Can this affidavit be electronically signed?

Yes, electronic signatures are valid under the ESIGN Act and UETA when parties consent and the platform preserves an auditable record; confirm that the receiving office accepts e-signed and e-notarized documents.

Is notarization always required?

Not all jurisdictions require notarization, but recorders and title insurers commonly expect a notarized affidavit. Check local recorder or transfer agent rules before submission.

What if I entered incorrect information?

Prepare a corrective affidavit or amendment as soon as possible and re-submit. In some cases a court affidavit or corrective deed may be necessary; consult counsel for complex errors.

Who can sign as the transferee?

An authorized individual for the transferee (owner, officer, or agent with written authorization) should sign. Entities often require a corporate officer or an authorized representative.

How long should I retain the affidavit?

Retain originals for the active term plus at least three years; longer retention applies for tax or HIPAA-related records per federal rules.

Will a recorder accept RON-notarized affidavits?

Some recorders accept RON; acceptance varies by state and county. Confirm local RON acceptance and ensure the RON provider meets identity-proofing and record-retention requirements.

Electronic Signature
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Affidavit by Initial Transferee

Affidavit by Initial Transferee

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

AFFIDAVIT BY AN INITIAL TRANSFEREE

(Top 3 inches reserved for recording data)

AFFIDAVIT BY AN INITIAL TRANSFEREE

by Individual

Minn. Stat. 523.11 subd. 4 (1984)

Minnesota Uniform Conveyancing Blanks

Form 100.2.3 (2011)

State of Minnesota, County of

on oath says:

being first duly sworn,

1. Affiant is an initial transferee named in that deed dated (month/day/year), and filed for record on (month/day/year)

as Document Number (or in Book Page ), in the Office of the County Recorder Registrar of Titles of County, Minnesota,

from as Attorney-in-Fact for as Grantor and Principal,

relating to real property in County, Minnesota, legally described as follows:

Check here if all or part of the described real property is Registered (Torrens)

2. Affiant had not received, at the time of the conveyance, a written instrument of revocation of that certain Power of Attorney dated (month/day/year) and filed for record on (month/day/year) as Document Number

(or in Book of Page ), in the Office of the County Recorder Registrar of Titles of County, Minnesota.

Note: Remainder of page left blank, signature page follows.

Page 2 of 2

Minnesota Uniform Conveyancing Blanks Form 100.2.3

Affiant

Signed and sworn to before me on (month/day/year)

by

(Stamp)

Title (and Rank):

My commission expires: (month/day/year)

THIS INSTRUMENT WAS DRAFTED BY:

What the Affidavit by Initial Transferee Is

An Affidavit by Initial Transferee is a sworn written statement by the party who first receives title or ownership following a transfer. It documents facts about the transfer — who transferred, who received, the consideration, and any liens or encumbrances known at signing. The affidavit is often required for recording, clearing title, or satisfying tax or transfer-reporting requirements. It must be completed accurately, signed under oath, and typically notarized or otherwise authenticated to be accepted by recorders, transfer agents, or other authorities.

Why this affidavit matters

The affidavit creates a written, sworn record that supports chain-of-title, clarifies tax reporting responsibilities, and helps short-circuit recording or transfer issues by providing a clear transfer history.

Who typically completes or relies on this affidavit

Parties and professionals use this affidavit to document an initial transfer and to provide evidence for recorders, tax authorities, and title stakeholders.

Initial Transferee — prepares and signs the affidavit to declare the facts of receipt and ownership.
Title Companies / Recorders — review the affidavit to accept or index the transfer for chain-of-title purposes.
Attorneys / Brokers — submit affidavits when clearing title, resolving claims, or supporting closings.

Accurate completion reduces follow-up requests, supports correct tax reporting, and helps prevent delays in recording or title insurance issuance.

Step-by-step: completing the affidavit

Follow these steps in order to produce a valid affidavit suitable for recording or internal transfer records.

01

Prepare details: Collect IDs, deed or transfer instrument, and payment/consideration records.
02

Complete form: Enter names, legal descriptions, dates, and consideration accurately.
03

Authenticate: Sign under oath before a notary or use accepted RON procedures if allowed.
04

Distribute: Send signed affidavit to recorder, title company, and payer as required.

Digital workflow settings for e-completion

Configure your electronic workflow to match authentication, field logic, and distribution needs before sending the affidavit for signature.

Field	Configuration
Authentication	Email + SMS code or stronger KBA where required
Field Types	Text, date (MM/DD/YYYY), checkbox, signature block
Template	Save as reusable template with conditional notary block
Notifications	Auto-send completed copy to recorder and title insurer

Technical considerations for e-completion and notarization

Confirm that your signing platform supports the authentication, file formats, and integrations your process requires before beginning.

File formats: PDF, Word DOCX accepted
Integrations: Salesforce, NetSuite, Google Workspace available
Notarization support: RON or in-person options where permitted

How the affidavit typically moves from draft to record

A clear four-step path helps avoid processing delays and ensures the affidavit is accepted where required.

Upload or prepare: Place required fields and attachments into your template.
Sign and notarize: Signer authenticates and the document is notarized in person or via approved RON.
Send to stakeholders: Deliver completed affidavit to recorder, title insurer, and payer.
Record or archive: Recorder indexes the document or you retain a certified copy in records.

