Checklist

Recording Requirements


The Registry of Deeds currently accepts documents presented in person or through the mail. Each format has unique requirements. Please select the manner by which you intend to record your document.

As of January 1, 2008 all documents presented for recording must meet the following requirements:

  1. Be on white paper of sufficient weight to reproduce in registry scanners
  2. All documents and attachments must be on paper that is no larger than 8.5 inches by 14 inches
  3. Printing shall be on one side only; double-sided pages will not be accepted
  4. Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners
  5. Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners
  6. The first page of all document pages must contain a "recording information area" in the upper right hand corner measuring three inches from the top edge of the document and three inches from the right edge of the document that is free from all writing or printing
  7. If the document does not contain a "recording information area" (a blank space on the first page of approximately 1" x 2 5/8 " to affix the bar code label), an official registry Document Cover Sheet must be attached
  8. Document must be signed with an original signature and notarized if required. Signers' and notaries' names must be printed under the signature. Notary expiration date is required
  9. Do not put social security numbers or personal identification numbers on any recorded document
  10. Do not highlight any document text
  11. If a document refers to an attached exhibit, ensure the exhibit is included and place all exhibits and addenda at the end of the document. Reduced Registry of Deeds descriptions as attachments are not acceptable
  12. Unit deed plans must be legible. Reproducible copies made from floor plans will be rejected if they are not in compliance
  13. Clip all multiple page documents. (Do not staple checks or letters to the document/s)
  14. Telephone numbers and addresses must be on all checks. Document recording fees must be in the exact amount and total due should be paid with one check or cash. No personal checks shall exceed $200.00 and identification must be presented
  15. No more than 10 documents shall be accepted for recording at one time

As of January 1, 2008 all documents mailed in for recording must meet the following requirements:

  1. Be on white paper of sufficient weight to reproduce in registry scanners
  2. All documents and attachments must be on paper that is no larger than 8.5 inches by 14 inches
  3. Printing shall be on one side only; double-sided pages will not be accepted
  4. Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners
  5. Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners
  6. The first page of all document pages must contain a "recording information area" in the upper right hand corner measuring three inches from the top edge of the document and three inches from the right edge of the document that is free from all writing or printing
  7. If the document does not contain a "recording information area" (a blank space on the first page of approximately 1" x 2 5/8 " to affix the bar code label), an official registry Document Cover Sheet must be attached
  8. Documents must be signed with an original signature and notarized if required. Signers' and notaries' names must be printed under the signature. Notary expiration date is required
  9. Return name and address must be placed on the front of the first page of each document
  10. Do not put social security numbers or personal identification numbers on any recorded document
  11. Property address must be put in the left margin for mortgages, deeds, mortgage discharges, and death certificates unless address appears on the first page
  12. Do not highlight any document text
  13. If a document refers to an attached exhibit, ensure the exhibit is included and place all exhibits and addenda at the end of the document. Reduced Registry of Deeds descriptions as attachments are not acceptable
  14. Unit deed plans must be legible. Reproducible copies made from floor plans will be rejected if they are not in compliance
  15. Clip all multiple page documents. (Do not staple checks or letters to the document/s)
  16. Telephone numbers and addresses must be on all checks. Document recording fees must be in the exact amount and total due should be paid with one check or cash. No personal checks shall exceed $200.00 and identification must be presented
  17. A self-addressed, stamped envelope must be included with the documents

Before recording a document, please view the Commonwealth of Massachusetts Deed Indexing Standards.

Indexing Standards

Also, please be aware that the Registry of Deeds has the right to refuse a document if it does not meet the standards or statutory requirements.

Massachusetts General Laws Chapter 36 Section 12a

Please make all checks payable to the Commonwealth of Massachusetts.