Filing Requirements
All Documents
• Property in Coffee County
• Original document
• Document must be dated
• Examine whether the document is taxable or not
• Name of preparer of instrument
• Must be signed
• Notarized with complete notary acknowledgement
• Date notarized
• Date notary commission expires
**If missing seal or notary commission date, check state requirements to see if they are necessary
• Check payable to Register of Deeds
• Make sure the check is dated & signed
Self-Addressed stamped envelope included
**Certified copy from the courts must be signed by the clerk & sealed
**The Re-Recording of any instruments requires that all original grantor(s) resign & be re-acknowledged. If you are unable to get the instrument resigned then a Scrivener’s Affidavit is acceptable and it will be indexed as an Affidavit.
Affidavit of Heirship
• Name of Deceased Individual
• List of Heirs
• Affiant must sign
Affidavit of Lost Assignment
• Original borrower
• Original reference number
• Assignor & Assignee
Affidavit Void Foreclosure
• Original reference number(s)
• Borrower name
Amendment of Deed of Trust
• Original reference number(s)
• If it amends the amount, must state, “The amount of increase in the Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $________.” If no increase insert $0.00
• A $250 or double the tax penalty, whichever is greater, applies when executed over 60 days of the prepared date
Appointment of Substitute Trustee
• Original debtor
• Original reference number
Articles of Amendment
Articles of Dissolution -These all pertain to Charters filed with the Secretary of State
Articles of Incorporation
• Principal office must be located in Coffee CountyArticles of Merger
• Cover letter from the state and original documentArticles of Organization Assignment of DOT
• Assignor & assignee
• Debtor’s name
• Instrument number of assigned document
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $0
• (If amount is listed taxes must be paid)
Assignment of Lease
• Lessor & Lessee or Landlord & Tenant
Assignment of Rents
• Debtor & Lender needed
• Reference Original DOT only if not filed after DOT
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $0.00. Unless there is an increase then that amount would be listed.
Assignment of Rents & Leases
• Debtor & Lender needed
• Reference Original DOT only if not filed after DOT
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $0.00. Unless there is an increase then that amount would be listed.
Assumption Agreement
• Original borrowers
• Assuming party
• Bank/Lender
• Reference original DOT
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $0, unless the Original Borrower(s) is released then we would tax the amount being assumed.
Beautification Lien
• Name of person lien is against
Bond to Discharge Lien
• Name of the Principal, Surety, Claimant & Property Owner
Cancel Release & Reinstate Deed of Trust
• Reference number of the release
• Reference number of the Deed of Trust
• Borrower, Trustee & Lender
Charter
• Principal office must be located in Coffee County
• Cover letter from the state and original document
Civil Warrant
• Must be a certified copy signed, dated and sealed from the clerk
Contract/Purchase & Sell Agreement
• Must be signed by the seller
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $_______.
*Only taxable if terms are included.
Correction of Notary Acknowledgement –
• Reference # of the corrected document
Declaration of Void Successor Trustee Sale
• Reference number of Successor Trustee Deed & original DOT
• Person or Company who purchased the sale on the STD
• Original or present borrowers
• Check for Exhibits
Decree for Redemption & Decree for Confirming
• Chancery clerk deed with seal from court
• Owners name and address
Sale
• Tax bill name and address
• Map and parcel number
• Oath of Consideration – the amount purchased or the amount redeemed.
Deed of Trust
• Debtor name
• Secured party name
• Trustee name
• Property Description
• Current derivation clause
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $________.
Easements
• Oath of consideration, taxable
• Proper signatures
**Easements conveyed to County must be approved by County. They must be signed, dated & sealed before recording.
Final Decree of Divorce
• Certified Copy from the Court
Divorce
• Real property being divested out of and vested into
Foreclosure Notice of Default
• Present borrower
• Present mortgagee
• Reference # of original DOT
Foreclosure Notice of Appt. Trustee
• Present borrower
• Present mortgagee
• Reference # of original DOT
Foreign Charter Greenbelt Assessment
• Must be original or certified copy from the state it’s coming from.
• Approved by tax assessor
Installment Deeds
• Property description, derivation clause
• New owner name and address
• Tax bill name and address
• Map & parcel number
• Oath of consideration
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $________.
• Trustee needed
• Name of Seller
• Name of Buyer
Installment Sales Contract
• Signed and notarized by debtor
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $_______.
