Recording Requirements

The Registry of Deeds currently accepts documents presented in person or through the mail. 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:

  1. Be on white paper of sufficient weight to reproduce in registry scanners
  2. All documents and attachments must be on paper that is no larger than 8.5 inches by 14 inches
  3. Printing shall be on one side only; double-sided pages will not be accepted
  4. Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners
  5. Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners
  6. The first page of all document pages must contain a “recording information area” in the upper right hand corner measuring approximately 1″ x 2 5/8 ” from the top edge of the document and approximately 1″ x 2 5/8 ” from the right edge of the document that is free from all writing or printing
  7. If the document does not contain a “recording information area” (a blank space on the first page of approximately 1″ x 2 5/8 ” to affix the bar code label), an official registry Document Cover Sheet (PDF) must be attached. If it does contain the blank space please do not include a document cover sheet.
  8. 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.
  9. Do not put social security numbers or personal identification numbers on any recorded document. Redact social security numbers if they are present on the document.
  10. Do not highlight any document text.
  11. 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.
  12. Unit deed plans must be legible. Reproducible copies made from floor plans will be rejected if they are not in compliance.
  13. Clip all multiple page documents. Do not staple checks or letters to the document/s.
  14. 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 per department.
  15. No more than 10 documents shall be accepted for recording at one time.
  16. A self-addressed, stamped envelope must be included with Recorded Land documents. The Registry is statutorily required to retain original Registered Land documents.

MAILED IN DOCUMENTS

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

  1. Be on white paper of sufficient weight to reproduce in registry scanners.
  2. All documents and attachments must be on paper that is no larger than 8.5 inches by 14 inches.
  3. Printing shall be on one side only; double-sided pages will not be accepted.
  4. Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners.
  5. Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners
  6. The first page of all document pages must contain a “recording information area” in the upper right hand corner measuring approximately 1″ x 2 5/8 ” from the top edge of the document and approximately 1″ x 2 5/8 ” from the right edge of the document that is free from all writing or printing.
  7. If the document does not contain a “recording information area” (a blank space on the first page of approximately 1″ x 2 5/8 ” to affix the bar code label), an official registry Document Cover Sheet (PDF) must be attached
  8. 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.
  9. Return name and address must be placed on the front of the first page of each document.
  10. Do not put social security numbers or personal identification numbers on any recorded document. Redact social security numbers if they are present on the document.
  11. Property address must be put in the left margin for mortgages, deeds, mortgage discharges, and death certificates unless address appears on the first page.
  12. Do not highlight any document text.
  13. 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.
  14. Unit deed plans must be legible. Reproducible copies made from floor plans will be rejected if they are not in compliance.
  15. Clip all multiple page documents. (Do not staple checks or letters to the document/s)
  16. 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 per department.
  17. A self-addressed, stamped envelope must be included with all Recorded Land documents. The Registry is statutorily required to retain original Registered Land documents.

Plan Recording Requirements

Amendments under the General Laws, Chapter 36, section 13A, the registers of deeds of the Commonwealth of Massachusetts with the approval of the Attorney General hereby promulgate the following rules for plans to be recorded at registries of deeds. Modifications to the prior version are shown in bold print and shall take effect on September 1, 2023:

  • Plan sizes shall be a minimum of eight and one-half inches by eleven inches (8 1/2″ x 11″) and a maximum of twenty-four inches by thirty-six inches (24″ x 36″)
  • Plans being presented for recording shall be on linen or polyester film, single matte or double matte with a thickness of .003 mils or .004 mils, and must have an opacity so as to allow consistent diazo and microfilm reproduction.
  • All plans shall be prepared using a compatible ink with excellent cohesiveness which will produce a permanent bond and result in a plan with long term durability. All signatures must be in black india ink or its equal.
  • Linen or polyester reproductions shall be accepted for recording provided they contain original signatures and comply with the other requirements for the recording of plans.
  • Each plan shall have three quarter inch (3/4″) borders.
  • The minimum letter size on plans presented for recording shall be one-eighth (1/8″) if free-hand lettering is used and one-tenth inch (1/10″) if lettering guides are used.
  • Each plan presented for recording shall include a graphic scale.
  • Each plan shall have an area reserved to receive planning board recitation or contain a surveyors certification as per Chapter 380, Acts of 1966 (G.L. ch. 41, s,81x).
  • Each plan shall have a three and one-half inch (3 1/2″) square reserved for Suffolk Deeds Registry use.
  • Each plan must contain a certification clause signed by the preparer stating that he/she has conformed with the rules and regulations of the Registries of Deeds in preparing the plan.
  • Pursuant to M.G.L. Ch. 183A, s. 8(f) – Condominiums:
    A set of the floor plans of the building or buildings, showing the layout, location, unit numbers and dimensions of the units, stating the name of the building or that it has not a name, and bearing the verified statement of a registered architect, registered professional engineer, or registered land surveyor, certifying that the plans fully and accurately depict the layout, location, unit number and dimensions of the units as built.

eRecording

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

Before recording a document, please view the Commonwealth of Massachusetts Deed Indexing Standards.

** Please make all checks payable to the Commonwealth of Massachusetts. **

Also, 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.