Recording Requirements

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. Clip all multiple page documents. (Do not staple checks or letters to the document/s)
15. 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.
16. A self-addressed, stamped envelope must be included with all Recorded Land and Registered Land documents.