Prairie County Recorder Information

About Prairie County Recorder

The Clerk and Recorder is responsible for recording and maintaining real property records in Prairie 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
ETC.

Certified copies of documents are $2 for the certification fee plus $0.50 for the first page and $0.25 for each page thereafter.

Document Formatting Requirements

* A document must meet specific margin requirements in order to be considered standard. At the top of the first page, provide a 3 inch margin. The tops of all subsequent pages should have a 1 inch margin. A 1 inch margin can be used at the bottom of each page. Side margins should be at least 1/2 an inch. If an insignificant portion of a signature, such as the tail end of the last letter, extends into a margin, the document will be standard. If a portion of the signature in the margin is a designation (such as Jr., Sr., III, etc.), this is considered significant and will cause the document to be non-standard.

* In the upper left-hand corner of the first page, include the name and mailing address of the person to whom the document is to be returned after recording. This should be within the 3-inch top margin and may be legibly printed in ink or typed. The document will be non-standard if no return address is included in the upper left-hand corner of the first page. Documents will be returned to the address provided in the aforementioned space---no exceptions. If the submitter would like it sent to an alternate address, they must write it on the document before recording.

* Except for page numbers or other administrative designations or information, all margins must be clear of markings.

* The document must be legibly printed or typed in blue or black ink on white paper that is either 8.5 x 11 inches or 8.5 x 14 inches in size. Addresses of grantees must be in blue or black ink when legibly printed in. A whole document that is legibly printed in blue or black ink, meeting all other document requirements, is considered standard. A document that is written entirely in cursive is considered non-standard.

* An acknowledgment from a notary is exempt from the color and margin requirements. The notary seal must be legible.

* A document that includes highlighting is non-standard. If applicable, be sure to put in the note field of your recording program that a document contains highlighting. Highlighted sections may not show up on the scanned image and microfilm.

* An officially certified court or other government document, whether from an in-state or out-of-state office, is exempt from the provisions listed here. Government documents include Department of Transportation documents and Declaration of Intent to declare a mobile home real property. These documents will always be considered standard.

* On a document with more than one page, provide the names of the parties to the conveyance on the first or second page.

* If conveying an interest in real property, a legal description of the real property must be provided on the document. A street address is not a legal description of the property, nor is a deed reference. The full metes and bounds description, subdivision with lot number, or certificate of survey number must be provided. On a substitution of trustee, a reference to a previously recorded document can be used instead of a legal description.

* Documents that are acknowledged as having been executed prior to 4-28-07 are accepted for recording as standard. They will be charged the per-page standard recording fee.

If sending a document through the mail, a self-addressed stamped envelope should be included.

REALTY TRANSFER CERTIFICATE

A Realty Transfer Certificate is a confidential tax document that is necessary for any party transferring real property, regardless of whether the transfer is or is not evidenced by deed or instrument. Any party presenting an instrument or deed evidencing a transfer of real estate for recordation is required to submit this form to the County Clerk and Recorder. 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 Certificate is available on the Montana Department of Revenue webpage.