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Documents

Documents

Document Standards

The Berks County Recorder suggests documents should be on white 8-1/2" x 11" paper with a 1 inch margin at the top and 1 inch margin on the sides and bottom of each page.

 

TOP FIRST PAGE

Left side should contain "Prepared By" and "Return To" party names, submitter's address and telephone number, followed by a legible complete property address and Property ID number-UPI required on all documents. See How do I find the Property I.D. number? listing under the FAQ's section of the Recorder of Deeds homepage. 

Special Note: You must certify the grantee's address on all Deeds. If "Prepared By" and "Return To" are the same person and/or address you must enter the name and address twice, or signify that they are the same.

 

GRANTEE'S ADDRESS MUST BE LEGIBLE.

 

NOTE ADDRESS: – Use the full and correct property address including the municipality for all documents and the Property Identification number-UPI on every document.

 

ALL submissions should be on 8-1/2 x 11" White 20 lb. paper with a font size no smaller than 10 point. Double sided printing is allowed as long as the type does not bleed through to the other page. Legal size paper will no longer be accepted.

BODY OF DOCUMENT

PLEASE try to use BLACK ink. (Red, blue or other colors will not scan legibly). (Does Not Apply to Signature)

Illegible and/or altered documents will be returned as non-recordable.

 

FOR FURTHER INFORMATION REGARDING DOCUMENT STANDARDS, PLEASE VISIT THE WEBSITE OF THE PROPERTY RECORDS INDUSTRY ASSOCIATION (PRIA) AT: WWW.PRIA.US

Document Checklist

Must include: state and county where acknowledgment was taken, date, persons/corporate officers, title and name of corporation or partnership, notary signature, notary stamp with expiration date
Written amount must match the numerical amount on all deeds
Must include a written English translation sworn or affirmed by the translator to be recorded along with the original instrument
Must be exact, current and legible
Must appear on all documents which refer back to the original document
Metes and bounds legal description not required if reference is made to a description in a prior recorded deed or plan
All documents must indicate property location including municipality (Borough, City or Township), County, State, Deeds must include the Property Identification Number (UPI)
Multiple documents constituting one transaction must be clearly numbered as to the proper order in which they are to be recorded
Must be clear and legible. Writing or typing information on the stamp is a violation of Chapter 12 of the Pennsylvania Notary Law
NOT accepted for transfer tax
It is the responsibility of the submitter to ensure that no personal information (i.e., SSN, bank account or loan numbers, etc.) appear on documents. Documents containing personal information may be redacted at the discretion of the Recorder
UPI required on all documents. See How do I find the Property I.D. number? listing under the FAQ's section of the Recorder of Deeds homepage.
Must be re-signed and have a new acknowledgement, with current date, and an explanation as to why the document is being re-recorded
A SOV must accompany all deeds not stating the full and complete value of the property being conveyed, except if a family exemption applies (a family exemption must be stated in the deed). The SOV must be completed in duplicate per the PA Department of Revenue. Statement of Value forms are counted as an additional page when determining recording fees. A SOV must accompany all easements and rights of way except exempt public utilities.
Note: Common Level Ratio factors change annually on July 1st and must be included on the SOV (see our website for details)
The submitter's name and company must be typed on the document in the "Return To" area, and a SASE must be included for documents to be returned