The following are some Basic Requirements for recording documents (But are not limited to):
- If it is a document that is transferring property or a Transfer on Death Designation (or Confirmation) it must be stamped by the Taxmap/Auditor's office. Documents that need to be seen or stamped by Taxmap/Auditor's Office MUST be brought in or E-Recorded. THEY CANNOT BE MAILED OR SENT UPS OR FEDEX.
We advise that you stop by the Recorder's Office first so that we can check it over and make sure documents have what we need before getting transferred.
*Please provide us with a self-addressed stamped envelope when you record your documents. All documents are mailed back. And must go through the entire process of recording, indexing, and verifying before it is mailed. Usually that is a 1-2 business day turn around as to when we get it in the mail.
- Documents must be legible and reproducible.
- If it says it has an attached exhibit it must have said exhibit.
NOTE: If recording an original certified Death Certificate as part of your document please do not write on the death certificate, place stickers on it, or change it in any way. It needs to stay in its original form.
-SOCIAL SECURITY NUMBERS ARE NOT ALLOWED ON ANY DOCUMENTS. We will redact the social security number our selves on a death certificate. All other pages cannot include a social security number or other personal identifying information such as a tax ID number.
- Please do not white out anything on your documents.
- If a legal description is needed on document (All transfer documents will need one.) it must be a FULL legal description that begins with "Situated in" the city/township, County, and State. And it cannot be a brief description from the Auditor's website or tax bill.
- All signatures must have name clearly printed or typed underneath.
- Every signature must be notarized with a full notary clause. The notary must include their stamp or have their name typed or clearly printed and the notary commission expiration date needs to be present.
- All documents need to say "Prepared By" and the name of the person who prepared the document.
- Documents must be original with original signatures. We do not accept copies.
- All involved parties must be listed on document. All names must have both first and last name. For example: We do not accept John and Jane Doe. It must be John Doe and Jane Doe. Also marital status should be included. If it says a grantor is married we recommend their spouse sign and be notarized even if it is just to release dower as it could possibly cloud the title later.
- See our
Recording Costs section for a general breakdown of costs and fees. Make special note of the Ohio revised Code Standard Requirements listed there, so that you can avoid a $20 nonconformance fee.