Letters of Authority are meant to be a routine admin task.
In reality, they are one of the biggest silent blockers inside advice firms.

LoAs delay onboarding, slow advice, frustrate advisers, and drain admin capacity. Most firms feel the pain but struggle to pinpoint why turnaround times keep stretching from days into weeks.

This guide breaks LoA processing down properly. It explains where time is really lost, what practical changes actually reduce LoA processing time, and how firms can improve efficiency without increasing headcount or Consumer Duty risk.

What “LoA Processing Time” Really Means

LoA processing time is often narrowly defined.

Most firms think it starts when the provider receives the LoA and ends when the response arrives. In reality, the true processing timeline starts much earlier and finishes much later.

A realistic LoA timeline includes:

• Preparing the LoA and collecting client details

• Checking provider requirements

• Sending the LoA for signature

• Waiting for wet signatures or eSignatures

• Submitting the LoA

• Provider turnaround time

• Chasing missing or rejected requests

• Receiving provider documents

• Reading PDFs and scanned files

• Extracting policy and product data

• Manual data entry into the CRM

• Checking accuracy for Consumer Duty compliance

• Getting back to the client

When firms measure processing time properly, they often discover that provider delays account for only a fraction of the total turnaround time.

Where Most LoA Delays Actually Come From

Provider Delays

Providers are slow, but the real issue is not speed alone. It is visibility.

Many firms do not track LoA timelines clearly, so chasers happen late or inconsistently. Without the right submission criteria, or defined follow-up procedures, provider delays quietly stretch longer than they need to. Related Reading: Why Blaming Providers Won’t Fix Your LoA Delays.

Missing or Incorrect Information

Missing information is one of the biggest hidden causes of delay.

Common issues include:

• Incomplete policy info. vs compliance requirements

• Outdated information i.e. transfer values

• Insufficient data on guarantees or protections 

Each missing field triggers emails, calls, and resubmissions. What could have been a one-day delay turns into a week-long loop. Learn More: The Real Cost of Chasing Missing LoA Data

Paper-Based Processes

Paper-based processes slow everything down:

• Printing and scanning forms

• Posting documents

• Uploading scanned PDFs

• Reading poorly formatted files

Paper-based workflows increase processing time, error rates, and admin fatigue.

Signature Issues

Wet signatures remain a major bottleneck.

Even with eSignatures, problems arise when:

• Clients forget to sign

• Forms are signed incorrectly

• Pages are missed

• Documents are sent back incomplete

Every signature issue resets the clock.

A Simple Checklist to Reduce LoA Processing Time

Before investing in new systems or tools, most firms can cut LoA processing time significantly by tightening the basics. These are not “nice-to-haves”, they are the foundations of a predictable, low-friction LoA workflow:

1. One standard LoA template

Using multiple templates can confuse providers and internal teams alike. A single, approved LoA template ensures consistency, reduces rejections, and makes it easier for staff to spot missing or incorrect information at a glance.

2. A fixed list of required data fields

Unclear data requirements are a major cause of back-and-forth. Define a non-negotiable list of fields to request in writing, aware that providers are still likely to send standard responses, however you will have a record of your complete initial request. 

3. Clear ownership for each stage

LoAs are stuck when responsibility is shared or assumed. Assign explicit ownership for preparation, submission, follow-up, and closure so every LoA has a clear “next person” at all times.

4. Digital submission as the default

Paper forms, scans, and emailed attachments slow everything down. Standardising digital submission improves legibility, reduces errors, and speeds up both internal handling and provider processing.

5. Defined follow-up timelines

Without timelines, follow-ups become meaningless. Set clear rules like when to check status, when to chase, and when to escalate, so LoAs don’t sit idle waiting for someone to notice.

6. Central visibility of LoA status

If LoA status lives in individual inboxes, delays are inevitable. A shared tracker or dashboard allows anyone to see what’s submitted, pending, approved, or stuck. Thus, improving management oversight and removing guesswork, or unnecessary interruptions.

If these basics aren’t in place, delays aren’t accidental rather built into the process. 

Tightening this checklist makes LoA timelines far more predictable and controllable.

How to Reduce LoA Processing Time 

Standardise What You Can Control

You cannot control provider speed, but you can control how prepared your LoAs are before submission.

Standardisation should cover:

• LoA templates

• Data requirements

• File naming

• Storage locations

• CRM workflow automations

• Responsibility at each step

Standard workflows reduce rework, confusion, and decision fatigue, cutting processing time significantly.

