Recording Requirements

Note: This list is not inclusive of every requirement for every document.

  • Documents must first pass the Uniform Parcel Indentifier (UPI) verification process. Refer to the Additional Resources/Assessment/Real Estate Assessment Data, section for the requirements.
  • Documents must pertain to real estate and have original signatures that are completely notarized.
  • Notary acknowledgement must have the state, county, person(s) appearing before the notary, legible notary stamp/seal (dark enough to be scannable), notary expiration date, and all blank areas/lines completed.
  • Notary acknowledgement must be on or after the execution date of the document.
  • Documents must be in English or include an English translation.
  • Deeds must have the mailing address of the grantee listed for property tax purposes. For deeds with multiply grantees, one specific precise address must be listed for property tax billing.
  • Sales agreements must have the complete address of the buyer and seller listed.
  • Checks must be payable to the Recorder of Deeds and must be equal to or greater than the recording fee (overages more than $10 will be returned).
  • Multi locality deeds must state the percentages of divisions for local transfer tax.
  • If possible, allow a minimum margin of one-half inch around the document for recording purposes.
  • Documents must be accompanied with an addressed, stamped envelope of appropriate size for return.
  • Name, title of person signing, and institution being represented must be printed at the signature area.
  • Reference documents must have the book/page or instrument number of original document.
  • Multiple documents within the same transaction must be labeled the order which they are to be recorded, or will be recorded the order that they are received.
  • Releases can reference no more than three mortgages (satisfaction pieces can only reference one unless it's a re-recording).