Clerk of Circuit Court & Comptroller
Hernando County, Florida

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Rules for Recorded Documents

Since changes cannot be made once an instrument is recorded, please do the following when preparing instruments for recording:

  • Use clear, black print or typing for best reproduction or photographing;
  • Reserve a 3-inch square at the top right-hand corner of the first page and a 1-inch by 3-inch space at the top right-hand corner of each subsequent page for use by the Clerk;
  • Date the body of the instrument;
  • List the mailing addresses of the grantee and grantor, if a transfer of interest in real estate;
  • Affix the name and address of the person to whom the instrument is to be returned on the front of the instrument;
  • Print, type or stamp on the face of the instrument in a legible manner the name and address of the person who prepared the instrument on all instruments by which the title to real estate or any interest therein or lien thereon is conveyed, created, encumbered, assigned or otherwise disposed of. (Instruments executed or acknowledged outside of the State, or before January 1, 1968, are exempt.);
  • Include a description of the real or personal property, if any;
  • Verify signatures agree with names in the body of the instrument and that they are legible and correctly spelled.  Names must be printed, typed or stamped below the signatures;
  • Verify signatures are attested by two witnesses for transfer of any property.  Names must be printed, typed or stamped below signatures;
  • Verify the acknowledgement of person(s) executing the instrument;
  • Verify the notary public seal, form of identification, printing of notary’s name and expiration date of notary commission;
  • Verify the corporate seal, if applicable;
  • Address envelopes to the attention of the Recording Division, Room 362, to ensure fast and efficient handling of mail transactions; and
  • Include a self-addressed stamped return envelope with all documents sent for recording.  The envelope is required and should be sufficient in size and should have adequate postage affixed to accommodate the quantity of documents submitted.