Recording Documents

The following is offered as general recording information for the Jefferson County Clerk’s office. This information should not be construed as legal advice or as a substitute for consulting an attorney for legal advice.

ORS 205.510, 130, 135 & 246 prohibits this office from:

• Giving legal advice
• Helping fill out documents
• Suggesting what type of documents to use
• Accepting illegible documents
• Recording documents other than those specified by Oregon and federal law

When an instrument required or permitted by law to be recorded is presented for recording and does not comply with all applicable recording requirements, a $20 non-standard document fee will be charged in addition to the regular recording fees.

First Page Requirements (ORS 205.234)

• Name(s) of the transaction(s)/Title – An instrument required or permitted by law to be recorded shall be clearly labeled in sufficient detail to enable the clerk to record the instrument in the appropriate record.  (ORS 205.236 (1))  An instrument describing two or more transactions required or permitted by law to be recorded as separate instruments may be recorded when the instrument is labeled in sufficient detail to enable the clerk to record the transactions in the appropriate records and the transactions described in the instrument involves the same properties.  (ORS 205.236 (2)).  Each transaction is subject to a $5 recording fee. 
• Names of the parties – The names of all affected parties must be listed on the first page of the instrument (ORS 205.125 (1)(a) and (b) and 205.160).
• Return to address – The name and mailing address of the person and/or company the instrument will be returned to after recording (ORS 205.180).
• Consideration – Instruments conveying or contracting to convey title to any real estate, the true & actual consideration paid for such transfer (ORS 93.030).
• Tax statement address – Instruments conveying or contracting to convey fee title to any real estate, a statement in substantially the following form shall be on the first page of the document (followed by the applicable party’s name and mailing address): (ORS 93.260)
  • Until a change is requested, all tax statements shall be sent to the following address:
• County Clerk Lien records – Instruments recorded in the County Clerk Lien Record, the lien amount  or the full or partial satisfaction, if any, of any lien claim created by the order of warrant (ORS 205.125 (1)(c) and (e)).
• Mortgage or Trust Deed assignments – Instruments assigning a mortgage or trust deed, the name and address of the assignee mortgagee or assignee trust deed beneficiary.  (ORS 205.234 (1)(g))

If an instrument presented for recording does not contain the required information on the first page, a cover sheet may be prepared that contains ALL the required information.  The cover sheet must be prepared by the person presenting the instrument for recording and will be recorded as a part of the instrument. The $5.00 per page fee applies to cover sheets.  

Recording Corrected Documents 

An instrument previously recorded may be rerecorded to make corrections in the original instrument.  The corrected document does not need to be acknowledged again.  The following “rerecording certificate” must be affixed to the first page of the instrument or to a cover sheet:

RERECORDED AT THE REQUEST OF _______________ TO CORRECT ___________.  PREVIOUSLY RECORDED IN BOOK _______ AND PAGE ______, OR AS FEE NUMBER _________.

If you do not have the original document to correct and re-record with the above statement, you may record an unaltered certified copy of the original instrument along with a cover page clearly indicating the changes or corrections.  You may attach additional pages to the unaltered certified copy.

Document Copies

• Certified copies - $7.75 for the first page, $.25 for each additional page (ORS 205.320 (1) (c) and (d))
• Uncertified copies - $4.00 for the first page, $.25 for each additional page (ORS 205.320 (1) (c))
• Copy requests ­– Copy requests can be made via the telephone, fax, e-mail or in person.  All copy requests are subject to prepayment.  If you wish to order document copies, please remit the correct fees to the Jefferson County Clerk’s office.  If you are unsure of the amount, please include a blank check made payable to the Jefferson County Clerk with the statement – “AMOUNT IS NOT TO EXCEED XX.XX”.  We will fill in the appropriate amount and send the document(s) to you with a receipt.

For more information please contact the Jefferson County Clerk’s office at 541-475-4451.  Our office hours are Monday through Friday, 8 a.m. to 5 p.m.

E-mail inquiries may be send to:

kzemke@jeffco.net

molivera@jeffco.net