GUIDELINES FOR FILING A REAL ESTATE DOUCMENT IN JEFFERSON COUNTY
Documents may be filed with the Jefferson County Clerk’s Recording Division by postal mail, by courier, or in person at either of our two locations (addresses and hours of operation). We can also accept electronic filings of documents from an authorized eRecording submitter. We cannot accept faxed documents. There may be a fee for the service, and in most cases, these fees are not refundable. Physical documents require an ID.
Formatting Requirements: Local Government Code Sec.191.007
- Heading or Title is required on the top of the first page that identifies the type of document being filed. Please leave 3 inches top margin for a file mark.
- Paper must be white no larger than 8.5 x 14 inches, and no smaller than 8.5 x 11 inches. Paper must be a sufficient weight and substance so that printing, typing, or handwriting will not bleed through.
- Font size must not be smaller than 8 point type.
- Filings from a Texas Court must be a complete original court-issued certified copy. Please call the office for instructions on out of State court documents.
Legible: Local Government Code Sec.191.007
- Ink should be black. Preferably blue for signatures.
- Names must be legibly typed or printed under each signature.
- Writing or Typing must be legible.
Content:
- The document must be in English language or accompanied by a certified translation. Texas Property Code Sec.11.002
- Legal description of the property showing it is located in Jefferson County or a volume and page number or the Clerk’s File Number referencing a previous recording are required. Texas Property Code Sec. 11.001, 11.007
- Grantee’s address must be on the deed or a penalty fee will be charged. Texas Property Code Sec. 11.003
- More than 5 Grantee names will result in a penalty fee of 25 cents for each additional name. Local Government Code Sec. 118.011
Signing Requirements:
- Must include the original signature of each current owner (grantor). Name(s) must be printed or typed immediately beneath the signature or a penalty fee will be charged. Local Government Code Sec. 191.00
- Copies of signatures will not be accepted. Texas Property Code Sec. 12.001
- The grantor’s signature must be notarized or otherwise proved or sworn according to law. Texas Property Code Sec. 12.001(b)
- Notary seals must be legible and current. Texas Government Code Sec. 406.013
- Notary Public shall sign an instrument in the name under which the Notary Public is commissioned Texas Government Code Sec. 406.016(b)
Electronic Recording:
- Electronic filing (eRecording) is allowed provided it complies with the rules and standards adopted by the Texas State Library and Archive Commission.
Acceptable ID Types
1) a driver’s license, election identification certificate, or personal identification card issued to the person by any state or territory of the United States that has not expired or that expired no earlier than 60 days before the date of presentation.
2) a United States military identification card that contains the person’s photograph that has not expired or that expired no earlier than 60 days before the date of presentation.
3) a United States citizenship certificate issued to the person that contains the person’s photograph.
4) a United States permanent Resident Card that has not expired or that expired no earlier than 60 days before the date of presentation.
5) an identification card issued by a municipality intended to serve as a general identification card for the holder that has not expired or that expired no earlier than 60 days before the date of presentation.
6) a federally recognized tribal enrollment card or other form of tribal identification that has not expired or that expired no earlier than 60 days before the date of presentation.
7) a United States passport or a passport issued by a foreign government recognized by the United States issued to the person that has not expired or that expired no earlier than 60 days before the date of presentation.
8) a license to carry a concealed handgun issued to the person by the Department of Public Safety that has not expired or that expired no earlier than 60 days before the date of presentation.
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