Checklist for Recording of Documents

Reasons for Returned Documents


The 10 most common reasons real estate documents are returned non-recordable are:
  • Notary acknowledgment is not complete
  • Well information is missing
  • The draftsman 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
  • Certificate of Real Estate Value is not complete or missing
  • Incorrect deed tax
  • Incorrect Mortgage Registration Tax
  • Name and address of where to mail future tax statements is missing

Recording Checklist


All Documents


  • Document dated
  • Document signed with original signatures
  • Acknowledgment needs: Date, legible notary seal, notary signature, notary commission expire date, names and marital status of signatures being acknowledged, if corporate acknowledgment business name who signs and their title
  • Legal descriptions
  • Exhibits are attached
  • Drafted by information, include name and address
  • Filing fees
  • White out is unacceptable on any legal documents

Transfer Deeds


  • State Deed Tax included
  • Completed Certificate of Real Estate Value
  • Send tax statements to: include name and address
  • Are there delinquent taxes due
  • If split in tax parcel - all current taxes must be paid
  • If applicable, statement regarding “Total consideration for this transfer is $500 or less”
  • Completed Well Certificate and $50 fee or one of the statements that apply:
    • "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"

Miscellaneous Documents


  • Correction documents (Need to have new signatures and new acknowledgment along with a correction statement)
  • Mortgage Registration Tax included
  • Warranty Deed completing a Contract for Deed must have a well statement signed by the buyers or a Well Certificate with the $50 fee