Document Standards

Posted By: Recorder’s Office,

Document Standards & Requirements

Otter Tail County complies with the document standards for property records outlined in Minnesota Statute 507.093. Verify your documents meet these standards and make sure to check the following before sending documents to be recorded:

For all documents

  • Document cannot be altered. Whiteout and correction tape are unacceptable on any legal document.
  • Complete and correct legal description (do not use the description on the tax statement).
  • The document is dated.
  • The document is signed.
  •  Acknowledgment needs are met. This includes: Date, Legible notary seal, Notary signature, Notary commission expiration date, Names and marital status (single, married, or husband and wife, if not in heading) of signatures being acknowledged.
  •  All exhibits are attached and labeled.
  •  Drafting statement is included with name and address of the drafter of the document.
  •  Include the correct recording fee.
  • If a corporate acknowledgement, include the business name & signers official title.

Transfer Deeds

  • The state deed tax is paid. (Make check payable to the Otter Tail County Treasurer)
  • Certificate of Real Estate Value is completed.
  • Name and address included for tax statement.
  • Any delinquent taxes need to be paid. Make check payable to the Otter Tail County Treasurer
  • Current taxes are paid if split in tax parcel. Make check payable to the Otter Tail County Treasurer
  • Enclose $1.65 deed tax if total consideration for transfer is $3000.00 or less.
  • Complete well disclosure information. If wells on the property, complete Well Certificate and include $50 fee.
  • Complete Sewage Treatment Transfer Form

Misc. documents

  • Correction documents need new signatures and new acknowledgement along with a correction statement.
  • A Warranty Deed completing a Contract for Deed must have a well statement signed by the buyers OR a Well Certificate with the $50.00 fee.

Most Common Reasons Real Estate Documents are Returned Without Recording

  • Notary acknowledgment is not complete/clear
  • There is no well certificate or statement that a well certificate is not needed
  • Document was altered. “White out” used
  • There is a problem with the legal description
  • The grantor’s marital status is not indicated, or the spouse’s signature is missing
  • The document number that is being satisfied or assigned is incorrect or absent.
  • The recording fee included is incorrect
  • Real estate taxes are not current
  • No Sewage Treatment Transfer Form submitted with the property transfer document
  • Incorrect mortgage tax/deed tax
  • No draftsman statement completed
  • No ECRV attached
  • If there is no name and address of where to mail future tax statements.

Related Groups

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Posted By: Recorder’s Office,

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