Recording Requirements

Note: A stamped, self-addressed envelope of sufficient size to accommodate documents must be included with every recording or request.

The following is a list of requirements that will help reduce the number of documents returned. These items are required by all Recorders who are members of the Pennsylvania Recorder of Deeds Association.
  • Acknowledgment date cannot predate document date.
  • Acknowledgment must include the following: County, state, date, person or corporate officer's names, and titles of persons appearing, notary signature, seal and expiration date, if required by the state.
  • Deeds and mortgages should indicate the property's municipality, county, and state.
  • Numerical amount must match written amount on deeds and mortgages.
  • Book and page numbers of mortgages must appear on all documents that refer back to this document.
  • Transfer taxes or statement of value must accompany all transfers unless exemption is clearly stated in the deed (family transfers). The Department of Revenue requires Statement of Value (REV183) form to be fully completed.
  • Multiple documents constituting one transaction must clearly indicate on each document the order of recording; any re-recording expenses from improper order of recording will be paid by party submitting document.
  • Re-recording of document must be re-acknowledged.
  • Deed with transfer tax in more than one municipality must stipulate division of transfer taxes.
  • Deeds and mortgages and assignments must have certified grantee / mortgagee address; certifications should be signed.
  • If you are recording multiple documents, we cannot accept a check for more than five documents - a separate check will need to be enclosed for the additional documents over the first five.

In addition to the above items Westmoreland County requires a PIN (parcel identifier number) be on all documents. This is a 10 digit number in our county.