Recording Requirements

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These are the minimum requirements for recording documents in the Jasper County Register of Deeds Office ONLY. This is not to be utilized as legal advice. Please contact an attorney for further instructions. 

Deeds:

  1.  Grantor(s) name 
  2. Grantee(s) name and address 
  3. Legal description – sufficient enough to locate property (NO street addresses) 
  4. Derivation clause – previous deed filing information 
  5. Original signature(s) of Grantor(s)
  6. Two different witnesses (Notary can also be 1 of the witnesses)
  7. Either an Acknowledgment or Probate – notary’s Affiant Statement is not sufficient 
  8.  Documentary Stamps - $3.70 per thousand plus filing fee (see filing fees) 
  9. Affidavit of Consideration needed only in cases where the amount is not stated on a document or when the deed is exempt from documentary stamps (See exemption code). 
  10. Tax Map & Parcel number 

Mortgages:

  1. Mortgagor(s) name 
  2. Mortgagee(s) name and address 
  3. Legal description - sufficient enough to locate property (NO street addresses) 
  4. Derivation clause – previous deed filing information 
  5. Original signature(s) of Mortgagor(s) 
  6. Two different witnesses (Notary can also be 1 of the 2 witnesses)
  7.  Either an Acknowledgment or Probate – notary’s Affiant Statement is not sufficient 
  8. Appropriate filing fee (see filing fees) 

Bond for Title: (Real Estate)

  1. Date of Sale
  2. Owners name (spelled exactly as on the Deed)
  3. Buyers name
  4. Legal property description (not street address)
  5. Derivation clause
  6. Purchase price
  7. Terms of loan (amortization schedule)
  8. Default/forfeiture clause
  9. Tax map & parcel number
  10. Signature of Seller 
  • Two witnesses  (Notary can also be 1 of the witnesses) 
  •  Notary (acknowledgment or probate) 

Bond for Title (Mobile Home)

  1. All the above except legal property description
  2. Make/model/serial number of mobile home

Plats:

  1. Must be approved by the Zoning or Planning Department of the controlling jurisdiction.
  2. Surveyor’s name, address and signature 
  3. Embossed seal of surveyor
  4. If surveyor represents a survey company must have Certificate of Authorization seal. 
  5. Vicinity Map 
  6. North Arrow 
  7. Graphic Scale 
  8. Acreage
  9. Owners name, prepared for, or at the request of…
  10. Appropriate filing fee (see filing fees) 
  11.  All survey plats must be filed independently before they can be attached to other documents as an exhibit. No plat over 81/2 X 14 can be attached to other documents. 
  12. Tax, Map & Parcel number 

Affidavits:

  1. Must have names of both parties 
  2. If referencing a previously filed document, one must provide recording information for the referenced document. 
  3. NO witnesses required
  4. Notary Affiant Statement

Power of Attorney:

  1. Must have names of both parties. 
  2. Two different witnesses needed: (Notary can also be 1 of the witnesses)
  3. Acknowledgment or Probate needed 
  4. Military Powers of Attorney do not require witnesses or notary

Satisfactions:

  1. Must state in some similar wording “paid & satisfied” 
  2. Date of satisfaction
  3. Names of both parties 
  4. If satisfaction is on the original document, only 1 witness required 
  5. Must have recording information of original Mortgage 
  6. If the original document is not used, must provide a Lost-Form Affidavit 

All other documents:

  1. Two witnesses
  2. Probate or Acknowledgement
  3. Property description or reference to previously recorded documents

UCC 1 (original filing):

  1. Debtor’s name and address 
  2. Secured party name and address 
  3. Collateral must be real estate or fixture; (personal property is filed with Secretary of State) with legal description 
  4. Box 6 must be checked indicating cross reference into real estate records 
  5. No signatures are required

UCC 3 (includes assignments, amendments, partial release & termination):

  1. Debtor’s name 
  2. Secured party name 
  3. Reference number of original filing
  4. If partial release, must identify property being released 
  5. No signatures required

Mechanic’s Lien/Assessment Liens:

  1. Plaintiff’s name (grantor)
  2. Defendant’s name (grantee) 
  3.  Amount owed
  4. State of Account attached 
  5. Signature of plaintiff or plaintiffs attorney
  6. No witnesses required 
  7. Must be notarized 
  8. Legal Property description

Manufactured Home Affidavit for the Retirement of Title Certificate:

  1. Must remove wheels, axles, & tow bar 
  2. Proof of ownership/deed
  3. Attach copy of Certificate of Compliance from Building Department 

Project Commencement:

  1. Name and address of filer (grantor) 
  2. Name and address of the owner or developer (grantee) 
  3. General description of the property
  4. Location of project (preferably legal description or tax map number) 
  5. Date of project

As of June 15, 2009, these guidelines are being utilized by the Jasper County Register of Deeds Office. Given that specific documents are generally uniform in context, these rules are to be used as standards. However, occasionally various documents contain a different format than usual. In these instances, the following rules are to be considered only as a guide to recording, indexing, verifying, and correcting records.