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The Circuit Clerk is responsible for recording and maintaining land records in Crawford County.
Recording Fees
To record the first page of a land records document (excluding lis pendens, plats, surveys, notary bonds, and in-State foreign judgments), the fee is $15. Each additional page is $5. Pages with double-sided printing will be counted as two pages.
For mortgage assignments, releases, and other instruments listed in a single document, an additional fee of $15 per instrument listed (not to exceed $300) shall be charged.
If a document does not meet the formatting standards, the recorder may waive the requirements for good cause and record the document for an additional $25. This is in addition to regular recording charges.
Call the circuit clerk's office at 479-474-1821 with questions.
Document Formatting Requirements
* To be recorded by the County Recorder, a document must be on 8.5 x 11 inch white paper. The document must be legible, particularly the names and legal description. Non-textured 20 lb. bond paper is preferred for best scanning results.
* At the top right of the first page, provide a 2.5 inch margin. A 2.5 inch margin at the bottom of the last page is also needed. All other margins can be a minimum of half an inch. The top right margin on the first page is reserved for the file mark of the recorder. If the document does not provide enough space for the file mark, a cover sheet can be used. Additional charges will apply if this is used. A cover sheet must have a top margin of 2.5 inches, list the type of document, and name the grantor and grantee in the middle of the page.
* Documents must be acknowledged in accordance with ACA 16-47-207. This means that "subscribed and sworn by" is not acceptable. The acknowledgment must specify the state and county or other place where the acknowledgment is taken.
* Original documents with original signatures should be submitted for recording or it must be certified by a court of agency of competent jurisdiction.
* A font size of at least 11 point will help to ensure legibility.
* If the original document does not meet the above standards, the recorder may waive the requirements for good cause and record the document for an additional $25. The fee is in addition to regular recording fees.
ADDITIONAL GUIDELINES
* All deeds must have the following affidavit: "I certify under penalty of false swearing that documentary stamps or a documentary symbol in the legally correct amount has been placed on this instrument." The affidavit must be signed. Any variation of this statement will result in the return of the document without recording it. There are no exceptions to this.
* The address for future tax statements must be included in the deed. If this is not present, the document will be returned.
* Legal descriptions that have been faxed and taped to the document are often not legible when reproduced. Legal descriptions that have been "reduced to fit" in the document are oftentimes illegible as well. The County Recorder suggests having the descriptions e-mailed rather than faxed. Or, if it is being faxed to be signed and mailed, it can be made as an attachment to an e-mail.
* The circuit clerk office suggests that users do not fold documents when mailing in to be recorded. Instead, use a large manila envelope. The creases from folding can result in blacked out lines across the document when it is scanned. These can sometimes fall across the legal description or names of the parties, which is necessary information for indexing purposes.
* Enclose a self-addressed stamped envelope for the return of documents.
* The acknowledgment of deeds and instruments of writing for the conveyance of real estate, or whereby such real estate is to be affected in law or equity, shall be by the grantor appearing in person before a court or officer having the authority by law to take the acknowledgment and stating that he or she had executed the deed or instrument for the consideration and purposes therein mentioned and set forth.
* The first page must contain the title of the document and the names of the grantor and grantee, when applicable.
* Provide the name and address of the governmental agency or person who prepared the document. This information can be given on the first page. The name of the person or governmental agency should be typed, printed, stamped, or signed in a legible manner. This requirement will be met if the information is given in substantially the following format: "This instrument was prepared by (name and address)."
* To reference a previously recorded document, use the document identifier number, which is printed on the barcode label.
The recording office does not re-record instruments unless they are pre-approved. A document is difficult to re-record, as once the 2.5 inch margins have been filled, there is no more available space to put new recording information. If it is necessary to re-record, a cover sheet may be required. The cover sheet should provide information detailing why the document is being re-recorded and should provide space for the recording file mark, as well as the Certificate of Record at the end of the document. The cover sheet should also have the following affidavit: "I certify under penalty of false swearing that documentary stamps or a documentary symbol in the legally correct amount has been placed on this instrument." The affidavit must be signed.