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Recorder Offices in Columbia County

Columbia County Clerk and Recorder
230 Strand St., St., Helens, Oregon 97051
Monday - Friday 8:30am - 5:00pm Documents recorded 9am - 4pm
Phone: (503) 397-3796
Columbia County Clerk and Recorder  230 Strand St., St.,  Helens, Oregon, 97051

 
 
 
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Columbia County Oregon Register of Deeds
Columbia County Recorder Information
The recorder in Columbia County is responsible for recording and maintaining records related to real property situated in the County.
 
Recording Fees
To record a deed or mortgage, the fee is $46 for the first page and $5 for each additional page.

A non-standard instrument can be recorded for an additional $20.

Contact the county clerk in Columbia County at 503-397-3796 if you have questions about recording fees.
 
Document Formatting Requirements
The County Clerk in Columbia County, Oregon is responsible for recording and maintaining real property documents for the county. Deeds, mortgages, contracts, and many other instruments relating to real property located in the county are recorded with the county clerk. The County Clerk in Columbia County, Oregon is open for recording Monday through Thursday from 9 am until 4 pm.


I. Necessity of Recording & Providing Constructive Notice:

Every conveyance or instrument affecting the title to real property within the state of Oregon which is not recorded as required is void as against any subsequent purchaser in good faith and for a valuable consideration of the same real property, or any portion thereof, whose deed or conveyance is first filed for record and as against the heirs and assigns of such subsequent purchaser.

To give constructive notice of an interest in real property, a person must have documentation of the interest recorded in the proper indexes in the county where the property is located.


II. Real Estate Deed Standards

A conveyance of land or of an estate or interest therein can be made by a deed, signed by the person of lawful age from whom the estate or interest is intended to pass, acknowledged or proved, and recorded.

An instrument must be an original, with the original signature of the person who is executing the instrument as well as the signature of the officer before whom acknowledgments were made. A county clerk may refuse an instrument if these original signatures are not present. Photocopies, other than certified copies, are not accepted. Electronically generated copies (especially of signatures and notary statements) are not accepted. Notary stamps should not cover text or signatures.

The grantor must sign the document and have his/her signature notarized. Names should be printed or typed beneath signatures.

When submitting a document to the county clerk, it should be on white 8.5 x 11 inch paper with a font size of at least 8 point. Use paper that is of sufficient quality for photographic reproduction and that is heavy enough so that the ink does not bleed through from one side of paper to the other. Do not use highlighting. Highlighted documents may be rejected.

Flaps or riders that are submitted with the document must be attached to a page on at least two sides. Anything under the flap or rider will not be recorded.

On the first page, provide a 2 inch top margin and 1.5 inch side and bottom margins. If adequate space is not provided, additional fees may apply.

The first page of a document should contain the following information:

1. The document must be clearly titled with the name of the transaction. A clear title will enable the clerk to record the document in the appropriate record. More than one title may be used, but each title must be clearly distinguishable.

2. List the names and addresses of the parties to the conveyance as well as under which capacity each party is serving. If a cover sheet lists multiple titles, each grantor and grantee’s address must be listed under each title.

3. The name and address of the person to whom the document is being returned must be provided. This should be prefaced by: “Return to.”

4. An instrument that is prepared for the purpose of conveying or contracting to convey fee title to any real estate should provide the tax statement address, which should be provided in substantially the following form: “Until a change is requested, all tax statements should be sent to the following address…”

5. All instruments conveying or contracting to convey fee title to any real estate should state, in dollars, the true and actual consideration paid for the transfer. This should be on the face of the instrument. If the actual consideration consists of or includes other property or other value given or promised, neither the monetary value nor a description of the other property or value need be stated so long as it is noted on the face of the instrument that other property or value was either part or the whole consideration.

6. If a document is being recorded in the Clerk’s Lien Records, list the judgment or warrant amount.

A cover sheet containing the required information for the first-page may be attached to the deed and recorded along with the instrument for an additional fee.

The statement of consideration should be made by a grantor or grantee to the deed. If the statement of consideration is in the body of the instrument preceding the signatures, the execution of the instrument shall constitute a certification of the truth of the statement. If a separate statement of consideration is on the face of the instrument, it should be signed separately from the instrument, and such execution will constitute a certification of the truth from the person signing. A particular form is not required for the statement of consideration so long as requirements are reasonably met.

A mandatory statement for sales agreements, earnest money receipts, or other instruments for conveyance of fee title to real property must be included in the body of the deed. This appears in 93.040 of the Oregon Revised Statutes.

Provide a legal description of the real property being conveyed. This can be done by giving the subdivision; or by lots, blocks, and addition names; or by partition plat recording and parcel numbers; by giving the metes and bounds; or by reference to the public record where the description may be found. Description by tax lot number is not adequate.

If a document is rejected for being illegible due to an unreadable notary/corporate seal or highlighted portions covering any text, a new document can be prepared. If the illegible information is, according to the party submitting the document, either unimportant or unnecessary it can be removed or crossed out.

If a document contains illegible text, a legible form of the same kind can be attached to the original and should state “attached for legibility” on the face in a prominent location. Attaching extra pages will increase the total cost of the recording.

A document presented for re-recording must have the following statement on the first page: “Re-recorded to correct_____________ (Reason) _______previously recorded on Reel or instrument #__________________and Page __________.”


III. Conveyances:

Warranty Deed: A warranty deed will have the following effect: (a) It will convey the entire interest in the described property at the date of the deed which the deed purports to convey, (b) the grantors, heirs, successors, and assigns of the grantor shall be forever estopped from asserting that the grantor had, at the date of the deed, an estate or interest in the land less than that estate or interest which the deed purported to convey and the deed shall pass any and all after-acquired title.

A warranty deed should include the following covenants, each of which shall run in favor of the grantee and the successors in title of the grantee as if written at length in the deed: 1) that at the time of delivery of the deed, the grantor is seized of the estate in property which he/she purports to convey and has good right to convey the property, 2) that at the time the deed was delivered, the property is free from encumbrances except as specifically set forth in the deed, 3) that the grantor warrants and will defend the title to the property against all persons who may lawfully claim the same.

If the grantor to a warranty deed wants to exclude any encumbrances from the scope of the covenants, such exclusions must be expressly set forth in the deed.

Special Warranty Deed: A special warranty deed will have the same effect as warranty deed, except that the covenant of freedom from encumbrances will be limited to those encumbrances created or suffered by the grantor. The covenant of warranty shall be limited to read: “That the grantor warrants and will defend the title to the property against all persons who may lawfully claim the same by, through, or under the grantor.” If the grantor wants to exclude any encumbrances from the scope of the covenants, the exclusions must be specifically set forth in the deed.

Quitclaim deed: A quitclaim deed will have the effect of conveying whatever title or interest, legal or equitable, the grantor may have in the described property at the date of the deed, but will not transfer any title or interest that the grantor may subsequently acquire, nor shall it operate as estoppel.
 
 
E-Recording
We may be able to e-record your deed documents in Columbia County, Click Here for more information.
 
Supplemental Documents

Consideration