Deed Transfer Notarization Checklist (2026) | NotaryScout

Obtain the most recent recorded deed for the property.

This document contains the exact legal description of the property and the current owner's name(s) as recorded, which are critical for drafting the new deed accurately. Discrepancies can lead to rejection by the county recorder.

Draft the new deed with accurate grantor and grantee names.

The names of the parties must be spelled correctly and match their identification. Any inconsistencies can raise red flags during the recording process, potentially delaying or even preventing the transfer.

Include the full legal description of the property.

A complete and accurate legal description, often found on the previous deed or survey, is essential to uniquely identify the property being transferred. An incomplete or incorrect description can invalidate the transfer.

Ensure the deed includes all required state-specific language.

Many states have specific statutory language or clauses that must be included in deeds (e.g., granting clauses, habendum clauses) to be considered valid. Missing these can result in the deed being rejected for recording.

Do not sign the deed until you are in the presence of the notary.

A notary's primary duty is to witness the signing of the document. If the deed is pre-signed, the notary cannot properly perform their duty, and the notarization may be invalid. The notary must see you sign.

Identify all grantors (signers) who must be present for notarization.

Every individual listed as a grantor on the deed must physically appear before the notary (or via approved RON technology) to sign and have their signature notarized. Failure to have all signers present will prevent proper notarization.

Confirm the notary is commissioned in the state where the property is located or where the notarization is legally valid.

Notary commissions are state-specific. While some states allow their notaries to perform notarizations in other states under certain conditions, it's safest to use a notary commissioned in the state where the deed will be recorded or where the notarization is valid per state law.

Verify the notary's experience with real estate documents, especially deeds.

Notaries with experience in real estate transactions are more familiar with the nuances of deeds, common errors, and specific instructions, reducing the likelihood of mistakes. This is particularly important for loan signing agents.

Inform the notary if you require a mobile notary service.

Mobile notaries travel to your location, offering convenience for real estate transactions. Informing them in advance allows them to schedule travel time and quote any applicable travel fees upfront.

Confirm the notary's fees, including any travel or RON platform fees.

Notary fees are often state-regulated, but mobile or RON notaries can charge additional service fees. Clarifying costs beforehand prevents misunderstandings and ensures you're prepared for payment.

Present a valid, government-issued photo identification to the notary.

The notary must verify your identity to prevent fraud. Acceptable IDs typically include a driver's license, state ID card, or passport. The ID must be current and match the name on the deed.

Sign the deed in the presence of the notary.

The notary must personally witness your signature to attest that it was you who signed the document, not someone else. This is a fundamental requirement of notarization.

Confirm the notary completes their journal entry.

Notaries are required by most states to maintain a journal of all notarizations performed. This journal entry serves as a record of the transaction, detailing the date, type of document, signer's name, and identification method, providing an important audit trail.

Ensure the notary affixes their official seal and signature.

The notary's official seal and signature are physical evidence that the notarization took place. Without these, the notarization is incomplete and invalid, and the deed will likely be rejected for recording.

Review the notarized deed for any omissions or errors before leaving.

A quick check ensures that the notary's seal is clear, their signature is present, and all blanks in the notarial certificate are filled. Catching errors at this stage is far easier than after the notary has departed.

Record the notarized deed with the county recorder's office.

Recording the deed is the most important step after notarization. It provides public notice of the transfer of ownership and protects the grantee's interest against future claims or disputes. Without recording, the transfer is not legally effective against third parties.

Pay any associated recording fees and transfer taxes.

County recorder's offices typically charge a fee for recording documents, and many states or counties impose transfer taxes on property sales. These fees must be paid for the deed to be officially recorded.

Obtain certified copies of the recorded deed.

Having certified copies provides official proof that the deed has been successfully recorded and is a public record. These copies are useful for tax purposes, insurance, and future transactions.

Update property tax records with the new ownership information.

Ensuring that the county's property tax records reflect the new owner is important for receiving correct tax bills and avoiding confusion or penalties. This usually happens automatically upon recording, but it's good to confirm.

Store the original recorded deed and copies in a secure location.

The original recorded deed is a valuable legal document. Keep it in a safe place, such as a fireproof safe or a safe deposit box, along with any certified copies, for long-term security and easy access when needed.