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Requirements for Recording Real Estate Documents

A recording certificate is placed in the top 3” margin of the first page of the document when it is recorded. If a document does not meet recording standards, it will be recorded "NON-STANDARD" and there will be an additional $25.00 nonstandard penalty added to the normal recording fees. (RSMo 59.310)

Standardization Requirements for Recording Documents

Real Estate Document

A document in standard format must contain:

  • Title and date of document on first page.
  • Grantor and Grantee names labeled on the first page. See the Missouri Bar Association's suggested grantor and grantee designations - Recommendations for Grantor/Grantee Identification On Recorded Documents.
  • Grantee mailing address on the first page.
  • Legal description on the first page.
  • Grantor signature.
  • Notary acknowledgment, signature and seal.
  • Notary and corporate seals need to be stamped or embossed in a blank space, not over text or signatures and not in the margins.
  • Paper size of 8 ½ × 11.
  • Top 3 inch margin on the first page.
  • All other margins on the first and subsequent pages will be a minimum of ¾".
  • Information must be legible and at least 8-point type.
  • Typed or printed names directly underneath all signatures.

Document Types & Requirements

The following is a list of the most common document types and their requirements:

  1. Trustee's Deed under Foreclosure
  2. Deed of Trust
  3. Release Deed
  4. Assignment of Deed of Trust
  5. Uniform Commercial Code (UCC) Filings in the Real Estate Records

1. Trustee's Deed under Foreclosure

If the original deed of trust was recorded prior to January 1, 1986, the Original Identified Note must be presented with the trustee's deed.

The book and page number of the deed of trust that was foreclosed upon must be on the first page.

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2. Deed of Trust

The loan amount and the Trustee are usually listed in the body of the document.

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3. Release Deed

If the original deed of trust was recorded prior to January 1, 1986, the Original Identified Note must be marked paid and presented with the release deed. If the original note cannot be produced, an affidavit of lost note from the maker and the holder must be attached to the release deed.

The book and page number of the deed of trust being released must be on the first page.

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4. Assignment of Deed of Trust

The book and page number of the deed of trust being assigned should be listed on the first page.

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5. UCC Filings in the Real Estate Records

As of July 1, 2001, there is no dual filing of a UCC and Real Estate Filing in the Recorder of Deeds office.

  • There is no signature required on the new approved standard form with the required addendum attached, to file or terminate a UCC in real estate records.
  • If any form is presented other than the State approved form, it must comply with all statutory recording requirements.
  • Statutory recording fees will apply to all real estate filings.
  • Overpayment of UCC filings in real estate records will not be refunded.
  • Forms and instructions may be found at the Secretary of State's UCC Fees & Forms web page.
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