Top 6 reasons for deed recording rejection

Based on industry data from Property Records Industry Association and internal data from 50deeds.com, real estate documents are most commonly rejected for the following reasons:

1. Incorrect Fees

This is the number one reason for document rejections. Counties have specific, varying fee structures. If a check is off by even a penny—due to miscalculated page counts, indexing requirements, or missing transfer taxes—the document is typically returned.

2. Missing or Illegible Notary Information

Voted as the most common issue in many industry polls, this includes:

• Missing seals or signatures: Forgetting to stamp or sign the document.
• Illegible stamps: Seals that are too light, blurred, or obscured by other text.
• Expired commissions: The notary's commission date has passed.

3. Incorrect Office or Jurisdiction

Documents are frequently sent to the wrong county or municipality. This is common in states like Connecticut, where filings must go to specific cities or townships rather than a central county office.

4. Legal Description Issues

A document may be rejected if the legal description (metes and bounds, lot and block) is:

• Missing entirely.
• Incomplete or incorrect.
• Formatting errors (e.g., using a "short legal" when a "long legal" is required for indexing).

5. Missing or Incorrect Reference Numbers

Documents that reference prior filings (like satisfactions or assignments) must include the correct book, page, or instrument number. If these references are missing or contain typos, the recorder cannot link the documents and will reject the filing.

6. Missing Parcel Identification Number (PIN)

Many jurisdictions use a PIN (or APN) as a primary coding method. If this number is missing from the document, it is often rejected.

Additional Common Rejections

• Formatting Standards: Failing to meet specific margin requirements (e.g., 2-inch top margin) or using the wrong paper size.
• Name Discrepancies: The names of parties do not match exactly throughout the document or are inconsistent with the signatures.
• Missing Signatures: Any party (grantor/grantee) failing to sign where required.

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