We realize that many of you will probably not have to take a document to the county Register of Deeds Office. However, it is still helpful to know a little bit about the requirements. It makes filling out and completing the deed packet and other documents necessary for closing much easier.
This first thing to keep in mind is: Only documents with original signatures can be recorded. As of 2019, the Register of Deeds will not accept documents that have been signed electronically. What that means, is that each deed, mortgage, and affidavit must be signed in person in front of a notary. The original documents must be sent back to the title company for closing. (Remember, if you can’t drop it off to us, we will come to you!)
Don’t change the formatting of a deed or other notarized document. Let’s face it, technology is complicated. Your computer or printer might try to change the margins, font, font size, or spacing. Why is that a big deal?
It is the duty of the Register of Deeds to keep the real estate records legible and clear. In order to do this, there are strict guidelines to help make that happen. One of the rules is the size of the font. If the wording is too small, the documents can’t be scanned correctly into the archives. There are also rules in place about document margins. There needs to be plenty of space at the top for the filing information, as well as enough space on the sides so no information will be cut off. If your printer likes to cut off the top or bottom of a legal-sized document, you run the risk of losing important information. For example, part of a legal description or a signature line could be left out.
Also, it is very important to print the documents single-sided, not double-sided.
When will the recorded original deed be given back to the buyers after closing? This is a question we get asked on a regular basis. The answer? Usually within 30-60 days following a closing, we send out the recorded original documents with the Title Insurance Policy. Unfortunately, we cannot just pull out a magic number that fits all cases. This is because we have to wait until the commitment requirements have been met. For example, some banks take a bit more time than others to file mortgage releases. Rest assured though, that we will work to send out the policy and documents just as soon as we possibly can.
Here at Tallgrass Title it is our goal to help you successfully complete your real estate transaction as smoothly as possible. Reach out to us to let us know how we can help you make it happen!