Document Formatting Standards

Except as otherwise provided in subsection 6, the county recorder shall refuse any document or instrument presented for recording that does not meet the following requirements.

1. Each document or instrument shall consist of one or more individual pages not permanently bound or in a continuous form. The document or instrument shall not have any attachment stapled or otherwise affixed to any page except as necessary to comply with statutory requirements. However, the individual pages of a document or instrument may be stapled together for presentation for recording. A label that is firmly attached with a bar code or return address may be accepted for recording.
    
2. All preprinted text shall be at least eight point in size and no more than twenty characters and spaces per inch. All other text typed or computer generated, including but not limited to all names of parties to an agreement, shall be at least ten point in size and no more than sixteen characters and spaces per inch. If a document or instrument, other than a plat or survey or a drawing related to a plat or survey presented for recording contains type smaller than eight point type for the preprinted text and ten point type for all other text, the document or instrument shall be accompanied by an exact typewritten or printed copy that meets the requirements of this section.
    
3. Each document shall be sufficient legibility to produce a clear reproduction. If a document or instrument, other than a plat or survey or a drawing related to a plat or survey, is not sufficiently legible to produce a clear reproduction, the document or instrument shall be accompanied by an exact typewritten or printed copy that meets the type size requirements of paragraph “b” and shall be recorded contemporaneously as additional pages of the document or instrument.
    
4. Each document or instrument, other than a plat or survey or a drawing related to a plat or survey, shall be on white paper of not less than twenty-pound weight without watermarks or other visible inclusions. All text within the document or instrument shall be of sufficient color and clarity to ensure that the text is readable when reproduced from the record.
    
5. All signatures on a document or instrument shall be in black or dark blue ink and of sufficient color and clarity to ensure that the signatures are readable when the document or instrument is reproduced from the record. The corresponding name shall be typed, printed, or stamped beneath the original signature. The typing or printing of a name or the application of an embossed or inked stamp shall not cover or otherwise materially interfere with any part of the document or instrument except where provided by law. Failure to print or type signatures as provided in this paragraph does not invalidate the document or instrument.
    
6. The first page of each document or instrument, other than a plat or survey or a drawing related to a plat or survey, shall have a top margin of at least three inches of vertical space from left to right which shall be reserved for the recorder’s use. All other margins on the document or instrument shall be a minimum of three/fourths of one inch. Nonessential information including but not limited to form numbers, page numbers, or customer notations may be placed in a margin except the top margin. The recorder shall not incur any liability for not showing a seal or information that extends beyond the margin of the permanent archival record.
    
7. Each document or instrument presented for recording shall meet the requirements of section 331.606A, subsection 2.

Each document or instrument, other than a plat or survey or a drawing related to a plat or survey, that is presented for recording shall contain the following information on the first page below the three-inch margin:

1. The name, address, and telephone number of the individual who prepared the document.
2. For any instrument of conveyance, the name of the taxpayer and a complete mailing address.
3. A return address.
4. The title of the document or instrument.
5. All grantors’ names.
6. All grantees’ names.
7. Any address required by statute.
8. The legal description of the property and parcel identification number, if required.
9. A document or instrument number for statutory requirements, if applicable.

If insufficient space exists on the first page for all of the information described in subsection 2, the page reference of the document or instrument where the information is located shall be noted on the first page.

The recorder may record the following documents or instruments which are exempt from the format requirements of this section:

1. A document or instrument that was signed before July 1, 2005.
2. A military separation document or instrument.
3. A document or instrument executed outside the United States.
4. A certified copy of a document or instrument issued by a governmental agency, including a vital record.
5. A document or instrument where one of the original parties is deceased or otherwise incapacitated.
6. A document or instrument formatted to meet court requirements.
7. A federal tax lien.
8. A filing under the uniform commercial code, chapter 554.

On or after July 1, 2005, a document that does not conform to the document formatting standards shall not be recorded except upon payment of an additional recording fee of ten dollars per document or instrument.

Document Content – Social Security Number Prohibited

The preparer of a document shall not include an individual’s federal social security number in a document that is prepared for recording in the office of the County Recorder. This section does not apply to a preparer of a state or federal tax lien or a military separation or discharge record that is prepared for recording in the office of the County Recorder. If a military separation or discharge record is recorded in the office of the County Recorder, the military separation or discharge record shall not be accessible through the Internet. See Iowa Code section 331.606A