Recording Requirements

  • Starting August 1, 2014 all documents will have to have a PIN number (Tax Assessment Parcel ID Number ) typed on the first page of the document. The PIN Number will be issued a UPI Number by the Tax Assessment Office before the document is recorded.
  • Date of document vs. acknowledgement date: The acknowledgement should not predate the document.
  • Acknowledgment must include the following: county, state, date, persons/Corporate officers appearing, notary signature, and notary expiration date. The use of a notary seal is now optional for Pennsylvania acknowledgements. If any of the above are missing, the acknowledgement will be considered defective.
  • Notary stamp must be clear and legible. Writing or typing information on the stamp is a violation of Chapter 12 of the Pennsylvania Notary Law.
  • All documents must indicate municipality, county and state where property is located. View a List of Municipalities.
  • The written amount must match the numerical amount on all deeds and mortgages.
  • All deeds, mortgages, assignments must have an address with Zip Code for the grantee, mortgagee, or assignee.
  • Book and page numbers of a mortgage, mortgaged amount and municipality, county and state must appear on all documents that refer back to the original document. Do not use document number alone.
  • Statement of Value Forms (PDF) must accompany all deeds that do not have a consideration amount or an explanation of exemption from realty transfer tax. The original form will be included in the document. Duplicate form will be needed. These forms must be fully completed as per the State Department of Revenue. If you have a question about Realty Transfer Tax please call the State Department at 717-787-4994.
  • Check submitted for payment of taxes and fees must be in the correct amount.
  • Recording fees and realty transfer tax can be all in one check.
  • Make checks payable to "Tracie L. Vargo, Recorder of Deeds."
  • Re-recorded documents must have an explanation as to why they are being re-recorded.
  • Documents presented for recording with property in more than one locality must clearly state in the document the percentages in whole numbers as to the division of local Transfer Tax.
  • 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. Include a self addressed stamped envelope unless we hold your documents for pick-up.