Recording Guidelines
Recording Document Formatting Requirements
To comply with Iowa law and national recording standards, documents submitted for recording must meet the formatting requirements below.
These standards took effect July 1, 2005, under Senate File 371.
Basic Document Requirements
Documents submitted for recording must:
- Be on individual, single-sided pages (not permanently bound, double-sided, or continuous forms)
- Use pages no larger than 8.5" x 14"
- Be printed on white paper at least 20-pound weight
- Be clear and legible for reproduction
- Use black or dark blue ink for signatures
- Have typed, printed or stamped names beneath signatures
- Avoid stamps or seals that cover document text
Pages may be stapled together for recording. Labels firmly attached to pages are acceptable.
Margin and Font Requirements
Margins:
- The first page must include a top margin of at least 3 inches across the full width of the page
- All other margins must be at least 3/4 inch
- Page numbers or customer notes may appear in margins except for the top margin
Font Size:
- Preprinted text must be at least 8-point font
- Typed or computer-generated text must be at least 10-point font
- Documents must remain clear and readable when reproduced
Required Information of the First Page
The following informaiton must appear on the first page below the 3-inch top margin:
- Name, address, and telephone number of the document preparer
- Taxpayer name and complete mailing address (for conveyance documents)
- Return address
- Document title
- Grantor names
- Grantee names
- Any address required bt statute
- Legal description and parcel identification number (if required)
If all information will not fit on the first page, include a reference showing where the information appears in the document.
Notarization Requirement
Iowa law requires signatures on recorded instruments to be notarized.
See Iowa Code Sections 9E.14, 9E.15, and 558.39.
Documents Exempt from Formatting Standards:
The following documents are exempt:
- Documents signed before July, 1 2005
- Military separation documents
- Documents executed ouside the United States
- Certified government-issued copies, including vital records
- Documents involving a deceased or incapacitated original party
- Court-formatted documents
- Federal tax liens
- Uniform Commercial Code (UCC) filings under Chapter 554
- Plats, surveys, and related drawings
Non-Standard Document Fee
Documents that do not meet formatting requirements may still be recorded with an additional non-standard document fee of $10 per document.