Can a deed be signed remotely?

Remote online notarization (RON) is accepted in many states but not universally; verify the county recorder and state notary rules before relying on RON for a deed.

What if the grantor's name differs?

Mismatched names can prevent notarization or recording. Obtain evidence of name variation, correct the deed, or have the grantor provide a legal affidavit before recording.

Is a witness always required?

Witness requirements vary by state; some require none while others (for example Florida) require two witnesses for deeds. Confirm local statutes or county practice.

Can I send a scanned signed deed for recording?

Most county recorders require original wet-ink signatures with notary stamps for deeds; scanned copies may be used for interim purposes but not for final recording unless the recorder accepts electronic recording.

Who pays recording fees?

Recording fees are typically paid by the requester or as agreed in escrow instructions; specify responsibility in the letter to avoid disputes.

What happens if the deed is rejected?

If rejected, the recorder will note the defect. Promptly correct the issue (name, legal description, notarization) and resubmit; retain copies and the rejection notice for the record.

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Letter Requesting Execution of Quitclaim Deed

Letter Requesting Execution of Quitclaim Deed

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

What the Letter Requesting Execution of Quitclaim Deed Is

A Letter Requesting Execution of Quitclaim Deed is a formal written request from one party to another asking that a quitclaim deed be signed and delivered to transfer whatever interest the signer holds in a property. The letter identifies the property, the current owner(s), the intended grantee, and any requested timeframe for signing. It typically accompanies a prepared quitclaim deed, instructions for execution, and information about notarization or witness requirements. The letter helps ensure the signer understands the purpose and logistics of executing the deed and provides a clear record of the request.

Why a Clear Execution Request Matters

A concise, properly prepared letter reduces confusion, speeds execution, and creates a written record that supports later recording of the deed.

Who Typically Prepares and Receives This Letter

The letter is most often prepared by the party requesting the transfer, their attorney, a title company, or an escrow agent to obtain the grantor's signature.

Title companies and escrow agents requesting signature completion and return to enable recording.
Individual grantees asking the current owner to sign a deed to remove or transfer interest.
Attorneys or estate representatives coordinating property transfers as part of probate or settlement.

Step-by-Step: Preparing and Sending the Execution Request

Follow these sequential steps to prepare a complete letter and ensure the quitclaim deed can be signed, notarized, and recorded with minimal delays.

01

Prepare Deed: Draft a completed quitclaim deed with accurate legal description
02

Draft Letter: Write a concise request that references the deed and required actions
03

Include Instructions: Specify notarization, witness, and return methods
04

Send and Track: Deliver by tracked mail, courier, or secure eSignature link and log delivery

How the Request and Execution Flow Typically Works

This overview describes the common interactions between sender, grantor, notary, and recorder from request to final recording.

Sender Prepares: Prepare deed, letter, and any return shipping materials
Deliver to Grantor: Provide documents with notarization instructions
Grantor Executes: Grantor signs in presence of notary/witnesses as required
Return & Record: Execute return of signed deed for recording with county recorder

Digital Workflow Settings to Consider

Configure these settings when sending the request and deed electronically to maintain an audit trail and meet authentication needs.

Field	Configuration
Authentication	Use email link or SMS code; consider KBA for higher assurance
Audit Trail	Enable full timestamps, IP addresses, and signer actions
Document Format	Use PDF/A for long-term preservation and compatibility
Notary Integration	Arrange remote online notarization or local notary appointment

Distribution Options and Platform Considerations

Choose delivery channels that match signer capability, legal requirements, and the need for secure authentication.

Email with PDF: Suitable for providing the deed and letter; not a substitute for in-person notarization
eSignature Service: Facilitates remote signing and audit trails; confirm notary and local legal acceptability
Courier or Mail: Physical delivery recommended when original signatures and notary stamps must be returned

Core Elements to Include in Every Execution Request Letter

Ensure the letter contains these six elements so the grantor and any intermediary have clear instructions and legal context for signing the quitclaim deed.

Identification

Full legal names of grantor(s) and grantee(s) and contact information for the delivering party to avoid ambiguity.

Property Details

Complete legal description and street address; include parcel ID if available to ensure correct recording.

