What if names don’t match prior records?

If grantor or grantee names differ from prior recorded instruments, the county recorder or title company may reject the deed or require an affidavit of identity. Prepare supporting ID, recorded instrument citations, and a corrective affidavit to avoid rejections and delays.

Can I use remote online notarization?

Remote Online Notarization (RON) is permitted in most states but requirements vary; ensure identity proofing, audio-video recording retention, and notary journal practices meet state rules before relying on RON for recording.

Will electronic signatures be accepted?

Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, but some recorders or specific instrument types may require in-person notarization or additional steps; verify county recording rules in advance.

What causes a county recorder to reject a deed?

Common causes include missing legal descriptions, unsigned acknowledgements, incorrect fee payment, or improper formatting. Confirm county-specific margins, page counts, and return address requirements to reduce rejection risk.

How do I correct a recording error?

Submit an amended or corrective deed referencing the original instrument number and explaining the correction. Work with a title attorney to determine whether a corrective claim deed or affidavit is appropriate for the issue.

How long must I keep the electronic records?

Retain signed and recorded deeds for the ownership period plus recommended retention (three to seven years); tax-related items follow IRC §6501(a), and HIPAA-covered attachments require six years under 45 CFR §164.530(j).

Electronic Signature
Templates
Miscellaneous
Real Estate Claim Deed

Real Estate Claim Deed

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

REAL ESTATE CLAIM DEED

This Real Estate Claim Deed (this Deed) is executed this by and between the undersigned parties identified below.

Parties

Grantor (Owner Conveying Interest) Grantor Address Grantee (Recipient of Conveyance) Grantee Address

WHEREAS

WHEREAS, Grantor is the present owner of certain real property and any interest, estate or claim in and to that property described below; and

WHEREAS, Grantor desires to convey, release and quitclaim to Grantee all of Grantor's right, title and interest in the Property (as defined below) without covenant of warranty, subject only to the exceptions and reservations set forth in this Deed; and

WHEREAS, the parties intend that this conveyance effectuate transfer of any claim, interest or estate Grantor may have in the Property, if any, and not to create or enlarge any interest beyond that which Grantor actually possesses.

Property Description

Common Address / Location Legal Description Parcel / Tax Identification Number

Consideration

For good and valuable consideration in the total sum of dollars, receipt and sufficiency of which is acknowledged, Grantor hereby remises, releases, and quitclaims to Grantee all right, title, interest and claim in and to the Property.

Grant, Release and Conveyance

Grantor, for the consideration stated above, does hereby remise, release, convey and forever quitclaim to Grantee and Grantee's heirs, successors and assigns all of Grantor's right, title and interest, if any, in and to the Property, together with all hereditaments, appurtenances and rights belonging thereto.

The conveyance effected by this Deed is a quitclaim and is made without express or implied warranty of title, representation, or covenant, except as expressly set forth herein. Grantor expressly disclaims any warranty as to title and makes no assurance as to the extent of interest being conveyed.

Exceptions, Reservations and Encumbrances

Known Exceptions or Reservations (if any) Outstanding Liens or Encumbrances (if known)

Possession and Delivery

Grantor covenants that Grantor will deliver possession of the Property to Grantee upon recordation of this Deed, subject to the exceptions and reservations set forth above. Title, if any, shall vest in Grantee as of the Effective Date specified herein.

Representations and Authority

Grantor represents and warrants to Grantee that, to Grantor's knowledge, Grantor is the owner of the interest being conveyed and has full right and lawful authority to execute and deliver this Deed. Grantor further represents that no action, suit, or proceeding is pending that would impair the authority to convey the interests described herein, except as disclosed in the exceptions above.

Further Assurances

At Grantee's request and expense, Grantor shall execute and deliver such further documents and instruments and take such further actions as may be reasonably necessary to effectuate the transfer and vesting of the interest conveyed by this Deed.

Governing Law

This Deed shall be governed by and construed in accordance with the laws of the State where the Property is located. Any dispute arising under this Deed shall be resolved in the courts of that State and County.

Entire Agreement

This Deed constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings and agreements between the parties relating thereto. Any amendment must be in a written instrument signed by both parties.

Recording Instructions

County for Recordation Recorder's Office Instructions

Acknowledgment

State of , County of . On the date set forth above, before me, a notary public in and for said State, personally appeared the Grantor named in this Deed, proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to this instrument, and acknowledged to me that he/she/they executed the same for the purposes therein contained.

Notary Name: My commission expires:

Grantor (Printed Name):

By:

Date:

Grantee (Printed Name):

By:

Date:

What a Real Estate Claim Deed Is and when it’s used

A Real Estate Claim Deed is a document used to transfer or assert ownership rights, clarify title interest, or record a corrective change to a property deed. It typically identifies parties, describes the property by legal description, states the nature of the claim or transfer, and is signed, acknowledged, and recorded with the local county recorder. Claim deeds are used to resolve title disputes, memorialize a transfer that lacks an earlier recorded instrument, or clear ambiguous ownership language; proper notarization and correct legal description are essential for record acceptance.

Step-by-step: completing a Real Estate Claim Deed

Follow this sequence to reduce errors and ensure the deed is recordable at the county recorder's office.

01

Gather documents: Obtain prior recorded deed and current title information.
02

Complete form: Fill grantor, grantee, legal description, consideration, and effective date.
03

Authenticate: Sign before a notary or follow RON procedures where allowed.
04

Record: Submit to county recorder with required fee and copies.

Who typically prepares or signs a claim deed

Responsibilities vary by role: preparers ensure legal description accuracy, signers confirm identity, and recorders validate form and fees.

Title companies and closers that need to correct or clarify title chains during closing or insurance underwriting.
Attorneys representing sellers or buyers when a recorded instrument is missing or requires correction for clear title.
Individual property owners or trustees who must correct deed language or assert ownership interests after an internal transfer.

