Who must sign the statement?

Signing requirements depend on jurisdiction. Typically the seller/grantor or an authorized agent signs; some counties accept signature by closing agent with a certification. Confirm signer authority and any required notarization with the recorder.

Can it be electronically signed?

Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, but check for local exceptions such as specific notarial or recording office constraints.

Is notarization always required?

Notarization requirements vary by state and document type. Many recorders require a notary acknowledgement on the deed; the Statement of Value itself may not always require notarization—verify with the county recorder.

What if the recorded value is incorrect?

Report errors promptly to the recorder or assessor. Corrections may require an amended statement or affidavit; unresolved misstatements can lead to reassessments or penalties.

How long should I keep copies?

Keep records for at least the active ownership period and consult retention guidance: federal tax records minimum 3 years (IRC §6501(a)) and longer periods for real estate matters.

Who to contact for county-specific rules?

Contact the county recorder’s office or tax assessor for precise filing, notarization, and electronic submission rules and any jurisdictional forms required at recording.

Electronic Signature
Templates
Tax
Realty Transfer Tax Statement of Value

Realty Transfer Tax Statement of Value

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

REALTY TRANSFER CERTIFICATE

Confidential Tax Document

WHO MUST FILE – Any party transferring real property, regardless of whether the transfer is evidenced by deed or instrument, or any party presenting an instrument or deed evidencing a transfer of real estate for recording.

YOU MAY OWE INCOME TAXES – Any gain on this transfer is Montana source income and should be reported to the Department of Revenue on the appropriate income tax return.

WHEN AND WHERE TO FILE – The completed Realty Transfer Certificate must be filed with the County Clerk and Recorder when the instrument or deed evidencing a transfer of real estate is presented for recording.

GEOCODE(S)

ASSESSMENT CODE:

PART 1 – DATE OF TRANSFER (SALE)

The Department of Revenue will change the ownership record when this form is fully completed and signed by the preparer.

Effective date:

PART 2 – PARTIES

Seller (Grantor)

Name:

Mailing Address:

(Permanent):

City: ST: ZIP:

Seller Principal Residence: Yes No

SSN / FEIN (last 4 digits):

Daytime Phone: Email:

Buyer (Grantee)

Name:

Mailing Address:

(Permanent):

City: ST: ZIP:

Buyer Principal Residence: Yes No

Mailing Address for Tax Notice (if different):

City: ST: ZIP:

SSN / FEIN (last 4 digits):

Daytime Phone: Email:

PART 3 – PROPERTY DESCRIPTION

Legal description of property:

Attachment: Property description provided on attachment

Add/Sub: Block: Lot:

County: City/Town: Section: Township: Range:

PART 4 – DESCRIPTION OF TRANSFER

Please complete fully; more than one option may apply.

Sale Gift Barter Nominal or no consideration Part of 1031 or 1033 exchange Reserved life estate

Sheriff’s deed Trustee’s deed Deed in lieu of foreclosure Short sale Other

Transfer by Operation of Law

Termination of life estate by death Termination of joint tenancy by death Transfer on Death deed Court order or decree Merger, consolidation, or other business entity reorganization Name change only

PART 5 – EXCEPTIONS FROM PROVIDING SALES PRICE INFORMATION

Check all that apply.

Transfer between husband/wife or parent/child for nominal consideration Transfer to a revocable living trust Correction, modification, or supplement of previously recorded instrument Merger, consolidation, or reorganization of business entity Agricultural land for continued use Transfer made in contemplation of death without consideration Transfer of property of a decedent’s estate Transfer pursuant to court decree Transfer by government agency Tax deed Forestland for continued use for producing timber

PART 6 – SALE INFORMATION

Complete this section if no exception is checked in Part 5.

Actual Sale Price: $

Financing: Cash FHA VA Contract Other

Terms: New loan Assumption of existing loan

Value of personal property included in sale: $

Value of inventory included in sale: $

Value of licenses included in sale: $

Value of good will included in sale: $

Was an SID payoff included in the sale price? Yes No

Did the buyer assume an SID? Yes No

Amount of SID paid or assumed: $

Was a mobile home included in the sale? Yes No

PART 7 – WATER RIGHT DISCLOSURE

Disclosure is only applicable to the property identified in Part 3 above.

