REQUIREMENTS FOR DOCUMENT SIZES & INK

• 8 ½ x 11-inch paper.
• White, light colored, 20# paper without watermarks or logos.
• Printed in black or dark ink on one side only.
• No continuous forms or permanent binding, but documents may be stapled for presentation.
• Minimum 8-point type (NOTE: non-essential information within any margin is exempt from this requirement).
• Signatures must be in black or dark ink to ensure reproduction from the record.
• All signatures must have the name typed, stamped, or printed underneath.

ATTACHMENTS

Attachments to a page may not be stapled or taped other than a securely attached bar-coded label or as required by law (NOTE: “attachment” does not refer to an exhibit, but additions to a document page).

MARGINS

• The top 3 inches of vertical space of the first page only of each document is designated for the Recorder’s certification. All Recorder’s certificates will be placed in this area.
• All other margins on the first and subsequent pages will be a minimum of ¾ inch.
• Non-essential information contained within the margins does not have to comply with the 8-point type requirement, but it should be noted that the Recorder is not liable or responsible for ensuring that non-essential information is archived, such as page numbers, form numbers, return addresses, etc.

FIRST PAGE DESIGNATION

Every document (except plats and surveys) containing any of the following items shall have such information on the first page of the document below the 3-inch margin:

• Title of the document.
• Date of the document.
• All grantors’ names.
• All grantees’ names.
• Any statutory addresses.
• Legal description.
• Reference book and pages required.

If there is not sufficient room on the first page, the page reference within the document where the information is set out shall be stated on the first page. If one of the required fields begins on the first page and continues uninterrupted to subsequent pages, that meets the first page requirement.

DESIGNATIONS

• Grantors and grantees must be designated to be indexed. There is no limit as to combinations or exclusions, but must include the words “grantor” or “grantee” (NOTE: it is the filer’s or preparer’s responsibility to make the designations).
• Statutory addresses must be designated (example: “Grantee’s Mailing Address…”).
• The address of the property shall not be accepted as the legal description.
• Book and page references required on certain documents (example: release deeds, assignments, etc.) must be designated.

COVER PAGES

A cover page for the document is not required, but a filer may choose to present a cover page, and it will be recorded as the first page of the document. The cover page must have the top 3-inch margin and include first page designations.

If a document is presented for re-recording, in addition to all other requirements, there must be a new first page or cover sheet with the top 3-inch margin and the required first page designations.

DOCUMENTS EXEMPT FROM FORMATTING REQUIREMENTS

• Documents signed prior to January 1, 2002.
• Military separation papers.
• Documents executed from outside the United States.
• Certified copies of documents, including birth and death certificates.
• Any document where one of the original parties is deceased or incapacitated.
• Judgements or other documents formatted to meet court requirements.
• Fixture filings on the National Approved UCC Forms.

FEES

• Standard: Documents that meet both the statutory requirements and formatting standards will only have the per-page recording fee schedule applied.
• Non-Standard: Documents that meet the statutory requirements, but do not meet the formatting standards, will have the per-page recording fee plus an additional $25 per-document penalty applied.
• Exempt: Documents that meet the statutory requirements and are exempt from the formatting standards will only have the per-page recording fee schedule applied (NOTE: for a document that releases or assigns more than one item, there is a $5. charge per each additional item).

REJECTIONS

All documents that are rejected must be returned with a reason for rejection.