Documents presented for recordation shall be original documents, signed and properly acknowledged, each individual’s surname shall be underscored or written in capital letters, and pages shall be numbered in sequential order. Cover sheets are not required. Recordation taxes and fees vary depending on the document presented for recordation. The Code of Virginia (8A Title 58.1 Taxation) establishes the fees and taxes. Each document shall include the code section under which any exemption from recordation taxes or Clerk’s fee is claimed and shall be noted on page one. All deeds must have the county pin number (Tax I.D or parcel number), grantee address, consideration or exemption on the first page.
Notary Requirements for Documents being Recorded
Documents that are presented for recordation must comply with Virginia State Library standards. All documents must be signed and notarized with a dark blue or black ink as well as all notary stamps. Please Note: The Clerk’s office does not accept notary stamps with a green or red (etc.) hue.
All inscriptions shall be black and shall be solid, uniform, dense, sharp and unglazed. Inscriptions are solid when the lines forming each letter do not have blank or light spots, and they are uniform when the entire letter is the same darkness. To be dense, each letter must be dark, and to be sharp, the demarcation between each letter and the background must be abrupt. Inscriptions are unglazed if they are non-reflective. Signatures shall be in dark blue or black ink. 17VAC15-70-10
Near the notary’s official signature on the notarial certificate of a paper document, the notary shall affix a sharp, legible, permanent, and photographically reproducible image of the official seal, or, to an electric document, the notary shall attach an official electronic seal. §47.1-16
Deeds of Trust
For all Deeds of Trust, the trustees named must be a resident of the Commonwealth of Virginia and state the full residence or business address of the trustees named, including street address and zip code. Check should be made payable to Clerk of Circuit Court.
Pursuant to Code of Virginia 17.1-227, the Clerk’s Office cannot accept a document for recordation in the Deed book that includes a social security number. Any document received with a Social Security number will be rejected for recording and returned.
Chief Deputy Business Services
Email: Recording Division
• Deed Calculator
• Land Records Copies Request
• Land Records Research
• Courts Technology
• Visitor Comment Card