Formatting rules are set by state statute and then tightened by individual counties. These are the requirements that cause the most rejections, and how to satisfy them.
The first-page recording area
Every recorder reserves space on page one for the recording stamp. Treat the entire top band of page one as untouchable, and place the title of the document immediately below it.
- California: 2.5 to 3 inches clear at the top of page one; the top-right 5x2.5 inch corner is reserved for the recorder.
- Texas: commonly 2 inches at the top of page one and 1 inch on all other margins.
- Florida: 3 inches at the top-right of page one and 1 inch on remaining margins.
Paper size and orientation
Letter (8.5 x 11) is universally accepted. Legal (8.5 x 14) is accepted in many counties, sometimes with a surcharge. Anything larger is typically treated as an oversized document with a higher per-page fee, and some counties will not accept it electronically at all.
Type size and legibility
Most statutes require type no smaller than 8 or 10 point and printing dark enough to reproduce. Avoid gray fill, watermarks behind text, and colored fonts.
Required first-page content
- Title of the document (for example, 'Grant Deed' or 'Mechanic's Lien').
- Name and address of the party requesting recording.
- Name and address for the return of the recorded document.
- Assessor's parcel number, where the county requires it.
- Transfer tax declaration or exemption statement, for conveyances.
Attachments and exhibits
Exhibits must follow the same margin rules as the body. A legal description pasted in as an image often fails legibility — retype it as text where possible.
Not sure about a specific county? Our county guides list current fees, margins, and accepted document types for the counties we record in most.
Frequently asked questions
What is the standard top margin for recording a document?
Three inches on the first page is the most common requirement. Many Texas counties accept two inches, and one inch is typical for the remaining margins.
Can I record a legal-size document?
Many counties accept 8.5 x 14 legal paper, sometimes with an additional per-page charge, but letter size is accepted everywhere.
Does the margin rule apply to every page?
The large reserved area applies to page one only, but every page generally needs at least a one-inch clear margin on all sides.
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