Attached Deed

Reference and attach the exact quitclaim deed to be executed; specify any blanks that must be completed prior to signing.

Notary/Witness Needs

Specify required notary acknowledgement and the number of witnesses if the recording jurisdiction requires them.

Return Instructions

Set out how the executed deed should be returned and who will pay for recording or courier fees.

Timeline

State the requested completion date and any recording deadlines to help prioritize execution and return.

Supporting Documents to Send with the Letter

Including the right attachments simplifies signing and reduces follow-up queries from the grantor or notary.

Signed Quitclaim Deed

Provide a final, printable deed with signature and notary blocks pre-positioned and with the legal description included.

Prepaid Return Envelope

Include a postage-paid, pre-addressed envelope or courier label for returning the original signed document promptly.

Notary Guidance

Attach suggested notarial wording or local acknowledgment text to reduce confusion at the notary's office.

Identification List

List accepted forms of ID for the signer to present to the notary to streamline the appointment.

Common Preparation Pitfalls to Avoid

Using informal or incomplete property descriptions that are rejected by the county recorder.
Failing to match grantor names to government-issued identification, causing notarization delays.
Omitting return instructions or prepaid postage, which lengthens the time to record the deed.
Assuming remote notarization is valid without confirming the county recorder accepts RON-signed deeds.

Essential Execution Details to Verify

Grantor Name: Enter exact legal name

Grantee Name: Enter exact legal name

Legal Description: Full parcel or metes-and-bounds

Notary Requirement: Acknowledge if required

Witness Count: State number if applicable

Return Method: Specify courier or mail

Risks and Consequences of Incorrect Execution

Invalid Recording: Deed rejected by recorder

Chain-of-Title Issues: Unclear ownership history

Delay in Transfer: Extended settlement timelines

Potential Litigation: Disputes over ownership

Tax Reporting Errors: Incorrect property tax allocation

Notary Penalties: Fines for improper notarization

Typical Timelines and Deadlines to Expect

Allow adequate time for the signer to obtain notarization, return the executed deed, and for the county to process recording.

Signer Response:

Allow 7–14 days for signer to schedule notary and return the signed deed

Recording Time:

County recording typically takes 1–10 business days depending on workload

Courier Delivery:

Next-day or 2–3 day service for physical return depending on distance

Escrow Deadlines:

Comply with any escrow or settlement windows specified in the transaction

Follow-up:

Plan a reminder at 7 days and a second follow-up at 14 days if not returned

Key Milestones From Request to Recorded Deed

A sequential milestone view helps track progress from initial request through final recording and file retention.

01

Request Sent

Letter and deed delivered to grantor with instructions

02

Notary Appointment

Grantor signs before notary and any required witnesses

03

Return Received

Executed deed returned to sender or title company

04

Recording Completed

County records the deed and returns recorded copy

eSignature Vendor Pricing and Feature Snapshot for Execution Requests

Compare baseline pricing and selected feature points relevant to sending and tracking deed execution requests across common eSignature providers.

	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	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Execution Request Letter

Answers to common questions on execution, notarization, and recording to help avoid delays and ensure the quitclaim deed is accepted by the recorder.

Need help? Contact support

Can a deed be signed remotely?
Remote online notarization (RON) is accepted in many states but not universally; verify the county recorder and state notary rules before relying on RON for a deed.
What if the grantor's name differs?
Mismatched names can prevent notarization or recording. Obtain evidence of name variation, correct the deed, or have the grantor provide a legal affidavit before recording.
Is a witness always required?
Witness requirements vary by state; some require none while others (for example Florida) require two witnesses for deeds. Confirm local statutes or county practice.
Can I send a scanned signed deed for recording?
Most county recorders require original wet-ink signatures with notary stamps for deeds; scanned copies may be used for interim purposes but not for final recording unless the recorder accepts electronic recording.
Who pays recording fees?
Recording fees are typically paid by the requester or as agreed in escrow instructions; specify responsibility in the letter to avoid disputes.
What happens if the deed is rejected?
If rejected, the recorder will note the defect. Promptly correct the issue (name, legal description, notarization) and resubmit; retain copies and the rejection notice for the record.

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