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

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

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"

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