Only taxable if terms are included
Liens
• Name of party placing lien
• Name of property owner
• Amount of lien
Limited Partnership
• Any partnership that was formed before 1985 does not go to the Secretary of State for filing
Master Deeds & Master Deed Amend
• Must be approved by Property Mapping before recording
• Check all exhibits
Military Discharge
• Member copy #4 only
• No charge for recording or for certified copies
• Give individual the option to remove their Social Security # from the document
If they choose to do so, make a copy of the MD mark thru the SS# then scan the copy
Modification Agreement
• If it modifies the amount, must state, “The amount of increase in the Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $_______.” If no increase insert $0.00.
• A $250 or double the tax penalty, whichever is greater, applies when executed over 60 days of the prepared date.
• Need original reference number
Mortgage
• Debtor name
• Secured party name
• Property description & current derivation clause
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $______.
Notice and Affidavit Limiting Maximum Principal Amount
• Borrower
• Reference #
• Lender
Notice of Completion
• Name of owner
• Name of contractor/owner
• Proper address/lot & subdivision
• Date of completion
Notice of Federal Tax Lien –
• Name and address of debtor & amount of debt
Notice of State Tax Lien
• Name and address of debtor & amount of debt
Partial Releases
• Name of Party being released
• Reference Instrument number being released
• Description of what is being released (Ex. Lt 1 Chase Point)
Power of Attorney
• Grantor and grantee names
Quitclaim Deed
• New owner name and address
• Tax bill name and address
• Map and parcel
• Grantor and grantee names
• Conveys interest only (no have and to hold language, does not warrant title)
• Property description & current derivation clause
• Oath of consideration may have $0 or actual consideration
Release of Assignment of Lease
• Reference instrument number being released
• Assignor/Assignee
Releases of Lien
• Reference instrument number being released
• Name of party being released
Restrictions
• Must be signed by the Developer
• If a drawing is attached, must be approved by Property Mapping
• TCA 66-27-107
Revocation of Power Of Attorney
• Person revoked
• Reference number of original Power of Attorney (if applicable)
Scriveners Affidavit
• Reference number of instrument being corrected
• Can attach an original document that has already been recorded
• Borrower/Trustee/Lender or Seller/Buyer
Subdivision Plats
• Paper copy of plat (If from another City Planner)
• Signature & dated of planning commission
• Signature and seal of surveyor
Subordination Agreement
• Reference #’s of original DOT and the subordinate DOT
• Subordinate Lender
• Borrowers
• Original Lender
Substitute Trustees Deed
• Original debtor
• Reference number of original Deed of Trust
• Oath of consideration
• Grantor & Grantees names
• New owner name & address
• Tax bill name & address
• Map & parcel number
Surveyor’s Affidavit
• Name of Surveyor
• Purpose of the Survey
• Attached Survey
• Reference instruments numbers associated with the survey
UCC1 Financing Statement
• Collateral to secure indebtedness
• Debtor and secured party name and address
• Maximum Principal Indebtedness for Tennessee Recording Tax Purposes is $_______. If $0.00 we require the reference number of where taxes were paid.
• Special form Revised Article 9
Fixture filings must have:
• Fixture Filing Box checked or the document must specify it should be filed as a Fixture in real estate records
• Address of property where fixture is located
UCC Amendment
• Need Debtor/Secured Party
• Reference number of original UCC & Amendments
UCC Assignment
• Need Debtor/Secured Party/Assigning Party
• Reference number of original UCC & Amendments
UCC Continuation
• Need Debtor/Secured Party
• Reference number of original UCC & Amendments
• Continuations must have wording:
“Exactly same collateral as prior debt, does not increase principal debt”
UCC Termination
• Need Debtor/Secured Party
• Reference number of original UCC & Amendments
• Must refer to all subsequent documents
UCC3 True Lease
*“True lease” transactions must state $0 as amount and “No security interest-true lease”
*Information only filings must state $0 for special indebtedness & “No security interest-notice only”
Warranty Deed
• Name and address of new owner
• Tax bill name & address
• Map and parcel number(s)
• Oath of consideration
• Property description & derivation clause
• Buyer & Seller
Wills
• Certified copies from probate
Withdrawal of Foreclosure
• Original borrower
• Present mortgagee
• Reference number of DOT