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Maine Real Estate Transfer Tax Declaration

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MAINE REAL ESTATE TRANSFER TAX DECLARATION
Form RETTD

Do not use red ink.

1. County

2. Municipality

3. GRANTEE/PURCHASER

3a. Last name, first name, MI; or business name

3b. SSN or federal ID

3c. Last name, first name, MI; or business name

3d. SSN or federal ID

3e. Mailing address after purchasing this property

3f. Municipality

3g. State

3h. ZIP Code

4. GRANTOR/SELLER

4a. Last name, first name, MI; or business name

4b. SSN or federal ID

4c. Last name, first name, MI; or business name

4d. SSN or federal ID

4e. Mailing address

4f. Municipality

4g. State

4h. ZIP Code

5. PROPERTY

5a. Map

Block

Lot

Sub-lot

5b. Type of property - enter code number

5c. Physical location

5d. Acreage

Check any that apply

6. TRANSFER TAX

6a. Purchase price (If the transfer is a gift, enter “0”)

6a. Transfer tax

6b. Fair market value

7. DATE OF TRANSFER (MM-DD-YYYY)

8. CLASSIFIED. WARNING TO BUYER - If the property is classified as farmland, open space, tree growth, or working waterfront, a substantial financial penalty may be triggered by development, subdivision, partition, or change in use.

9. SPECIAL CIRCUMSTANCES. Were there any special circumstances with the transfer that suggest the price paid was either more or less than its fair market value? If yes, check the box and enter explanation below.

10. INCOME TAX WITHHELD. The buyer is not required to withhold Maine income tax because:

11. OATH. Aware of penalties as set forth in 36 M.R.S. § 4641-K, I declare that I have reviewed this return with the Grantor(s) and Grantee(s) and to the best of my knowledge and belief the information contained herein is true, correct and complete. Declaration of preparer is based on information provided by Grantor(s) and Grantee(s) and of which preparer has any knowledge.

PREPARER. Name of preparer

Phone number

Mailing address

Email address

Additional address line

Fax number

Rev. 11/18

BOOK/PAGE - REGISTRY USE ONLY

Not applicable

Real Estate Transfer Tax Declaration Instructions

The Real Estate Transfer Tax Declaration (Form RETTD) must be filed with the county Registry of Deeds when the accompanying deed is recorded. The Registry of Deeds will collect a tax based on the value of the transferred property. The tax is equals $2.20 for each $500 of value and is imposed half on the purchaser and half on the seller.

If the transferred property is in more than one municipality or if there are more than two sellers or buyers, a Supplemental Form must be completed.

PROPERTY TYPE CODES

VACANT LAND — Rural 101, Urban 102, Oceanfront 103, Lake/pond front 104, Stream/riverfront 105, Agricultural 106, Commercial zone 107, Other 120

COMMERCIAL — Mixed use 301, 5+ unit apt. 303, Bank 304, Restaurant 305, Medical 306, Office 307, Retail 308, Automotive 309, Marina 310, Warehouse 311, Hotel/motel/inn 312, Nursing home 313, Shopping mall 314, Other 320

INDUSTRIAL — Gas and oil 401, Utility 402, Gravel pit 403, Lumber/saw mill 404, Pulp/paper mill 405, Light manufacture 406, Heavy manufacture 407, Other 420

RESIDENTIAL — Rural 201, Urban 202, Oceanfront 203, Lake/pond front 204, Stream/riverfront 205, Mobile home 206, 2-4-unit apt. 207, Other 220

MISC CODES — Government 501, Condominium 502, Timeshare unit 503, Nonprofit 504, Mobile home park 505, Airport 506, Conservation 507, Current use classification 508

Line 1. County

Enter the name of the county where the property is located.

Line 2. Municipality

Enter the name of the municipality where the property is located.

Line 3. Grantee/Purchaser

Enter one name on each available line and the corresponding identification number.

Line 4. Grantor/Seller

Enter one name on each available line and the corresponding identification number.

Line 5. Property

Enter map, block, lot, sub-lot, property type code, physical location, and acreage as applicable.

Line 6. Transfer tax

Enter the actual sale price and fair market value if required.

Line 7. Date of transfer

Enter the date of the property transfer.

Line 8. Classified

Check if enrolled in a current use program.

Line 9. Special circumstances

Explain any circumstances affecting fair market value.

Line 10. Income tax withheld

Check the reason withholding is not required.

Line 11. Oath

Enter the preparer's contact information if different from the transaction parties.

Enter text✕
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What the Maine Real Estate Transfer Tax Declaration Is

The Maine Real Estate Transfer Tax Declaration is the standard form used to report and remit any transfer tax due when real property changes hands in Maine. The declaration documents grantor and grantee identities, the legal description of the property, the purchase price or consideration, and any exemptions or exclusions claimed. Counties and the Maine Revenue Services use the completed declaration to verify tax liability, calculate the transfer tax owed, and support recording the deed in the registry of deeds. Accurate, timely submission helps avoid late fees and recording delays.

Why this declaration matters for transfers in Maine

Completing the Maine Real Estate Transfer Tax Declaration ensures proper tax reporting, supports clean deed recording, and documents statutory exemptions. It provides the tax authority with required facts to assess liability and establishes an auditable record tied to the recorded deed.

