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Chesterfield County, Virginia

Recorder Offices


Chesterfield County Circuit Court

9500 Courthouse Rd / PO Box 125, Chesterfield, Virginia 23832-0909

8:00am - 4:00pm Monday through Friday / Recording until 3:30pm

Phone: (804) 748-1241


Register of Deeds

You are NOT on the Chesterfield County official website, you are on Deeds.com, a private website that is not affiliated with any government agency.

Virginia - Chesterfield County Recorder Information

The Clerk of the Circuit Court is responsible for recording and maintaining real property records in Chesterfield County.

Recording Fees

A detailed fee schedule as well as a deed calculator can be found on the Virginia Circuit Court website.

The fee schedule can also be found under supplemental forms. For the deed calculator, follow the link for the required cover sheet.

If you have questions about recording fees, contact the Clerk of the Circuit Court directly.

Copies of public records are available for $0.50 a page. A certified copy is available for an additional $2.

Filing parties must submit a self-addressed, stamped envelope (SASE) to ensure the safe and timely return of documents recorded in the Deed Book. Documents without a SASE will not be mailed. Recorded documents that are not accompanied by a SASE will be maintained in the Record Room for pickup.

Document Formatting Requirements

* A cover sheet must be generated online and submitted when recording (see supplemental forms). This page must be added to the total page count when determining filing fees.

* All documents presented for recording must be signed and notarized originals. Submit originals on white, unglazed 8.5x11 inch paper. Printing or typing should be black, solid, and uniform. A font size of 9 point or larger is needed in order for the document to be legible.

* Documents must be properly notarized in accordance with the Virginia Notary Act.

* Signatures must be original and in blue or black ink with corresponding names written or typed below them.

* Margins should be a minimum of 1 inch on the top, left, and bottom of all pages. On the right margin of all pages, the margin can be a minimum of 1/2 an inch.

* The amount of consideration must be stated on the first page of a deed (not only on the Land Records Cover sheet).

* The clerk's staff will affix recordation data to the last page of the recorded document.

* A tax ID number related to the real property is needed on both the instrument and the cover page. Chesterfield's tax ID number is 15 digits. Place the tax ID number in the upper left corner of the first page after allowing a margin pursuant to the Library of Virginia standards. To obtain the tax ID number, call the Real Estate Assessor for Chesterfield County or visit the Real Estate Assessor's website.

* The clerk has the authority to reject a document unless each individual's surname only, where it first appears in the writing, is underscored or written entirely in capital letters, (ii) each page of the instrument or writing is numbered, (iii) the Code section under which any exemption from recordation taxes is clearly stated on the face of the writing, (iv) the names of all grantors and grantees are listed as required and if a cover sheet is used, the names of all grantors and grantees on the face of such writing are the same as on the cover sheet, and (v) the first page of the document bears entry showing the name of either the person or entity who drafted the instrument, except that documents prepared outside the Commonwealth of Virginia will be recorded without such entry.

* Instruments will be returned to the grantee unless an alternate address is listed.

* On the first page of a deed conveying not more than four residential dwelling units, state the name of the title insurance underwriter insuring such instrument or a statement that the existence of title insurance is unknown to the preparer.


COVER PAGE REQUIREMENTS

Data contained on cover sheets is scanned via bar code readers, thereby allowing instruments to be recorded more timely and accurately. To create the required cover sheet, users must access Cover Sheet software available on the Circuit Court Clerk's website. If a document does not include a cover sheet with all information accurately listed, it will be returned to the presenting party so that a corrected cover sheet can be prepared. If last minute corrections are necessary, public access computers with Internet access are available in the Clerk's office record room. Print the cover sheet on a laser printer to ensure that barcodes can be scanned.

The cover sheet will be rejected if the barcode is unreadable and can't be scanned, if the instrument type is incorrect, if the provided page count is incorrect, if the "Recording paid for by" field is inaccurate, if the consideration or assessment amount on which taxes are to be paid is not provided or is incorrect, and if significant errors are found in the grantor and grantee sections.

When selecting an instrument type code to use on the cover sheet, it is recommended to select a code that corresponds to current indexing practices.

The tax ID number must be placed in the field labeled "Tax Map Number."

If the return address information is inserted on the cover sheet in the appropriate field, users are no longer required to list this information on the first page of the instrument.

If requesting that the instrument be filed in the Records Room for pickup instead of being returned by mail, the appropriate name/place of business should be listed in the "Return Recording to" field. 'File in Record Room" would then be typed into the return address field on the cover sheet.

The cover page does not alleviate legal requirements for information that is needed in the instrument.

Changes to the cover sheet cannot be made manually. If there are mistakes, a new cover sheet must be prepared.

Ideally, information contained in the instrument will match information in the cover sheet. If differences exist, the permanent index will reflect information contained in the instrument.

When assessing fees, the cover page is not counted as a page.

After recordation, the instrument and the cover sheet become one instrument. If requesting a certified copy after recordation, copy fees will reflect the overall page count, which includes the cover page.

The cover page cannot be used to convey title or interest in real property. The cover page is also not a document in the chain of title conveying any interest in real property.

If a document is being re-recorded, a new cover page must be prepared.