Timing and practical deadlines to consider

Timely handling reduces title issues, tax complications, and potential penalties. Check local rules for specific filing windows.

Prompt recording:

Record immediately or as soon as practical to protect chain-of-title.

Tax reporting window:

Provide transfer details to payers within customary reporting cycles.

Notary retention:

Notaries may retain journals per state rules; check local retention.

RON session records:

Audio-video sessions typically retained 5–10 years where RON is used.

Amendments:

File corrected affidavits promptly when errors are discovered.

Key milestones from signing to final record

A typical milestone sequence helps teams coordinate notarization, distribution, and recording tasks.

01

Sign-off

Transferee signs under oath and completes notary block.

02

Notarization

Notary validates identity and notarizes the statement.

03

Submission

Send the notarized affidavit to the recording office or transfer agent.

04

Indexing

Recorder indexes or agent updates records and notifies parties.

Common preparation mistakes to avoid

Name mismatches delaying recording and verification
Vague property or security descriptions causing rejection
Missing notarization or improper notary acknowledgment
Failure to provide required supporting documents

Principal risks and potential consequences

Perjury risk: Criminal exposure for false sworn statements

Transfer invalidation: Title or transfer could be challenged

Recording delays: Delayed indexing and chain-of-title gaps

Civil liability: Claims for damages from inaccurate statements

Tax exposure: Incorrect reporting may trigger withholding

Notary rejection: Improper notarization can void acceptance

How this affidavit differs from related forms

Compare the Affidavit by Initial Transferee to nearby document types to choose the correct form for your needs.

Criteria	Affidavit by Initial Transferee	Deed Acknowledgement	Transfer Tax Affidavit
Purpose	document transfer facts	verify grantor identity	calculate transfer tax
Notarization	usually required	required	varies by jurisdiction
Recorder filing	often filed	filed with deed	filed with tax authority
Typical signers	transferee	grantor/grantee	payor or transferee

eSignature vendor comparison for completing this affidavit

Select an eSignature provider that supports notarization workflows, secure audit trails, and the compliance standards your industry requires.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Core sections every professional affidavit should include

A well-formed affidavit presents declarant identity, transfer facts, legal descriptions, supporting evidence, signature/notary, and distribution instructions.

Declarant Identity

Full legal name, capacity (individual or entity), and contact information for the transferee making the sworn statement.

Transfer Facts

Clear statement of what was transferred, from whom, the date of transfer, and how title or ownership was delivered.

Property Description

Precise legal description for real property or unique identifiers for securities or personal property transferred.

Consideration

Exact monetary amount or detailed description of non-cash consideration exchanged for the transfer.

Supporting Evidence

Attach deeds, bills of sale, or settlement statements that substantiate the transfer and amount stated.

Authentication

Signature under oath, notary acknowledgment, and notary information or RON certification where applicable.

Practical tips for accurate and efficient completion

Adopt these practices to minimize rework and speed acceptance by recorders and other stakeholders.

Use consistent names

Match names to government ID or entity formation documents to avoid identity verification issues.

Attach evidence

Include copies of the transfer instrument and payment records to reduce back-and-forth requests.

Validate descriptions

Confirm legal descriptions or identifiers with title records or security registries before filing.

Plan notarization

Confirm whether in-person notarization or RON is accepted by the receiving office and prepare accordingly.

Real-world examples of common uses

These brief scenarios show typical situations where an Affidavit by Initial Transferee is used to resolve transfer or recording needs.

Case Study 1

A buyer receives title to a residential parcel and prepares the affidavit to accompany the deed

The affidavit lists transfer date, purchase price, and parcel ID
The recorder accepted the affidavit with the deed, preventing a later title search dispute and enabling prompt title insurance issuance.

Case Study 2

A brokerage transfers securities to a new holder and files an affidavit with the transfer agent

The document identifies CUSIP, number of shares, and consideration
The agent used the affidavit to update ownership records and avoid a freeze pending further verification.

Frequently asked questions about the affidavit

Answers to common questions about validity, signing, notarization, and what to do if mistakes are found.

Need help? Contact support

Can this affidavit be electronically signed?
Yes, electronic signatures are valid under the ESIGN Act and UETA when parties consent and the platform preserves an auditable record; confirm that the receiving office accepts e-signed and e-notarized documents.
Is notarization always required?
Not all jurisdictions require notarization, but recorders and title insurers commonly expect a notarized affidavit. Check local recorder or transfer agent rules before submission.
What if I entered incorrect information?
Prepare a corrective affidavit or amendment as soon as possible and re-submit. In some cases a court affidavit or corrective deed may be necessary; consult counsel for complex errors.
Who can sign as the transferee?
An authorized individual for the transferee (owner, officer, or agent with written authorization) should sign. Entities often require a corporate officer or an authorized representative.
How long should I retain the affidavit?
Retain originals for the active term plus at least three years; longer retention applies for tax or HIPAA-related records per federal rules.
Will a recorder accept RON-notarized affidavits?
Some recorders accept RON; acceptance varies by state and county. Confirm local RON acceptance and ensure the RON provider meets identity-proofing and record-retention requirements.

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