A. Property is served by a public water supply B. Seller has no water rights on record with DNRC to transfer C. Seller is transferring ALL water rights on record with DNRC to the Buyer D. Seller is dividing or exempting (reserving) water rights

Seller (Grantor) Signature

Date

PART 8 – PREPARER INFORMATION

Preparer’s signature is required.

Signature

Mailing Address

Name/Title

City

State

ZIP

Daytime Phone:

CLERK AND RECORDER USE ONLY

Recording Information:

Legal Description:

Attachment:

Add/Sub: Block: Lot:

County: City/Town: Section: Township: Range:

DNRC WATER RIGHT OWNERSHIP UPDATE

This form is for DNRC record keeping purposes only. Use a new form for each deed transaction.

File in WR#

1. SELLER (Grantor)

Name:

Mailing Address:

City: State: ZIP:

Phone: Email:

2. BUYER (Grantee)

Name:

Mailing Address:

City: State: ZIP:

Phone: Email:

3. CLOSING / CONTACT INFORMATION

Date of Closing: File Number:

Name: Address: Phone #:

5. LIST ALL WATER RIGHTS THAT REQUIRE UPDATED OWNERSHIP

County	Geocode of Property Being Transferred	Water Right Number

DNRC OWNERSHIP UPDATE INFORMATION

Important information regarding recorded chain of conveyance and water right ownership updates is included in the original document.

What the Realty Transfer Tax Statement of Value Is

The Realty Transfer Tax Statement of Value is a standardized declaration used to report the terms and monetary consideration of a real property transfer to the recording office or tax authority. It identifies the property, parties, sale price, and any non‑monetary consideration so the applicable realty transfer tax can be calculated and collected. The form typically accompanies the deed or transfer instrument at recording and may be required by state, county, or municipal agencies to establish tax liability and ensure accurate public land records.

Why Accurate Statements Matter for Transfers

A complete, accurate Statement of Value reduces recording delays, avoids reassessments and penalties, and creates a clear public record of consideration paid. It helps title companies, closing agents, and taxing authorities verify tax owed and supports compliance with state recording rules and tax statutes.

Who typically completes a Statement of Value

Responsibility varies by jurisdiction; confirm who must sign and file in the county or state where the property is located.

Seller or Grantor — Often provides sale price and consideration details; may sign or certify accuracy at closing.
Buyer or Grantee — May supply purchaser information and attestations required by recording offices.
Closing Agent / Title Company — Frequently prepares and submits the statement with deed recording and tax payment.

Step-by-step: Complete and submit the form

Follow these steps in order to complete the Statement of Value and minimize rework at recording.

01

Gather documents: Collect deed, purchase contract, HUD/closing statement, and parcel ID.
02

Compute consideration: Confirm total monetary and non-monetary consideration with parties.
03

Complete fields: Enter property details, parties, consideration, and signatures.
04

File and pay: Submit with deed at recording office and pay applicable transfer tax.

Customizing and submitting the form online

Configure a digital workflow to place fields, route signers, collect signatures, and attach supporting documents.

Field	Configuration
Signature field	Required for each signer; set signer assignment and date field.
Attachment field	Allow PDF upload for HUD/closing statement and ID verification.
Conditional fields	Show non-monetary consideration fields only when applicable.
Authentication	Enable email or SMS code signer verification per jurisdictional needs.

Technical considerations for digital completion and eSubmission

Confirm the county recorder’s accepted electronic filing methods and retain audit trails and signed PDFs for the record.

File formats: PDF and DOCX are commonly accepted for uploads.
Signer authentication: Email, SMS, or knowledge‑based methods improve attribution and auditability.
Integrations: Integrations with title systems and CRMs streamline data population.

Digital filing flow in simple steps

A typical eSubmission flow reduces manual handling and improves traceability from sign to record.

Upload document: Sender uploads deed and Statement of Value PDF.
Place fields: Add signature, date, and parcel ID fields.
Signers authenticate: Signers verify identity and apply electronic signatures.
Submit to recorder: Transmit signed package and payment to county recording office.

Timing and when to file the Statement of Value

Timing requirements vary by jurisdiction; follow local recording practice to avoid late fees or recording rejection.

At closing:

Typically filed concurrently with the deed at closing or within the recorder’s allowable period.

Tax payment due:

Transfer tax is usually due at time of recording; some jurisdictions allow separate payment windows.

