Coconino County Memorandum and Notice of Agreement Form

The Arizona Memorandum and Notice of Agreement is a short recordable instrument used to put the public on notice that a buyer, optionee, or other party holds an equitable interest in a specific Arizona parcel under an unrecorded underlying agreement — typically a purchase contract, option to purchase, right of first refusal, or similar instrument. The memorandum records the existence and essential facts of the agreement without recording the full contract, which lets the parties preserve the confidentiality of pricing, financing terms, contingencies, and negotiated concessions while still establishing priority under Arizona's race-notice recording rule at ARS 33-412. In a state where purchase and option agreements frequently run for extended periods before closing — commercial transactions, entitlement-contingent deals, long-term options on development parcels — the memorandum is the working tool for protecting the buyer's position against intervening sales, liens, and conveyances by the seller during that gap.

When the Arizona Memorandum and Notice of Agreement Is Used

Memoranda are used in any transaction where an enforceable agreement affecting Arizona real property has been executed but not yet closed, and the party with an equitable interest wants the world to know. Typical uses include residential and commercial purchase agreements during a due diligence or contingency period, options to purchase held by developers, investors, or adjacent owners, rights of first refusal granted to tenants or neighbors, agreements for sale and contracts for deed where the parties want to record a summary rather than the full terms, lease-purchase arrangements, letters of intent that have matured into binding obligations, and profit-sharing or joint venture agreements that give one party a contingent interest in real property. The memorandum is also used when parties to a contract for deed under ARS 33-741 et seq. want to record notice of the transaction without publishing the full economic terms — the notice function is satisfied by the memorandum, while the contract remains between the parties.

Why Record a Memorandum Instead of the Full Contract

Recording the full underlying contract accomplishes the same notice function, but at a cost: every term of the agreement becomes part of the public record. Purchase price, earnest money, financing contingencies, inspection rights, escrow holdbacks, repair allowances, seller concessions, and any negotiated unusual terms are all visible to anyone who pulls the document. In commercial transactions, that exposure can compromise the buyer's negotiating position on other deals; in residential transactions, it exposes personal financial information; in option transactions, it reveals the strike price and may signal the buyer's strategy to competitors. A memorandum records the fact of the agreement, the parties, the property, and the basic framework — enough to establish the equitable interest and the priority date — without publishing the details. That trade-off is why the memorandum form has become the default for most recorded real estate agreements in Arizona.

What the Memorandum Typically Contains

A memorandum records the essential facts necessary to put third parties on notice of the underlying agreement. The content typically includes the date of the underlying agreement, the names of all parties (buyer and seller, optionor and optionee, or equivalent), the legal description of the property, the general type of agreement (purchase agreement, option to purchase, right of first refusal, contract for deed), the effective date and expiration or performance date of the agreement, and a statement that the full agreement is held by the parties and available under its own terms. What the memorandum does not contain — intentionally — is the purchase price, the payment schedule, the contingency framework, or the other economic details that the parties wish to keep private. A memorandum that is excessively abbreviated can fail to give meaningful notice; one that is excessively detailed sacrifices the confidentiality benefit. The balance is between "enough to notice" and "no more than necessary."

Race-Notice and Priority

Arizona's race-notice rule at ARS 33-412 is what makes the memorandum worth recording at all. Under the rule, an unrecorded conveyance or equitable interest is void as against a subsequent purchaser for value who records first without notice of the prior interest. Translated to the memorandum context: if a buyer has a valid purchase agreement but does not record a memorandum, and the seller sells the same property to a second buyer who has no knowledge of the first agreement and records first, the second buyer takes the property free of the first buyer's rights. The first buyer's recourse is against the seller for breach of contract, but the property itself is gone. Recording a memorandum fixes the first buyer's priority date at the moment of recording and puts subsequent buyers on constructive notice, protecting the first buyer's equitable interest against intervening transfers.

The same principle applies to options. An unrecorded option to purchase can be defeated by a subsequent sale to a buyer without notice of the option. Recording a memorandum of the option fixes the optionee's priority and prevents the seller from defeating the option by selling to someone else during the option period. For rights of first refusal, recording the memorandum gives the beneficiary constructive notice protection against sales that purport to extinguish the right.

