All documents must be accompanied by a cover page generated from our web site.  You may want to print the Quick Reference Guide to assist you with cover page creation.  Please include an e-mail address on your cover page so your recording information can be immediately e-mailed to you.

UNACCEPTABLE DOCUMENTS:  Only legible documents capable of being clearly scanned will be accepted for recording.  If a document is unacceptable for recording for any reason, it will be returned to the sender with a letter or explanation.  A re-submission fee for $5.00 will be charged for both the first and any subsequent times it must be returned.   The document will not be recorded if the re-submission fee is not paid.

We REQUIRE a self-addressed stamped envelope with sufficient postage to be included with all recording so they can be returned to you.

NO REFUNDS WILL BE GIVEN.  IF THE CHECK AMOUNT EXCEEDS $50.00 OVER THE RECORDING COST AND TAXES, THE RECORDING WILL BE RETURNED FOR A NEW CHECK.  ANY OVERAGE IS DEPOSITED IN THE LANCASTER COUNTY GENERAL FUND.  IT IS THE RESPONSIBILITY OF THE SUBMITTER TO CORRECTLY IDENTIFY THE DOCUMENT FOR RECORDING. 

1.  Acknowledgement date cannot predate the document date.

2.  Acknowledgement must include the following:  state, county, date, persons/corporate officers appearing, notary signature, and the notary expiration date.  The use of the notary seal is now optional for PA acknowledgements.  If any of the above are missing, the acknowledgement will be considered defective.

3. Notary stamp must be clear and legible.  Writing or typing information on the stamp is a violation of Chapter 12 of the PA Notary Law. 4.  All documents must indicate municipality, county, and state where the property is located.

5.  Documents presented for recording with property in more than one locality must clearly state in the document the percentage in whole numbers as to the division of local transfer tax.

6.  Numerical amounts must match written amounts on deeds and mortgages.

7.  Deeds, mortgages, and assignments are required to have a certified grantee/mortgagee address including Zip code.  P.O. Boxes are not accepted, however, you may note that taxes are to be mailed to the P.O. Box.

8.  The tax parcel ID numbers with district code must appear on all deeds.  To obtain the tax parcel ID, click here:  Property Assessment web site.

9.  Transfer taxes and/or the statement of value forms must accompany all transfers unless exemption is clearly stated in the deed, such as for family transfers.  The Department of Revenue requires that statement of value form must be fully completed.

10.  Statements of value are now required to be submitted with easement agreements.  Please click here for more information.

11.  All foreign language documents must include written English translations to be recorded along with the original document.

12.  Checks submitted for payment of taxes and fees must be in the correct amount.  We do not require separate checks for recording fees and taxes.

13.  Personal checks are not accepted for amounts over $60.00.  Cash, certified checks, corporate checks, or money orders may be rendered if you come into the office to record documents.  Credit cards are not accepted.

14.  Re-recorded documents must have new acknowledgements and an explanation as to why they are being re-recorded. A corrective deed must include a Statement of Value and an explanation as to why the deed is being corrected.  Please attach a complete copy of the old deed to be corrected or confirmed.

15.  Book and page numbers/instrument numbers of mortgages must appear on all documents that refer back to the back to the original document.

16.  Multiple papers constituting one transaction must be clearly numbered as to the proper order in which they are to be placed on record.  Any re-recording expenses resulting from an improper order of documents will be paid for by the party submitting the instruments for recording.

17.  In order that all documents can be returned to the proper attorney's office or title company, a name must be typed or neatly printed on the document.

18.  This office does not accept blanket assignments or blanket releases for recording.

19.  If a customer recites the incorrect property location in the legal description of a deed and transfer tax is collected, it is the responsibility of the customer to record the deed with the correct location.  THE CUSTOMER MUST PAY THE CORRECT REAL ESTATE TRANSFER TAX, AND IS RESPONSIBLE FOR OBTAINING A REFUND FROM THE MUNICIPALITY, SCHOOL DISTRICT AND STATE.

20.  If the document has satisfied the recording requirements and all fees and taxes are paid, we will accept the document for recording.  We do not check the accuracy of the information in each document.  In no way do we certify if a document's contents are correct.

SCANNING:  Since all recordings in our office are scanned into a database, please use black ink, black stamp pads, black typewriter ribbons, and white or manila paper.  Since scanning is used as the medium for recording documents, marginal notes do NOT apply in this county.

TRANSACTION PACKAGING TIPS:  In an effort to ensure proper recording of your documents, please use the following guidelines when creating transactions with multiple documents.