Document or document formatting standards.
1. Except as otherwise provided in subsection 6, the county recorder shall
refuse any document or instrument presented for recording that does not meet
the following requirements:
Each document or instrument shall consist of one or more individual
pages not permanently bound or in a continuous form. The document or
instrument shall not have any attachment stapled or otherwise affixed to any
page except as necessary to comply with statutory requirements. However, the
individual pages of a document or instrument may be stapled together for
presentation for recording. A label that is firmly attached with a bar code
or return address may be accepted for recording.
All preprinted text shall be at least eight point in size and no more
than twenty characters and spaces per inch. All other text typed or computer
generated, including but not limited to all names of parties to an
agreement, shall be at least ten point in size and no more than sixteen
characters and spaces per inch. If a document or instrument, other than a
plat or survey or a drawing related to a plat or survey, presented for
recording contains type smaller than eight point type for the preprinted
text and ten point type for all other text, the document or instrument shall
be accompanied by an exact typewritten or printed copy that meets the
requirements of this section.
Each document shall be of sufficient legibility to produce a clear
reproduction. If a document or instrument, other than a plat or survey or a
drawing related to a plat or survey, is not sufficiently legible to produce
a clear reproduction, the document or instrument shall be accompanied by an
exact typewritten or printed copy that meets the type size requirements of
and shall be recorded contemporaneously as additional pages of the
document or instrument.
Each document or instrument, other than a plat or survey or a drawing
related to a plat or survey, shall be on white paper of not less than
twenty-pound weight without watermarks or other visible inclusions. All text
within the document or instrument shall be of sufficient color and clarity
to ensure that the text is readable when reproduced from the record.
All signatures on a document or instrument shall be in black or dark
blue ink and of sufficient color and clarity to ensure that the signatures
are readable when the document or instrument is reproduced from the record.
The corresponding name shall be typed, printed, or stamped beneath the
original signature. The typing or printing of a name or the application of
an embossed or inked stamp shall not cover or otherwise materially interfere
with any part of the document or instrument except where provided by law.
Failure to print or type signatures as provided in this paragraph does not
invalidate the document or instrument.
The first page of each document or instrument, other than a plat or
survey or a drawing related to a plat or survey, shall have a top margin of
at least three inches of vertical space from left to right which shall be
reserved for the recorder's use. All other margins on the document or
instrument shall be a minimum of three-fourths of one inch. Nonessential
information including but not limited to form numbers, page numbers, or
customer notations may be placed in a margin except the top margin. The
recorder shall not incur any liability for not showing a seal or information
that extends beyond the margin of the permanent archival record.
2. Each document or instrument, other than a plat or survey or a
drawing related to a plat or survey, that is presented for recording and
that contains any of the following information shall have that information
on the first page below the three-inch margin:
The name, address, and telephone number of the individual who
prepared the document.
The name of the taxpayer and a complete mailing address for any
document or instrument of conveyance.
The title of the document or instrument.
Any address required by statute.
The legal description of the property and parcel identification
number, if required.
A document or instrument number for statutory requirements, if
3. If insufficient space exists on the first page for all of the
information described in subsection 2, the page reference of the document or
instrument where the information is located shall be noted on the first
4. The recorder may record the following documents or instruments
which are exempt from the format requirements of this section:
A document or instrument that was signed before July 1, 2005.
A military separation document or instrument.
A document or instrument executed outside the United States.
A certified copy of a document or instrument issued by a governmental
agency, including a vital record.
A document or instrument where one of the original parties is
deceased or otherwise incapacitated.
A document or instrument formatted to meet court requirements.
A filing under the uniform commercial code, chapter 554
5. A document or instrument rejected for recording by a recorder shall
be returned to the preparer or presenter accompanied by an explanation of
the reason for rejection.
6. On and after July 1, 2005, a document or instrument that does not
conform to the format standards specified in subsections 1 through 3 shall
not be recorded except upon payment of an additional recording fee of ten
dollars per document or instrument. The requirement applies only to
documents or instruments dated on or after July 1, 2005, and does not apply
to those documents or instruments specifically exempted in subsection 4.