Scope
Specify types of records to be prepared or recorded, geographic limits, exclusion lists, and any third-party vendor responsibilities to avoid scope creep and litigation.
A Recording Services Agreement clarifies who prepares, submits, and pays for recordable documents, reduces filing errors, and allocates liability. It protects parties from unexpected recording fees, defines retention and delivery standards, and sets procedures for corrections and dispute resolution.
The Recording Services Agreement is used by parties that manage or transfer recorded documents and need clear recording responsibilities and procedures.
Use this agreement to assign recording tasks, allocate costs, and set submission standards to avoid rejections.
Specify types of records to be prepared or recorded, geographic limits, exclusion lists, and any third-party vendor responsibilities to avoid scope creep and litigation.
State accepted file formats, physical versus electronic submission methods, transmission security measures, and expected turnaround times for initial delivery and final recording.
List base fees, per-document charges, reimbursement for government fees and courier costs, payment terms, late fees, and any conditional fee increases.
Allocate risk through indemnities, limits on consequential damages, insurance requirements, and procedures for claim notice and defense to manage exposure.
Define retention periods for originals and copies, chain-of-custody procedures, archival formats, and responsibilities for long-term storage and retrieval.
Describe correction processes, re-filing obligations, timeframes for remedial action, and who pays additional recording fees or penalties.
| Field | Configuration |
|---|---|
| Signature Order | Sequential signing with final signatory triggered |
| Authentication | Email plus SMS code or KBA optional |
| Notary Integration | RON or local notary workflows enabled |
| Delivery Copies | Automatic PDF and audit trail distribution to all parties |
Ensure your eSubmission platform supports required file formats, signer authentication, and secure transmission to the chosen recorder or portal.
Effective date must be clearly stated in MM/DD/YYYY.
Complete notarization prior to submission to recorder.
Confirm state and county allow RON prior to use.
Obtain and retain official recording number or stamp.
Retention begins on effective date or recording date.
Prepare agreement, secure internal approvals, and finalize exhibits.
Collect signatures, complete notarization or RON, and verify signer authority.
Submit documents via portal or in-person with required fees.
Retrieve recording number, attach stamp, and store per retention policy.
A county clerk engaged a vendor under a Recording Services Agreement to manage bulk land record indexing and remote filings.
A title company used an agreement to define who submits satisfactions and lien releases to county recorders and to set processing SLAs.
| 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 by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Varies by plan | Varies by plan | Varies by plan | Varies by plan |