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 $3000 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