Why this declaration matters for transfers in Maine

Who typically completes or reviews this declaration

Real estate closing agents, attorneys, title companies, grantors, and recording clerks commonly prepare or review the form before deed recording.

  • Closing agents and title companies prepare and verify declarations during escrow and before submitting the deed for recording.
  • Attorneys review claims of exemption, unusual consideration, or complex conveyances to confirm tax treatment and legal compliance.
  • Grantors/grantees sign the declaration when requested and provide supporting documentation such as purchase agreements or exemption affidavits.

Each signer and reviewer should confirm accuracy because errors can delay recording, trigger audit inquiries, or cause tax adjustments.

Step-by-step: filling and submitting the declaration

A typical completion workflow follows these practical steps at closing to ensure accurate filing and timely recording.

  • 01
    Gather documents: Collect deed, purchase agreement, and ID for all parties.
  • 02
    Complete form: Enter names, legal description, consideration, and exemptions.
  • 03
    Review and sign: Confirm details and obtain required signatures and dates.
  • 04
    File with recording: Submit declaration with deed and pay transfer tax to registry.

Where the Maine Real Estate Transfer Tax Declaration travels

Understand the routing so each party knows where to send the completed declaration and payment during recording.

  • Closing agent: Prepares declaration and coordinates signatures.
  • County registry: Receives declaration with recorded deed and retains a copy.
  • Maine Revenue Services: May receive data for state tax reconciliation and audits.
  • Title insurer: Keeps a copy to support insurance and surveys.

Customizing an online completion workflow

Configure your e-filing workflow so fields, approvals, and attachments match your closing checklist.

Field Configuration
Grantor name field Required; single-line text; validation on capitalization
Consideration field Currency format; numeric only; no commas
Exemption selection Dropdown with conditional attachment requirement
Signer authentication Email/SMS OTP or identity verification for agents

Digital submission and signature requirements

Ensure your platform supports secure signing, PDF export, and audit-trail capture before e-submitting declarations.

  • PDF support: Export signed PDF
  • Audit trail: Capture IP, timestamp
  • Authentication: Email or SMS OTP

Platforms that meet ESIGN and UETA legal tests, provide tamper-evident PDFs, and maintain reproducible records support enforceability for most transfers.

Common eSignature vendor comparison for completing the declaration

Basic plan and capability differences for representative eSignature providers. signNow is listed first as the baseline in this comparison.

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, no credit card Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Key timing considerations and deadlines

Understand local recording windows and tax payment timing so transfers proceed without delay or penalty.

Recording at closing:

Record deed and include declaration at or shortly after closing.

Transfer tax payment:

Pay transfer tax when filing the deed, per county procedures.

Responding to audits:

Provide documentation promptly if the tax authority requests substantiation.

Corrections or re-recording:

Submit corrective instruments immediately to avoid title issues.

Retain originals:

Keep signed originals until recording and then retain per retention rules.

Milestones from contract to recording

Typical milestone sequence with the key events that affect when the declaration must be completed and filed.

01

Purchase Agreement Signed

Trigger for preparing closing documents and declaration.

02

Closing Scheduled

Coordinate signatures and payment instructions in advance.

03

Deed Execution

Grantor signs deed and declaration at closing.

04

Recording and Payment

Submit deed, declaration, and tax payment to registry.

Penalties and consequences of incorrect or late declarations

IRS Penalties: IRC §6721 applies to incorrect returns
Late filing fines: State penalties and interest may apply
Recording delays: Errors can delay deed recording and chain of title
Tax reassessments: Undervalued consideration may trigger reassessment
Intentional disregard: Severe penalties for intentional misstatement
Backup withholding: 24% rate possible if TIN issues exist

Common mistakes to avoid when preparing the form

  • Entering informal or incomplete legal descriptions rather than the deed's full metes and bounds or recorded lot reference can cause rejection.
  • Using a buyer or seller nickname instead of the legal entity name leads to mismatched records and may require corrective affidavits.
  • Failing to claim or document an exemption correctly often leads to assessments, interest, or a denial of the exemption request.
  • Delaying tax payment until after recording without county permission can result in late charges and recorded liens.

Real-world examples of online transfer document workflows

These short examples show how organizations streamline transfer declarations and closings using digital procedures.

Martin Properties

Tim Martin used online signing to execute closing documents remotely, ensuring compliance and security.

  • The team completed closings from mobile devices.
  • The workflow reduced in-person requirements, preserved audit trails, and allowed the firm to process deeds and declarations efficiently while maintaining record integrity and title clarity.

Optica Ventures LLC

Optica's operations streamlined signature collection across investors and buyers, avoiding scheduling bottlenecks.

  • Multiple stakeholders signed remotely.
  • The interoperable PDFs and consistent audit logs simplified recordkeeping, reduced turnaround time, and supported smooth recording at the county registry without repeated courier exchanges.

Essential information elements the declaration must contain

Grantor Name: Full legal name required
Grantee Name: Full legal name required
Property Description: Legal description required
Consideration: Dollar amount required
Recording County: County name required
Transfer Tax Amount: Computed tax reported

Frequently asked questions about the Maine transfer tax declaration

Answers to common questions about filing, signatures, and consequences when preparing the Maine Real Estate Transfer Tax Declaration.


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