Recording Requirements

Requirement Checklist for Document Recording

  • All documents must be legible and signed with an original signature or be legible, certified true- attested copy. If required, they must be notarized, and the signer and notary’s name must be printed under the signature. The expiration date for the notary must be noted and must be legible.
  • Grantee’s address must appear on all deeds, mortgages, and assignment of mortgages.
  • Do not highlight any document text.
  • Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard Registry scanners.
  • All document pages and attachments must be on paper that is no larger than 8.5 inches x 14 inches.
  • Printing shall be on one side only; double-sided pages will not be accepted.
  • The first page of all document pages must contain a “recording information area” in the upper right hand corner of the document that is free from all writing or printing. If the document does not contain a “recording information area”, an official Registry Document Cover Sheet must be attached.
  • Property address must be put in the left margin for all deeds, mortgages, and mortgage discharges unless the address appears on the first page of the document.
  • The document must specify whether it is registered land and is to be recorded in Land Court.
  • If the document refers to attached exhibits, the exhibits must be attached and included at the end of the document. If the description is by exhibit, it should be attached as the last page.
  • Attachments are not allowed. A document that is recordable on its own must be recorded separately.
  • The “re-recording” of an original document to correct an error or omission is prohibited.
  • Addresses and telephone numbers must be noted on all checks.
  • Checks for recording fees must be in the exact amount and should be payable to the “Commonwealth of Massachusetts” or “Hampden County Registry of Deeds”.
  • If the document is mailed, a self-addressed, stamped envelope must be included.

Land Court

  • All Grantors names must appear as they do on the Certificate of Title.
  • Lot and Plan numbers must appear as they do on their Certificate of Title, and you must refer to the most recent plan other requirements may be required. Please check with a recording Clerk.

Documents Standards and Forms

 Massachusetts Deed Indexing Standards
 Massachusetts Document Formatting Standards, Effective January 1, 2008

The Registry of Deeds currently accepts documents presented in person, through the mail or electronic format. Each format has unique requirements. Please select the manner by which you intend to record your document.

Presented in Person

As of January 1, 2008, all documents presented for recording must meet the following requirements:

  • Be on white paper of sufficient weight to reproduce in registry scanners
  • All documents and attachments must be on paper that is no larger than 8.5 inches by 14 inches
  • Printing shall be on one side only; double-sided pages will not be accepted
  • Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners
  • Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners
  • The first page of all document pages must contain a “recording information area” in the upper right-hand corner measuring three inches from the top edge of the document and three inches from the right edge of the document that is free from all writing or printing
  • If the document does not contain a “recording information area”, an official registry Document Cover Sheet must be attached
  • Document must be signed with an original signature and notarized if required. Signers’ and notaries’ names must be printed under the signature. Notary expiration date is required
  • Do not put social security numbers or personal identification numbers on any recorded document
  • Do not highlight any document text
  • If a document refers to an attached exhibit, ensure the exhibit is included and place all exhibits and addenda at the end of the document. Reduced Registry of Deeds descriptions as attachments are not acceptable
  • Unit deed plans must be legible. Reproducible copies made from floor plans will be rejected if they are not in compliance
  • Clip all multiple page documents. (Do not staple checks or letters to the document/s)
  • Telephone numbers and addresses must be on all checks. Document recording fees must be in the exact amount and total due should be paid with one check or cash.
  • No more than 10 documents shall be accepted for recording at one time

Mailed

As of January 1, 2008, all documents mailed in for recording must meet the following requirements:

  • Be on white paper of sufficient weight to reproduce in registry scanners
  • All documents and attachments must be on paper that is no larger than 8.5 inches by 14 inches
  • Printing shall be on one side only; double-sided pages will not be accepted
  • Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners
  • Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners
  • The first page of all document pages must contain a “recording information area” in the upper right-hand corner measuring three inches from the top edge of the document and three inches from the right edge of the document that is free from all writing or printing
  • If the document does not contain a “recording information area”, an official registry Document Cover Sheet must be attached
  • Documents must be signed with an original signature and notarized if required. Signers’ and notaries’ names must be printed under the signature. Notary expiration date is required
  • Return name and address must be placed on the front of the first page of each document
  • Do not put social security numbers or personal identification numbers on any recorded document
  • Property address must be put in the left margin for mortgages, deeds, mortgage discharges, and death certificates unless address appears on the first page
  • Do not highlight any document text
  • If a document refers to an attached exhibit, ensure the exhibit is included and place all exhibits and addenda at the end of the document. Reduced Registry of Deeds descriptions as attachments are not acceptable
  • Unit deed plans must be legible. Reproducible copies made from floor plans will be rejected if they are not in compliance
  • Clip all multiple page documents. (Do not staple checks or letters to the document/s)
  • Telephone numbers and addresses must be on all checks. Document recording fees must be in the exact amount and total due should be paid with one check or cash.
  • A self-addressed, stamped envelope must be included with the documents.

eRecording

All Recorded Land documents that meet the recording standards of the Registry may be recorded electronically.

Please be aware that the Registry of Deeds has the right to refuse a document if it does not meet the standards or statutory requirements. Massachusetts General Laws Chapter 36 Section 12a

Please make all checks payable to either Hampden County Registry of Deeds OR the Commonwealth of Massachusetts and be sure that all checks have a Name, Address, and Phone Number.

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Addresses:

Hampden County Registry of Deeds

Springfield Office
436 Dwight Street, Room B042, Springfield MA 01103
(Springfield State Office Building)

Westfield Office
59 Court Street, Room 104, Westfield, MA 01085
(Westfield City Hall)

Main Number:
413-755-1722

Email:
[email protected]

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