Missouri State Standards for Formatting

RSMo 59.310 and 59.313 prescribe document formatting for real estate recording effective January 1, 2002. Therefore, we want to make you aware of the timeframe and requirements so that you may make plans for an efficient transition.

It is important to understand that the law prescribes document formatting -- it does not change statutory requirements for documents to be accepted for recording.

We have these requirements below. If you would like to review the information online, you may check the state website online for the full text of the statutes:

http://www.moga.state.mo.us/statutes/c000-099/0590000310.htm
http://www.moga.state.mo.us/statutes/c000-099/0590000313.htm

The Recorders Association of Missouri believes that this standardization creates a more efficient and timely recording process for our users. Since this may be a new process for you, we want to help you in any way possible to understand and implement these changes without disruption to your business.

Summary of requirements

SIZE AND INK
bullet 8 ½" x 11" paper
bullet White, light-colored, 20# paper without watermarks or logos
bullet Printed in black or dark ink on one side only
bullet No continuous forms or permanent binding, but documents may be stapled for presentation
bullet Minimum 8-point type. (Note: Nonessential information within any margin is exempt from this requirement.)
bullet Signatures must be in black or dark ink to insure reproduction from record 
All signatures must have the name typed, stamped or printed underneath.

ATTACHMENTS
bullet Attachments to a page may not be stapled or taped other than a securely attached bar-coded label or than as required by law. (Note: ‘Attachment’ does not refer to an Exhibit, but additions to a document page.)

MARGINS
bullet Top 3" vertical space of the first page only of each document is designated for the Recorder’s certification. All Recorder’s certificates will be placed in this area.
bullet All other margins on the first and subsequent pages will be a minimum of ¾"
bullet Nonessential information contained with the margins does not have to comply with the 8-point requirement, but it should be noted that the Recorder is not liable or responsible for insuring that nonessential information is archived. Examples: page numbers, form numbers, return addresses, etc.

FIRST PAGE DESIGNATIONS
bullet Every document (except plats and surveys) containing any of the following items shall have such information on the first page of the document below the 3" margin:
bullet 1. Title of the document
bullet 2. Date of the document
bullet 3. All grantors’ names
bullet 4. All grantees’ names
bullet 5. Any statutory addresses
bullet 6. Legal Description
bullet 7. Reference book and pages if required
 
bullet If there is not sufficient room on the first page, the page reference within the document where the information is set out shall be stated on the first page. If one of the required fields begins on the first page and continues uninterrupted to subsequent pages, that meets the first page requirement. 

Designations:
bullet Grantors and grantees must be designated in order to be indexed. There is no limit as to combinations or exclusions, but must include the words ‘grantor’ or ‘grantee’. Note: It is the filer’s or preparer’s responsibility to make the designations.
bullet Statutory addresses must be designated, i.e. ‘Grantee’s Mailing Address’...
bullet The address of the property shall not be accepted as a legal description.
bullet Book and page references required on certain documents, i.e. release deeds, assignments, etc. must be designated.

COVER PAGES
bullet A cover page for the document is not required, but a filer may choose to present a cover page and it will recorded as the first page of the document. The cover page must have the top 3" margin and include first page designations.
bullet If a document is presented for re-recording, in addition to all other requirements, there must be a new first page or cover sheet with the top 3" and the required first page designations.

EXEMPT DOCUMENTS FROM THE FORMATTING REQUIREMENTS
bullet Documents signed prior to January 1, 2002
bullet Military separation papers
bullet Documents executed outside the United States
bullet Certified copies of documents, including birth and death certificates
bullet Any document where one of the original parties is deceased or incapacitated
bullet Judgments or other documents formatted to meet court requirements
bullet Fixture Filings on the National Approved UCC Forms.

FEES
bullet Standard - Documents that meet both the statutory requirements and formatting standards will have only the per page recording fee schedule applied.
bullet Non-Standard - Documents that meet the statutory requirements, but do not meet the formatting standards will have the per page recording fee plus an additional $25.00 per document penalty applied.
bullet Exempt - Documents that meet the statutory requirements, but are exempt from the formatting standards will have only the per page recording fee schedule applied. Note: For a document that releases or assigns more than one item, there is a $5.00 per each additional item charge.

REJECTIONS
bullet All documents that are rejected must be returned with a reason for rejection. The Recorders Association will develop a standard rejection form that can be used or adapted by any filing officer.