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Document Information, Requirements and Standards


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Document Information

The Abstract Recording unit deals with more than 100 different types of documents. Requirements listed below represent only 3 or 4 major types. In addition, there may be other fees required in varying situations. View our fee schedule for a list of all recording fees.

  • All documents must be completed prior to being presented for recording. 
  • We do provide notary service for individuals signing documents to be recorded. 
  • All records are available for public viewing in our Resource Center.   
  • Copies of any document can be provided by mail or in person at a minimal charge.  
  • Documents are accessible by document number, legal description and name (buyer, seller, or person involved in the transaction)
  • Ramsey County cannot advise you on the kind of forms that you may need. We also cannot help you fill out forms or give you legal advice.


The Minnesota Department of Commerce web site provides a comprehensive list of commonly used real estate forms for use by the public, listed by a group and numbering system. To find commonly used real estate forms, search Uniform Conveyancing Blanks.

Recording Requirements for the Most Commonly Recorded Documents

Mortgages:

  • State Mortgage Registration Tax must be paid before recording will be initiated 
  • Grantor (entity taking the loan) and their marital status 
  • Grantee (entity giving the loan) 
  • Consideration (dollar amount of loan) 
  • Full legal description of real estate securing the loan (this is the lot and block or section, township, range information – not the address or property ID number) 
  • Original signatures of:
    • Grantors (if grantor is a commercial entity, signature should be shown with:
      • Business Name printed above signature line
      • Signer’s name printed below signature line
      • Title or official capacity of signer
  • Full acknowledgement, including: 
    • Name and marital status or title of entity whose signature is being acknowledged 
    • Date signature was acknowledged 
    • Notary signature 
    • Notary stamp, including state in which notary is appointed and date of expiration of Notary’s appointment 
  • Full name and address of entity that drafted the document

Deeds (Warranty & Quit Claim):

  • State Deed Tax must be paid before recording will be initiated 
  • Grantor (entity selling or giving the property) 
  • Grantee (entity buying or receiving the property) 
  • Full legal description of real estate (this is the lot and block or section, township, range information – not the address or property ID number) 
  • Original signatures of: 
    • Grantors (if grantor is a commercial entity, signature should be shown with:
      • Business Name printed above signature line
      • Signer’s name printed below signature line
      • Title or official capacity of signer
  • Full acknowledgement, including: 
    • Name and marital status or title of entity whose signature is being acknowledged 
    • Date signature was acknowledged 
    • Notary signature 
    • Notary stamp, including state in which notary is appointed and date of expiration of Notary’s appointment 
  • Full name and address of entity that drafted the document 
  • Name and address to which property tax statements are to be sent

Satisfactions and Assignments:

  • Grantor (entity giving the satisfaction – typically the bank or mortgage co.) 
  • Grantee (entity whose loan is being satisfied) 
  • Document number and recording date of mortgage being satisfied 
  • Original signatures of:
    • Grantors (if grantor is a commercial entity, signature should be shown with:
      • Business Name printed above signature line
      • Signer’s name printed below signature line
      • Title or official capacity of signer
  • Full acknowledgement, including: 
    • Name and marital status or title of entity whose signature is being acknowledged 
    • Date signature was acknowledged 
    • Notary signature 
    • Notary stamp, including state in which notary is appointed and date of expiration of Notary’s appointment 
  • Full name and address of entity that drafted the document

Document Standards

Minnesota Statutes, section 507.093 identifies the standards for documents to be recorded with the county recorder or filed with the registrar of titles. 

  1. The document shall consist of one or more individual sheets measuring no larger than 8.5 inches by 14 inches. 
  2. The form of the document shall be printed, typewritten, or computer generated in black ink and the form of the document shall not be smaller than 8-point type. 
  3. The document shall be on white paper of not less than 20-pound weight with no background color or images and, except for the first page, shall have a border of at least one-half inch on the top, bottom, and each side. 
  4. The first page of the document shall contain a blank space at the top measuring three inches, as measured from the top of the page, and a border of one-half inch on each side and the bottom. The right half of the blank space shall be reserved for recording information and the left half shall be reserved for tax certification. Any person may attach an administrative page before the first page of the document to accommodate this standard. The administrative page may contain the document title, document date, and, if applicable, the grantor and grantee, and shall be deemed part of the document when recorded. 
  5. The title of the document shall be prominently displayed at the top of the first page below the blank space referred to in clause (4), or on the administrative page. 
  6. No additional sheet shall be attached or affixed to a page that covers up any information or printed part of the form. 
  7. A document presented for recording must be sufficiently legible to reproduce a readable copy using the county recorder's or registrar of title's current method of reproduction.

There is no longer a special fee for filing documents that do not meet the standards. We will, however, reject a document if we determine it would be impossible to make a legible scanned image of it. Minnesota Statutes, section 508.82 provides:

Subdivision 2. Variance from standards. A document should conform to the standards in Minnesota Statutes, section 507.093, but should not be rejected unless the document is not legible or cannot be archived. This subdivision applies only to documents dated after July 31, 1997, and does not apply to Minnesota uniform conveyancing blanks on file in the office of the commissioner of commerce provided for under Minnesota Statutes, section 507.09, certified copies, or any other form provided for under Minnesota Statutes.