Impact on the Seller's Title

A recorded memorandum does not transfer title or create a new encumbrance in the mortgage sense — it documents the existence of a contractual relationship that itself affects the seller's ability to convey clean title during the agreement's term. The practical effect on the seller is that the property becomes difficult to sell or mortgage to any third party without first addressing the memorandum. Title insurers will flag the memorandum as an exception to coverage until it is released or its underlying agreement has been performed, and lenders will typically refuse to fund against property with an unresolved memorandum of purchase agreement on the record. This is exactly what makes the memorandum work as a protection for the buyer — but it is also something the seller should understand before consenting to the recording. A memorandum that remains on the record after the underlying agreement has expired or terminated is a cloud the seller has to clean up before selling to someone else.

Who Signs and Authority

A memorandum of agreement typically requires the signatures of all parties to the underlying agreement. Some Arizona practitioners record memoranda signed only by the party with the equitable interest (the buyer, optionee, or tenant), on the theory that the memorandum documents only that party's claimed interest rather than a bilateral instrument; other practitioners require all parties to sign, following the logic that the underlying agreement is bilateral and the recorded notice should reflect that bilateral execution. The bilateral-signature approach is the safer practice when the parties are cooperating, because it eliminates any future argument about authenticity and preserves the record's integrity if the relationship later deteriorates. When the underlying agreement expressly authorizes one party to record a memorandum unilaterally, that authorization should be referenced in the memorandum itself.

Termination of the Memorandum

A memorandum needs to be released from the record when the underlying agreement has run its course — whether by closing of the sale, exercise or expiration of the option, termination by the parties, or default. Closing is the most common path: when the purchase contract is performed and a deed is recorded, the original purchase contract has been satisfied and the memorandum should be released. Expiration of an option without exercise ends the optionee's equitable interest, but the memorandum stays on the record until a release is filed. Termination by mutual agreement requires both parties to sign a release, because the memorandum was (typically) jointly recorded. Default of a purchase agreement by the buyer gives the seller grounds to record a release unilaterally if the agreement provided for it, or to pursue the removal through other means.

Leaving an expired or performed memorandum on the record creates a cloud on title that will surface the next time the property is sold or financed — sometimes years later, when finding the original parties to obtain a release has become difficult. The cleaner practice is to record the release at the same time as the closing (or the expiration), while the parties are still available and the records are easy to locate.

Execution and Acknowledgment

Under ARS 33-401, an instrument affecting real property must be in writing, subscribed by the party whose interest is being documented, and acknowledged before a notary public or other officer authorized to take acknowledgments. Arizona does not require subscribing witnesses. Acknowledgments taken outside Arizona must comply with ARS 33-501, which recognizes notaries, judges and clerks of courts of record, and other officers authorized to perform notarial acts in the jurisdiction where the acknowledgment is taken. A memorandum with a defective acknowledgment is not recordable, and a memorandum that is executed but not recordable does nothing to establish priority.

Affidavit of Property Value Exemption

Arizona requires an Affidavit of Property Value to accompany most instruments affecting interests in real property (ARS 11-1133), but a memorandum giving notice of an underlying agreement typically qualifies for an exemption under ARS 11-1134 because no transfer is occurring — the memorandum is documenting an executory interest that has not yet ripened into a conveyance. The exemption must be claimed on the face of the memorandum with a statement that the transfer is exempt and a citation to the specific exemption subsection, placed below the legal description. Memoranda that omit the exemption recital are routinely rejected at the recorder's window even though the underlying transaction is plainly exempt.

Formatting and Recording

ARS 11-480 sets the formatting requirements for every recordable instrument: legible type of at least ten points, white paper no larger than 8.5 by 14 inches, a caption identifying the document (for example, "Memorandum of Purchase Agreement" or "Memorandum and Notice of Agreement"), a top margin of at least two inches on the first page reserved for the recorder's stamp, and minimum half-inch margins elsewhere. Record the memorandum in the county where the property is located — in each county, if the property spans more than one. Confirm current recording fees and accepted forms of payment with the county recorder in advance, and verify indexing rather than relying on a drop-off or mailing receipt, because the priority benefit attaches only when the instrument is actually indexed against the property.

What's Included in the Download Package

The Arizona Memorandum and Notice of Agreement package includes the memorandum form, detailed guidelines covering the Arizona-specific drafting and recording requirements, and a completed example. All files are available for instant download after purchase.