.
Learn More
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