Newton County Recorder

Lenora Hyder

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Recording Information

On this page you will find information pertaining to:

Recorders' Association of Missouri

National Association of County Recorders

Missouri  Land         Title Association

 
 
  Document Formatting Standards

REQUIREMENTS FOR STANDARD DOCUMENTS

RSMo 59.310 and 59.313 prescribe document formatting for real estate recording effective January 1, 2002. Therefore, we want to make you aware of the timeframe and requirements so that you may make plans for an efficient transition.

It is important to understand that the law prescribes document formatting -- it does not change statutory requirements for documents to be accepted for recording.

We have these requirements below. If you would like to review the information online, you may check the state website online for the full text of the statutes:

http://www.moga.state.mo.us/statutes/c000-099/0590000310.htm
http://www.moga.state.mo.us/statutes/c000-099/0590000313.htm

The Recorders Association of Missouri believes that this standardization creates a more efficient and timely recording process for our users. Since this may be a new process for you, we want to help you in any way possible to understand and implement these changes without disruption to your business.

Summary of requirements

SIZE AND INK

  • 8 ½" x 11" paper
  • White, light-colored, 20# paper without watermarks or logos 
  • Printed in black or dark ink on one side only 
  • No continuous forms or permanent binding, but documents may be stapled for presentation 
  • Minimum 8-point type. (Note: Nonessential information within any margin is exempt from this requirement.) 
  • Signatures must be in black or dark ink to insure reproduction from record 
    All signatures must have the name typed, stamped or printed underneath. 

ATTACHMENTS 

  • Attachments to a page may not be stapled or taped other than a securely attached bar-coded label or than as required by law. (Note: ‘Attachment’ does not refer to an Exhibit, but additions to a document page.) 

MARGINS

  • Top 3" vertical space of the first page only of each document is designated for the Recorder’s certification. All Recorder’s certificates will be placed in this area. 
  • All other margins on the first and subsequent pages will be a minimum of ¾" 
  • Nonessential information contained with the margins does not have to comply with the 8-point requirement, but it should be noted that the Recorder is not liable or responsible for insuring that nonessential information is archived. Examples: page numbers, form numbers, return addresses, etc. 

FIRST PAGE DESIGNATIONS

  • Every document (except plats and surveys) containing any of the following items shall have such information on the first page of the document below the 3" margin: 
    • 1. Title of the document
    • 2. Date of the document
    • 3. All grantors’ names
    • 4. All grantees’ names
    • 5. Any statutory addresses
    • 6. Legal Description
    • 7. Reference book and pages if required
       
  • If there is not sufficient room on the first page, the page reference within the document where the information is set out shall be stated on the first page. If one of the required fields begins on the first page and continues uninterrupted to subsequent pages, that meets the first page requirement. 

    Designations:
    •  Grantors and grantees must be designated in order to be indexed. There is no limit as to combinations or exclusions, but must include the words ‘grantor’ or ‘grantee’. Note: It is the filer’s or preparer’s responsibility to make the designations.
    • Statutory addresses must be designated, i.e. ‘Grantee’s Mailing Address’...
    • The address of the property shall not be accepted as a legal description.
    • Book and page references required on certain documents, i.e. release deeds, assignments, etc. must be designated. 

COVER PAGES

  • A cover page for the document is not required, but a filer may choose to present a cover page and it will recorded as the first page of the document. The cover page must have the top 3" margin and include first page designations. 
  • If a document is presented for re-recording, in addition to all other requirements, there must be a new first page or cover sheet with the top 3" and the required first page designations. 

EXEMPT DOCUMENTS FROM THE FORMATTING REQUIREMENTS

  • Documents signed prior to January 1, 2002 
  • Military separation papers 
  • Documents executed outside the United States 
  • Certified copies of documents, including birth and death certificates 
  • Any document where one of the original parties is deceased or incapacitated 
  • Judgments or other documents formatted to meet court requirements 
  • Fixture Filings on the National Approved UCC Forms. 

FEES

  • Standard - Documents that meet both the statutory requirements and formatting standards will have only the per page recording fee schedule applied.
  • Non-Standard - Documents that meet the statutory requirements, but do not meet the formatting standards will have the per page recording fee plus an additional $25.00 per document penalty applied. 
  • Exempt - Documents that meet the statutory requirements, but are exempt from the formatting standards will have only the per page recording fee schedule applied. Note: For a document that releases or assigns more than one item, there is a $5.00 per each additional item charge. 

REJECTIONS

  • All documents that are rejected must be returned with a reason for rejection. The Recorders Association will develop a standard rejection form that can be used or adapted by any filing officer. 
     
 
Property Records Industry Associations  

International Association of Clerks Recorders Election Officials and Treasurers

   
   
     
   
   
 
Recording Real Estate Documents

 
In addition to the document formatting standards shown in Formatting Standards, documents presented for recording must meet the following statutory requirements.  . In some cases, charter* counties as well as the City of St. Louis, may have different ordinance regulations pertaining to recording requirements, so we suggest that you contact your county Recorder of Deeds for specific information.

*Jackson, St. Charles and St. Louis

  • Fees - Fee to be paid before record made, RSMo 59.320.

  • Notary Public - Documents must be proved or acknowledged according to law, RSMo 59.330.1(1).

  • Legal Description - Documents must contain a legal description. Supplemental Indentures of utility companies and rural electrical cooperatives are exempted, RSMo 59.330.2.

  • Grantee's Address - All deeds must contain a mailing address of one of the grantees named in the document, RSMo 59.330.2.

  • Mortagee's Address - All Deeds of Trust and Assignments must contain the mailing address of the mortgagee or assignee, RSMo 443.-35.2.

  • Note Presented - For Deeds of Trust recorded prior to January 1, 1986, the notes must be presented with the Release Deed, RSMo 443.060.1.

  • Note Lost - If the note has been lost or destroyed, an Affidavit of Lost Note must be presented along with the Release Deed, RSMo 443.060.2.

  • Notice - Information required for Notice of Foreclosure, RSMO 443.325.
     

 

   
 
Filing a UCC Document


Requirements for Filing UCC’s

As of July 1, 2001, all new Uniform Commercial Code filings are to be made with the Secretary of State’s office. Local county recorders may continue to accept terminations, information and copy requests only. Additional information and the forms may be found on the website of the Secretary of State at: http://www.sos.state.mo.us

UCC-3 Termination

Per RSMo 400.9 only terminations may be accepted on a UCC-3.
Only new approved standard forms are accepted. Guidelines for completing the form are on the state website shown above.

UCC-11 (Searches) 

The debtors name must be listed on the form. Only new approved standard forms are accepted. Guidelines for completing the form can be found on the state website shown above.

Please contact your county Recorder of Deeds for further filing information.

 
   
 

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