Recording Checklist

Why are documents sometimes unacceptable?
  • The notary acknowledgment is not complete.
  • The date on the document is missing. 
  • The well information is missing.
  • The "Drafted by" statement is missing.
  • The legal description is not consistent or is questionable when compared to the records.
  • The recording fee included is incorrect.
  • Delinquent real estate taxes are due.
  • The Certificate of Real Estate Value is not complete or is missing.
  • Incorrect deed tax has been included.
  • Incorrect mortgage registration tax has been included.
  • The name and address of where to mail future tax statements is missing.
  • Corrective documents need to have new signatures and new acknowledgments, along with a statement indicating what is being corrected.
  • Marital status is on one area of the document. 
What must all documents contain when submitted for recording?
  • The document must be dated.
  • The document must be signed with original signatures.
  • The acknowledgment must include: a date; a legible notary seal; a notary signature; the expiration date of the notary commission; the names and marital status of the signatures being acknowledged; or if a corporate acknowledgment, the business name, the name of the person signing for the business, and that person's title in the business.
  • The legal description must be included.
  • If referenced, the exhibits must be attached.
  • The "drafted by" information must include the name and address.
What additional items should be included with transfer deeds?
  • The state deed tax must be included.
  • Include a copy of the Certificate of Real Estate Value or the e-CRV reference number.
  • Include the name and address where real estate tax statements are to be sent.
  • If there are delinquent taxes on the property, full payment of these taxes must be submitted.
  • If the tax parcel has been split, all current taxes must be paid and a survey must be submitted.
  • If appropriate, the statement "Total consideration for this transfer is $3,000 or less" should be included.
  • If the consideration for the transfer is OVER $3,000, a completed well certificate and the $50 fee must be submitted unless either of the following statements apply and are indicated on the deed:  "The seller certifies that the seller does not know of any wells on the described property," or "I am familiar with the property described in this instrument and I certify that the status and number of wells on the described real property have not changed since the last previously filed well disclosure certificate."

IMPORTANT NOTE:
If using an artificial intelligence powered chatbot (e.g. ChatGPT, Microsoft Copilot, Gemini, etc.) to complete your forms, please note:

 1.      The information provided by the chatbot may be inaccurate and it is recommended that it be  reviewed prior to submission. Forms, applications, or other documents that do not meet the County’s requirements will be rejected.
2. A chatbot cannot provide legal advice and is not a substitute for the services of an attorney.
3. Confidential or private information should not be shared with a chatbot as that information may not remain confidential.