Move Away from Manual Data Entry

Manual data entry is one of the most expensive parts of the LoA process.

Admins and paraplanners often spend hours:

• Reading provider PDFs

• Cross-checking tables

• Re-entering the same data across systems

This slows turnaround time and increases Consumer Duty risk through human error.

Reducing manual data entry is one of the fastest ways to lower cost per LoA and free up admin capacity.

Improve Follow-Up Procedures

Most LoA follow-ups are reactive.

Effective follow-up procedures include:

• Fixed chase intervals

• Clear ownership and escalation points

• Central tracking of status

• Less reliance on personal inboxes

This prevents LoAs from stalling quietly in the background.

The Impact of Slow LoA Turnaround Times

Slow LoAs create knock-on effects across the entire firm.

Client Onboarding Delays

Advice cannot move forward without accurate data. Slow LoAs stall onboarding and damage early client trust.

Internal Bottlenecks

Admins and paraplanners end up context-switching constantly, jumping between LoAs, chasers, and corrections.

Higher Cost per LoA

More time per LoA means higher internal cost, even if it never appears on a client invoice.

Consumer Duty Risk

Incomplete or outdated information increases the possibility of unsuitable advice and a repeated pattern of weak audit trails.

Hidden Time Loss

Small delays add onto one another as minutes turn into hours, hours into days, and no one notices until capacity is compromised.

Automation and Workflow Optimisation (What Actually Helps)

Where Automation Reduces Processing Time

Automation works best where repetition exists:

• Understanding submission criteria by provider

• Reading provider documents

• Extracting key data fields

• Flagging missing information

• Updating CRM records

• Tracking timelines

This directly reduces processing time and manual effort.

Key Technologies Involved

• Provider directory to understand the LoA submission requirements

• OCR technology to read scanned and unstructured documents.

• AI document processing to extract products, values, dates, and charges.

• Integration with CRM systems to push structured data automatically.

Together, these turn static PDFs into live, usable records.

Measuring Efficiency: How to Know If You’re Improving

Useful Efficiency Metrics

Simple metrics reveal real progress:

• Average LoA processing time

• Touches per LoA

• Time spent on manual data entry

• Cost per LoA

• Percentage of LoAs with missing information

Why Measuring Matters

Without efficiency metrics, improvement becomes guesswork. Measurement turns workflow optimisation into a controlled process.

Consumer Duty and Speed 

Speed does not mean cutting corners.

Well-designed workflows actually improve Consumer Duty compliance by:

• Reducing manual error

• Highlighting missing information early

• Creating consistent audit trails

• Ensuring data accuracy

Faster LoAs are often safer LoAs

Reducing LoA Processing Time with 4Admin

The Problem Most Firms Hit

Advice scales faster than admin systems.
Manual LoA handling becomes the bottleneck long before it is labelled as one.

Where 4admin Fits Naturally

4admin focuses on the slowest, most manual part of the workflow:

• Reading provider documents

• Extracting structured data

• Flagging missing information

• Updating CRM automatically

Using OCR technology and AI document processing, LoAs move from static PDFs to structured, CRM-ready records.

The Outcome

Firms typically see:

• Shorter processing time

• Faster turnaround time

• Lower cost per LoA

• Clear Consumer Duty audit trails 

• Increased productivity levels for admin and paraplanners

Conclusion

If you want to reduce LoA processing time, stop treating it as a provider problem and start treating it as a workflow problem.

For Advice firms, faster LoAs mean quicker onboarding, smoother reviews, and less operational drag. For Admin and Paraplanners, less manual work, fewer interruptions, and clearer ownership make LoAs manageable rather than exhausting.

The shift doesn’t start with providers, it starts with how you design the work.

FAQs 

How long should an LoA take to process?

With efficient workflows, many firms reduce LoA processing from weeks to days.

What causes the biggest LoA delays?

Manual data entry, missing information, unclear ownership, and paper-based processes.

How can firms reduce LoA turnaround time?

By standardising workflows, improving follow-ups, adopting digital submission, and reducing manual work.

How does automation reduce LoA processing time?

By removing repetitive reading, extraction, and CRM updates.

Does speeding up LoAs affect Consumer Duty compliance?

No. Proper automation improves accuracy and audit trails.

What role does OCR play in LoA workflows?

OCR reads scanned and unstructured documents so data can be processed automatically.

Can CRM integration reduce LoA admin time?

Yes. Direct integration removes rekeying and rework.

What’s the fastest way to improve LoA efficiency?

Reducing manual data entry and automating document handling.