Late filing:

Late submissions may trigger interest, penalties, or reassessment.

Recording hold:

Incomplete statements can result in recording rejection or hold on deed processing.

Electronic filing windows:

Verify county electronic submission schedules to ensure same‑day processing.

Penalties and risks of incorrect or missing information

Tax assessment: Additional tax due

Interest accrual: Interest on unpaid tax

Recording rejection: Deed recording delayed

Fines: Administrative penalties possible

Title issues: Clouded title or insurance delays

Criminal exposure: Willful misstatement may have legal consequences

Common pitfalls when preparing the Statement of Value

Using an incorrect parcel ID or outdated assessor details that result in misapplied taxes and recording office requests for correction.
Failing to disclose non-monetary consideration such as debt assumption or property transfers that change the tax calculation.
Mismatched grantor/grantee names compared with deed or title documents causing recording rejection or a need for supplemental affidavits.
Assuming uniform state rules; each county or state may require additional fields, notarization, or a separate transfer tax return.

What a professional Statement of Value includes

A complete form combines property, parties, consideration, and authentication elements so taxing and recording authorities can accept and process the transfer.

Property details

Full legal street address, parcel/tax ID, and legal description where required to uniquely identify the transferred property for recorder and assessor systems.

Consideration

Clear numeric sale price and detailed description of any non-monetary consideration including debt assumption, trade items, or property included in the transaction.

Party information

Legal names and contact details for grantors and grantees; entity type and EIN or SSN when required for tax reporting purposes.

Tax calculation

A line or worksheet showing the transfer tax rate(s) applied and the calculated tax due, matching the jurisdiction’s statute or schedule.

Authentication

Signature block, date, and notary or witness lines when required by the county or state for effective recording and acceptance.

Attachments

Supporting documents such as the HUD/closing statement, purchase contract, or affidavit of consideration that substantiate the reported transaction values.

eSignature vendor comparison for completing and filing Statements of Value

Comparison of common eSignature criteria and starting prices. signNow is listed first per vendor ordering rules.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr limit	Varies	Varies	Varies

Real-world examples of use in closings and title workflows

These examples illustrate common filing scenarios and how accurate statements supported the closing process.

Martin Properties — Tim Martin, Founder

At a busy brokerage, we shifted closing paperwork online to reduce turnaround and avoid in‑person delays.

The team processed and executed documents entirely online.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures — Brian Fitzgibbons, COO

Routine transfers required consistent, accurate parcel data and signer attribution to close quickly.

They standardized templates and validations before recording.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical tips for accurate and efficient completion

Adopt these practices to reduce errors, speed recording, and maintain a defensible audit trail.

Validate parcel IDs

Cross-check the parcel or tax ID against county assessor records before submission to avoid misfiling and recording delays.

Document supporting consideration

Attach HUD statements, payoff letters, or affidavits that substantiate sale price and non-monetary consideration for future audits.

Use conditional fields

Configure online forms to reveal non‑monetary consideration fields only when applicable to reduce signer confusion and incomplete submissions.

Retain signed audit trails

Keep the signed PDF and audit report with timestamps, IPs, and authentication evidence to meet legal and tax recordkeeping obligations.

Frequently asked questions about Statements of Value and eFiling

Answers to common questions about completing, signing, and submitting the Statement of Value for real property transfers.

Need help? Contact support

Who must sign the statement?
Signing requirements depend on jurisdiction. Typically the seller/grantor or an authorized agent signs; some counties accept signature by closing agent with a certification. Confirm signer authority and any required notarization with the recorder.
Can it be electronically signed?
Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, but check for local exceptions such as specific notarial or recording office constraints.
Is notarization always required?
Notarization requirements vary by state and document type. Many recorders require a notary acknowledgement on the deed; the Statement of Value itself may not always require notarization—verify with the county recorder.
What if the recorded value is incorrect?
Report errors promptly to the recorder or assessor. Corrections may require an amended statement or affidavit; unresolved misstatements can lead to reassessments or penalties.
How long should I keep copies?
Keep records for at least the active ownership period and consult retention guidance: federal tax records minimum 3 years (IRC §6501(a)) and longer periods for real estate matters.
Who to contact for county-specific rules?
Contact the county recorder’s office or tax assessor for precise filing, notarization, and electronic submission rules and any jurisdictional forms required at recording.

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