Essential parts of a professionally prepared Real Estate Claim Deed

A complete claim deed collects specific legal data, verification steps, and recording metadata so the county accepts it and title downstream is clear.

Parties

Clearly identify grantor(s) and grantee(s) using full legal names, business suffixes, trustee designations, and any capacity (e.g., 'as trustee').

Legal description

Provide the recorded legal description verbatim; include parcel numbers when available to assist county indexing and prevent ambiguity in the public record.

Recital of claim

Explain the nature of the claim or corrective transfer concisely: reference prior instrument by book and page or document number where possible.

Consideration clause

Record the consideration (specific amount or nominal language) so recording fees and tax consequences can be calculated and assessed properly.

Acknowledgement

Include a notary acknowledgement block or RON notation conforming to state requirements, with notary name, commission number, and expiration date if applicable.

Recording block

Reserve a stamp area for county use and include instructions for return address and additional copies; omit extraneous text that may interfere with recorder stamping.

File formats, downloads, and supporting paperwork

Deliver signed deeds in common formats and attach any documents recorders require to streamline submission and vendor workflows.

PDF/A

Provide a flattened, print-ready PDF/PDF-A that preserves signature appearance and supports county electronic recording systems.

Editable DOCX

Keep a DOCX copy for legal edits and version control; store a locked PDF for recording to prevent accidental changes.

Recorded references

Include copies or citations of prior instruments, plat maps, and title insurance references to justify the claim being recorded.

Notary attachments

Attach notarial certificate, RON session log, and identification affidavits when the county requires supplemental verification materials.

Security and compliance details to preserve evidentiary value

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: IP, timestamp, action log

ESIGN / UETA: Legal framework compliance

HIPAA option: BAA available

Access controls: Role-based permissions

Consequences of errors or incomplete filings

Recording rejection: Document returned

Title clouding: Insurance issues

Tax exposure: Unclear basis

Delayed closings: Transaction holds

Legal dispute: Potential litigation

Increased fees: Re-recording cost

Common mistakes to avoid when preparing the deed

Using an informal property description or street address only; county recorders generally require the recorded legal description to index instruments properly.
Mismatching or abbreviated party names that differ from prior recorded documents; inconsistencies frequently trigger title company requests and delays.
Omitting a notary acknowledgement or using an out-of-jurisdiction notary when local law or recorder rules require in-state or RON formats.
Failing to attach prior instrument references or title company demands when the claim corrects or depends on earlier records.

Workflow overview: from draft to county recording

A straightforward workflow reduces rejection risk: prepare, authenticate, submit, and retain consistent records at each stage.

Prepare: Assemble prior deeds, legal description, and supporting exhibits.
Sign: Obtain signatures with notary or approved RON provider.
Record: Submit to county recorder with applicable fees and copies.
Distribute: Return recorded copy to parties and title insurer.

Configuring electronic completion and notarization steps

Set up the document workflow to capture signatures, notarization evidence, and required metadata before sending to the recorder.

Field mapping	Map grantor, grantee, and legal description fields to master data
Authentication	Use email + SMS or KBA where required
Notary step	Include RON session or in-person notary step
Return routing	Automate delivery of recorded copy to parties
File naming	Use CountyName_PropertyID_Deed.pdf

Digital signing, integrations, and technical needs

Ensure audit trails and exportable session logs are retained for the recorder, title insurer, and future chain-of-title needs.

Integrations: Salesforce, NetSuite, Microsoft 365
File types: PDF, DOCX, flattened PDF
Authentication: Two-factor or KBA options

Comparison: signNow and other eSignature vendors for deed processing

Pricing and feature models vary; place signNow first for contrast and confirm vendor plans directly before purchase decisions.

	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	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of claim deeds in practice

These brief examples show how professionals and small businesses used electronic workflows to resolve title or recording issues.

Tim Martin — Martin Properties

Tim Martin used an online signing workflow to correct recorded deed language

session captured notarization and audit trail
The recorded correction reduced closing delays, satisfied the title company, and delivered a recorded copy to all parties promptly.

Brian Fitzgibbons — Optica Ventures LLC

Optica Ventures completed a corrective claim deed using an eSignature platform

digital notarization evidence was retained
The title insurer accepted the instrument after review, enabling the investment closing to proceed without in-person signings.

Frequently asked questions about Real Estate Claim Deeds

Answers below address common execution, recording, and evidentiary concerns when preparing a claim deed.

Need help? Contact support

What if names don’t match prior records?
If grantor or grantee names differ from prior recorded instruments, the county recorder or title company may reject the deed or require an affidavit of identity. Prepare supporting ID, recorded instrument citations, and a corrective affidavit to avoid rejections and delays.
Can I use remote online notarization?
Remote Online Notarization (RON) is permitted in most states but requirements vary; ensure identity proofing, audio-video recording retention, and notary journal practices meet state rules before relying on RON for recording.
Will electronic signatures be accepted?
Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, but some recorders or specific instrument types may require in-person notarization or additional steps; verify county recording rules in advance.
What causes a county recorder to reject a deed?
Common causes include missing legal descriptions, unsigned acknowledgements, incorrect fee payment, or improper formatting. Confirm county-specific margins, page counts, and return address requirements to reduce rejection risk.
How do I correct a recording error?
Submit an amended or corrective deed referencing the original instrument number and explaining the correction. Work with a title attorney to determine whether a corrective claim deed or affidavit is appropriate for the issue.
How long must I keep the electronic records?
Retain signed and recorded deeds for the ownership period plus recommended retention (three to seven years); tax-related items follow IRC §6501(a), and HIPAA-covered attachments require six years under 45 CFR §164.530(j).

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