Recording Requirements

Document Specifications

  1. The minimum paper size of documents presented for recording is 8 x 11, maximum size is 8 x 14. (Sub-divisions are the exception.)
  2. All documents presented for recording must use black text, font size no smaller than 10 point, and must be on white or manila paper.
  3. ALL wording on a document MUST be typed. Handwritten text is not permitted with the exception of signatures and acknowledgements.
  4. Documents containing tape, glue, staples or correctional fluid and highlighted areas will not be accepted.
  5. Documents must be on single sheets of paper. Continuous paper is not acceptable. Your document may contain text on each side of a sheet of paper. (Each side with text counts as one page for the recording fees.)
  6. All pages must have a 1 inch margin around the page.
  7. The "Record and Mail to" area must include: a name and address with zip code, and must be typed.
  8. Documents containing social security numbers will not be accepted for recording. (Soldier discharge documents are the exception.)

Drafting Standards for Plans for Recording

The following are the administrative regulations of the Department of Real Estate for the preparation of plans for recording:

  1. All plats or plans shall be drawn on mylar. Sepias, vellums, and reverse-print mylars will not be accepted. For recording purposes, the best quality mylars are wash-off or fixed line mylars.
  2. Standard size sheets of drafting material should be used. The actual reproducible area of drawing on a sheet shall not be smaller than 17 inches by 22 inches and shall not be larger than 22 inches by 34 inches.
  3. All plats or plans shall be drawn or plotted with black drafting or plotter ink.
  4. All dedications, acknowledgements, certifications, approvals, etc. shall be made with black drafting or plotter ink, or a varityping process which will enable adequate reproduction.
  5. All signatures and dates shall be made with permanent black ink using a felt tipped pen or drafting pen.
  6. All plans shall be drawn to a scale no smaller than 100 feet to the inch.
  7. All condominium floor plans shall be drawn to a scale no smaller than one-eighth inch to the foot.
  8. All plats and plans shall be of sufficient size, within the parameters set forth in regulation 2 above, to clearly show all dimensions, notations, and other printed matter with sufficient legibility and clarity to permit adequate reproduction.

Payment Options

  1. Personal checks are not accepted. The Department of Real Estate will accept payment in the form of certified checks, money order or business checks.
  2. All checks must be made payable to the Allegheny County Department of Real Estate.
  3. Cash may be rendered if you come into the office to record a document. Credit cards are not accepted.
  4. Checks submitted for payment of taxes and fees must be in the correct amount.
  5. You must provide two separate checks for recording a taxable deed: One check for the recording fee and one check for the Realty Transfer Tax fee. (The state, municipality and school district can be in one check.)
  6. A total of five document transactions can be included in one check.
  7. All business or company checks must include an address and telephone number on the check to be accepted in the Department of Real Estate Office.

Draw Down Account

  1. All draw down account customers must recite their account number to the cashier before recording or account payments are processed.
  2. Draw down accounts cannot be used for purchasing Realty Transfer Tax.

Recording Requirements

  1. All documents must clearly indicate the municipality, ward (if in the City of Pittsburgh), county and state where property is located.
  2. Any document that references a prior recorded document must reference the original recording information. (Book, volume and page.)
  3. The Department of Real Estate Office will not accept blanket volume and page reference documents.
  4. All foreign language documents must include written English translations to be recorded with the original notarized instrument.
  5. Acknowledgement must include the following: county, state, date, persons/corporate officers appearing, notary signature, and notary rubber stamp. The use of a notary embosser seal is now optional for PA acknowledgements. If any of these items are missing, the acknowledgement will be considered defective.
  6. The notary stamp must be clear, legible and in the vicinity of the acknowledgement. (Writing or typing information on the notary stamp is a violation of Chapter 12 of the PA Notary Law.) Pennsylvania has adopted the Uniform Acknowledgement Act and all acknowledgements must comply with the Act. See Purdon's 21 Section 291.1 et seq.
  7. The acknowledgement date of a document must not predate the document date.
  8. Multiple documents constituting one transaction must be clearly numbered as to the proper order in which they are to be placed on record. Any re-recording expense resulting from an improper order of recording will be paid for by the party submitting the document for recording.
  9. Deeds and mortgages must have a complete legal description which must include: municipality, including ward number (if located in the City of Pittsburgh), County and state; lot number and plan book volume and page number reference of recorded subdivision, and/or a complete lot description in meets and bounds (footage and degree measurements.)
  10. The printed dollar consideration must match the numerical amount on all deeds and mortgages.
  11. All mortgage satisfactions to be recorded must be accompanied by either the original mortgage, a certified copy of the original mortgage, or a recorded copy of the first page of the original mortgage. If you are submitting a satisfaction for a mortgage recorded after June 2003, the Department of Real Estate Coversheet must also accompany the first page of the recorded mortgage.

Additional Deed Requirements

  1. All deeds must contain a (only one) complete "Certificate of Residence", which must include: Name, complete address with zip code, and signature of grantee or their representative. (The Certificate of Residence is the address where the tax bills are mailed.)  The Certificate of Residence must be completely legible.
  2. Block and lot numbers must appear on all deeds.
  3. Multiple parcels may be recorded on one deed. There is no additional charge to record these additional parcels on the deed.
  4. Any taxable deed presented for recording with property in more than one municipality must be accompanied by a Statement of Value form (in duplicate) and must specify the percentages and dollar amounts in whole numbers as to the disbursement of local Realty Transfer Tax.
  5. Deeds that require a Statement of Value form (in duplicate) must be completely filled out, signed and dated. The Statement of Value form is considered as one page of the document. You are required to bring the duplicate copy of the form. The Department of Real Estate staff are not permitted to make a copy for you.
  6. If a customer recites the incorrect property location in the legal description of a deed and transfer tax is collected, it is the responsibility of the customer to re-record the deed with the correct location. The customer must repurchase the Realty Transfer Tax. The customer must contact the municipality and school district for a refund of Realty Transfer Tax.
  7. A re-recorded deed must include a Statement of Value form (in duplicate) and an explanation as to why the document is being re-recorded. (A recording fee will be collected to re-record.)
  8. A corrective deed must include a Statement of Value form (in duplicate), as well as a complete recorded copy of the original deed which is being corrected.
The preceding list of document specifications, payment options and recording requirements has been prepared by the Department of Real Estate Office of Allegheny County as a courtesy to the public, and is meant to be a convenient guide to commonly asked questions about deeds, their contents, recording requirements and methods of payment. The user should not rely upon this guide for the preparation of deeds and the validity of the contents thereof. You should contact your attorney regarding any questions concerning your deed or the legality of its contents. Our office will be glad to answer any questions that you may have about the recording of your deed, but will not determine the correctness or legality of the information contained therein.