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The Clerk and Recorder is responsible for recording and maintaining real property records in Gallatin County.
Recording Fees
To record a standard document, the fee is $8 per page.
For non-standard documents, add a $10 document fee.
EXAMPLES OF RECORDING FEES
Pg. / Standard Fee / Non Standard Fee
1...............$8.00.......................$18.00
2...............$16.00......................$26.00
3...............$24.00......................$34.00
4...............$32.00......................$42.00
5...............$40.00......................$50.00
6...............$48.00......................$58.00
7...............$56.00......................$66.00
8...............$64.00......................$74.00
9...............$72.00......................$82.00
10.............$80.00......................$90.00
etc
Lis Pendens Filing..........$5.00
Documents can be mailed or e-mailed to be recorded. For questions on e-mailing documents, contact the Clerk and Recorder directly.
Copies of instruments of record - first page of each document........... $ .50
- each additional page of the same document. $.25
Certification of a record with County Seal affixed ....$2.00 Note: The Gallatin County Clerk & Recorder's Office does not conform copies.
All fees must be paid in advance.
No checks will be accepted for less than $1.00
Prices are subject to change without notice, call the county Clerk and Recorder's office to confirm pricing.
Document Formatting Requirements
* A document submitted for recording must be legibly printed or typed in black ink and on 8.5 x 11 inch white paper or 8.5 x 14 inch white paper. A whole document legibly printed in blue or black ink, meeting all other requirements, is a standard document. A whole document written in cursive is a non-standard document. A document which includes highlighting is a non-standard form. Be sure to put in the note field of your recording program if a document contains highlighting that may not show up on the scanned image or microfilm.
* The document must be signed and acknowledged by the grantor.
* At the top of the first page, provide a 3-inch margin and a 1-inch margin at the top of all subsequent pages. Bottom margins should be at least 1 inch and side margins should be at least 1/2 an inch. If an insignificant portion of a signature (such as the tail-end of a letter) extends into a margin, the document will still be considered standard. However, if a significant portion of a signature (a designation such as Jr., Sr., or Attorney-In-Fact) extends into a margin, this will result in a non-standard recording.
* In the upper left-hand corner on the first page within the 3-inch top margin, include the name and address of the person to whom the document is to be returned. This should be within the 1/2 inch side margins and should be legibly printed in ink or typed. Legibly printed or typed transactional information may also be placed in this area. The deed is non-standard if no return address appears in this section. Documents will be returned to the address displayed in the upper left hand corner. If the submitter would like the document returned to an alternate address, the appropriate address should be written on the document before recording.
* The grantee's address must be in legible blue or black ink when it is printed in.
* Documents conveying an interest in real property require a legal description of the real property. A street address or deed reference are not considered adequate legal descriptions. The full metes and bounds description, subdivision with lot or certificate of survey number must be included in order to create a complete legal description. A substitution of trustee does not require a complete legal description, just a reference to a previously recorded document.
* Provide the names of the parties to the conveyance on the first or second page of any document with more than one page.
* An acknowledgment by a notary is exempt from the color and margin requirements. Page numbers, the name and mailing address of the person to whom the document is to be returned, and other administrative information or designations can appear in the margins.
REALTY TRANSFER CERTIFICATE
This certificate is necessary for any party transferring real property, regardless of whether the transfer is or is not evidenced by deed or instrument or any party presenting an instrument or deed evidencing a transfer of real estate for recordation. Real estate includes land, growing timber, buildings, structures, fixtures, fences, and improvements affixed to land.
The completed Realty Transfer Certificate must be filed with the County Clerk and Recorder when the deed evidencing a transfer of real property is submitted for recordation. The Department of Revenue will change the ownership records when this form is fully and accurately completed and signed.
Any gain on a transfer is Montana source income and should be reported to the Department of Revenue on the appropriate income tax return.
All Realty Transfer Certificates must be signed and dated by the preparer. By signing, the preparer indicates that the information provided is true and correct to the best of his/her knowledge, and that the grantor and the grantee have examined the completed Realty Transfer Certificate and agree that the information contained within it is correct and accurate.
The Realty Transfer Certificate is available on the Gallatin County Clerk and Recorder's webpage.