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Notice of Completion

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NOTICE OF COMPLETION--CORPORATION

Prepared by, recording requested by

and return to:

Name:

Company:

Address:

City: State: Zip:

Phone:

Fax:

--Above this Line for Official Use Only-------

NOTICE OF COMPLETION--CORPORATION
(M.C.A. § 71-3-533)

COMES NOW, , as the representative

of a

corporation which owns the property undergoing improvements at

and would provide Notice of the following:

1. On or about the day of , 20 the following acts and/or events occurred:

A. The contracting owner, his agent, or representative provided a written acceptance of the building, improvement, or structure, or

B. Labor upon the building, improvement, or structure or the alteration, addition to, or repair thereof ceased for thirty (30) days.

2. The work or improvement was completed on the day of

20 or labor ceased on the day of , 20

for a period of days from the day of , 20 to the day of , 20

3. The contracting owner's name and address is

4. The nature of the title, if any, of the person signing the notice is

5. The property undergoing improvements is sufficiently described for identification as:

6. The name of the contractor, if any, is

Notice of Completion

This the day of , 20

Attest:

Secretary

Signature

Type or Print Name

Title

Corporation

State of Montana

County of

()

Signed and sworn to (or affirmed) before me on by

i.e. contractor or his agent).

(SEAL)

Notary Public

Title (and Rank):

Printed Name:

Residing at:

My Commission Expires:

MT § 71-2-533(3)

Notice of Completion

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What a Notice of Completion Is and when it applies

A Notice of Completion is a recorded document used most commonly in construction and real estate to declare that work on a project or portion of a project is finished. Recording or serving this notice typically starts or shortens statutory timeframes for lien claims, final payments, and related title matters. The form identifies the project, owner, contractor, and completion date and directs interested parties where to file claims. Requirements and effects vary by state; verify local recording office procedures and any witness or notarization steps required where the property sits.

Why filing a Notice of Completion matters

Filing a Notice of Completion clarifies when the work finished, can shorten mechanics’ lien claim windows, and helps property owners and contractors resolve final accounting and closeout tasks efficiently.

Why filing a Notice of Completion matters

Which parties commonly prepare or receive this notice

Typical parties either file or rely on a Notice of Completion during project closeout.

  • General contractors — Prepare and record notices to set final lien deadlines and trigger closeout obligations.
  • Property owners / developers — Rely on recorded notices to limit potential lien exposure and finalize payments.
  • Subcontractors / suppliers — Monitor notices to preserve or assert lien rights within shortened claim periods.

Roles vary by project size and state law; confirm which party must record, serve, or mail the notice in your jurisdiction.

Step-by-step: filling and filing a Notice of Completion

Follow these core steps to prepare, execute, and distribute the notice correctly.

  • 01
    Prepare form: Gather contract, permit, and property legal description.
  • 02
    Enter details: Complete project, parties, and completion date fields accurately.
  • 03
    Authenticate: Sign and notarize if your state or county requires acknowledgment.
  • 04
    Record/serve: Record at county recorder and serve required parties per state rules.

Typical workflow from completion to recorded notice

A clear workflow reduces errors and preserves statutory rights; these steps map a common path.

  • Draft: Create the notice with exact party and site information.
  • Review: Confirm dates and legal descriptions against contracts and permits.
  • Sign: Obtain required signature and notarial acknowledgment if applicable.
  • Record: File with county recorder and retain a certified copy.

Digital workflow settings to streamline Notices of Completion

Recommended configuration options when using an eSignature platform to prepare and deliver the notice.

Field Configuration
Template Pre-fill project and party fields to prevent transcription errors.
Signer Authentication Use email + SMS OTP or ID verification for attribution and audit trail strength.
Notary / RON Enable remote online notarization workflow where available and permitted.
Recording Attachments Include legal description and supporting exhibits as PDF attachments.

Technical considerations for eSubmission and eSignature

Choose a platform that produces court-acceptable PDFs and retains a tamper-evident audit trail.

  • File formats: PDF, DOCX accepted
  • Integrations: Connectors for Google Drive, Box
  • Authentication: Email, SMS, or KBA

Platforms with PDF/A output, audit trails, and integrations to cloud storage simplify recording, distribution, and long-term retention for Notices of Completion.

Essential parts of a professional Notice of Completion

A complete notice reduces disputes and ensures it functions as intended when recorded or served.

Project ID

Clear project name and address, plus parcel or legal description so title searches and recorder staff can match the record to the correct property without ambiguity.

Party Details

Full legal names and contact addresses for owner, contractor, and any agent, ensuring notices and subsequent enforcement steps reach the correct legal entities and representatives.

Completion Date

A precisely formatted completion date (MM/DD/YYYY) that establishes the start or adjustment of statutory lien periods and final payment deadlines.

Notary Block

Notarial acknowledgment or verifier section when the jurisdiction requires notarization or remote online notarization for filing or self-proving effect.

Recorder Section

Space to capture county recorder stamps, filing number, and recording date so all parties have definitive proof of public record filing.

Distribution Instructions

Designated method and required recipients for service after recording, including certified mail or personal delivery when state law prescribes notice to claimants.

Security and compliance features to verify in eSignature tools

Encryption in transit: TLS 1.2/1.3 encryption
Encryption at rest: AES-256 file storage
Audit trail: Time, IP, action logs
Certifications: SOC 2 Type II available
Regulatory support: ESIGN and UETA compliance
Healthcare BAA: HIPAA support with BAA

Common legal risks if the notice is incorrect or mishandled

Lost protection: Shortened or missed lien windows
Recording defects: Title search mismatches and rejections
Service errors: Invalid service can void statutory notice effect
Incorrect dates: Misstated completion date alters claim deadlines
Noncompliance: Failure to notarize when required
Dispute exposure: Increased litigation risk over final payment

Timing and recording expectations to watch

Timeframes and deadlines depend on state lien statutes and local recording office procedures; record promptly to protect rights.

Record promptly:

Recording starts or alters lien timelines in many jurisdictions.

Service windows:

Some states require notice served to claimants within set days.

Notary timing:

Notarize before recording if state demands acknowledgment.

County processing:

Allow extra time when recorders require manual review.

State variance:

Deadlines differ substantially by state statute and county practice.

eSignature vendor comparison for preparing and signing Notices of Completion

Compare baseline pricing and capabilities relevant to document preparation and secure electronic signing; signNow appears first per platform comparison conventions.

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 free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Practical tips for accurate and efficient completion

Adopt consistent habits to reduce recording errors and disputes when issuing Notices of Completion.

Verify names and descriptions
Cross-check owner, contractor, and legal description against title records and contract exhibits to prevent misfiling; inconsistency can cause the recorder to reject the filing or create ambiguity during lien enforcement.
Use standardized templates
Prepare a template that includes mandatory fields and notarial language required by your county; templates reduce manual entry mistakes and help nonlawyers submit consistent, recorder-friendly documents.
Record promptly
File the notice with the county recorder as soon as the project reaches the defined completion milestone; late recording can allow unexpected lien windows or complicate final escrow closings.
Retain certified copies
Keep a certified recorded copy and a timestamped electronic version with audit trail and attachments for at least the retention period required by state and federal law.

Frequently asked questions about Notices of Completion

Answers to frequently asked questions that help avoid common filing problems and preserve statutory rights.


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