Recording Requirements

The Yamhill County Clerk's office records documents that affect title to real property located in Yamhill County.  Documents received for recording are checked for compliance with Oregon recording statutes.  If a document cannot be recorded, it is returned to the sender with an explanation of what recording requirements have not been met.  

The following information may be helpful when reviewing and recording documents in the Yamhill County Clerk's Office. This information should not be construed as providing legal advice or as substituting consultation with an attorney. This information is subject to change without notice.

We strive to return recorded documents within one business day of recording.  When requesting documents please include the document number and year of recordation.  Please see below our recording fee schedule.  You may search and/or view documents in our office free of charge. Bulk users should consider a monthly subscription to our digital research room.

The Yamhill County Clerk's office receives documents for recording in person, through the mail or through eRecording.  All documents submitted must meet all recording requirements and must be an original document and not a copy.

First Page Requirements (ORS 205.234)

• In accordance with state laws,  all recorded documents must be sufficiently legible to reproduce a readable photographic record (ORS 205.135).  
• The first page of the instrument must provide sufficient space for the recording label in the upper or lower right corner of the first page of a document.  Please leave a blank space 4" wide by 1.5" high for placement of the recording label on the first page of the document.  Allow a 2-inch border at the top of the page, 1-inch border on the sides of the page and 1-2 inch border along the bottom of the page.  Please note:  If sufficient space is not provided on the document for the recording label, you will need to add a recording coversheet.  Adding a coversheet that meets ORS 205.234 requirements will add $5.00 to the recording fee of the document.  A recording label will not be placed in the body of the document.
• The first page shall contain the following information (ORS 205.234, 205.236).  If not on the first page, but still contained within the document, a non-standard fee of $20.00 will be charged (ORS 205.327):
  • Name(s) of transaction(s); Document Title(s); Document type must be clearly labeled see List of Recordable Documents by Statute (PDF).  A fee of $5.00 shall be charged for each additional transaction. (ORS 205.236)
  • Name(s) of parties. (ORS 205.125, 205.160)
  • Name and address of assignee.  Instruments assigning a mortgage or trust deed must list the name and address of the assignee on the first page.
  • Name and address of person to whom the instrument is to be returned to after recording, labeled: "RETURN TO:" (ORS 205.180)
  • True and actual consideration paid (ORS 93.030)
  • Name and address of where tax statements will be sent (ORS 93.260)
  • Information required for County Clerk Lien Records (ORS 205.125).  Lien amount must also be listed on the first page.

The FIRST page must contain the above information (ORS 205.234). If an instrument presented for recording does not contain the information required as stated above, a cover sheet may be prepared that contains the required information.  If the information is not on the first page but still contained within the document, an additional fee of $20 will be charged (ORS 205.327). A cover page (when properly prepared that reflects your transaction) may be used when presenting the document for recording (ORS 205.234)(2) for an additional $5 fee.

Requirements for Standard Recording (ORS 205.232)

• All signatures and notary acknowledgements must be original (OAR 160-100-000)
• Printed or written text and at least 10-point type or larger (HB 2029 effective 1/1/24)
• Page size must not be longer than 14" long and 8 1/2" wide
• Paper weight must be not less than 20-pound bond, opaque enough to avoid bleed through and be of sufficient quality for scanning
• Attachments for legibility additional fees will apply
• Notary seals cannot cover text or signatures on the document
• Highlighting of text or any other information may cause the document to be rejected.

Additional Recording Requirements

• Legal descriptions (must meet the standards set forth in ORS 93.600) Requires subdivision information according to US survey boundaries or by lots, block and additional names or by partition plat recording and parcel numbers or by metes and bounds or by reference to the book and page or instrument of the public record of the county where the description can be found. A legal description is not a tax lot number or street address.
• Per ORS 93.040 the following Land Use Statement is required on all deeds:  BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON...

Re-Recording a Document

A previously recorded document may be re-recorded to correct errors or clarify details in the original document (ORS 205.244).  The first page of the document to be re-recorded must meet all of the first page requirements for recordings.  This first page may be your Recording Coversheet, if one is used. Standard recording fees will be charged and an additional $5.00 will be charged for the recording cover sheet.  The re-recorded document does not need to be acknowledged again.  When correcting and re-recording an instrument, the recording fee is charged again.

Re-Recording of an ORIGINAL Document:

The necessary additions or corrections can be added to the first page of the document itself if there is available space or a coversheet may be attached to the document to identify the correction and state the reason for it.  The recording coversheet is considered an additional page and will add an additional $5.00 to the recording fee.  

Re-Recording a CERTIFIFIED COPY of a previously recorded Document:

A certified copy of a recorded document may be re-recorded, however a certified copy may not be altered for the purpose of correcting the original document (ORS 205.244(3)). The person presenting the document may present an unaltered certified copy of the recorded document when it is attached to a cover sheet (ORS 205.234(2)).  The re-recorded document may include additional pages or attachments to show the correction and a Recording Coversheet will be required.  You may request a certified copy of an original document if you do not have the original, certified copy fees apply. 

Re-Recording Statement:

The required re-recording statement on an attached cover sheet must contain the information specified in ORS 205.234(2).  

"Re-recorded at the request of _____________ to correct _________________previously recorded in book/reel ______ and page _______or as previously recorded fee/instrument number _________.  

Recording a Death Certificate

Yamhill County accepts the following death certificates for recording:

• Oregon Short Form Death Certificates (without cause of death information).  An unaltered certified copy of an Oregon short form death certificate may be accepted for recording.  In order to record you will need to attach the unaltered certified copy to a Death Certificate Coversheet.
• Oregon Long Form Death Certificates (with cause of death information) - If the death occurred on or after January 1, 2014 we cannot accept Oregon Long Form death certificates showing cause of death.  Please contact Oregon Vital Records (after 6 months of passing) or your local health department (within 6 months of passing) to order a short form death certificate.  If the death occurred prior to January 1, 2014, please attach a Death Certificate Coversheet, as it can be recorded.
• Out of State Death Certificates - An unaltered certified copy of a death certificate from states other than Oregon may be accepted for recording.  Please attach a Death Certificate Coversheet.

Certified copies of death certificates are recorded in conjunction with owning or having a claim or interest in real property (land).  With the passage of HB 2093, we are prohibited from recording a certified copy of a death certificate if it contains medical information stating the cause of death.  This amends ORS 432.124.   Additionally, if a certified copy of an Oregon death certificate is presented for recording and contains medical information related to the cause of death, or if the certified copy has been altered, the document will be rejected and returned unrecorded.  

NOTE:  Do not alter the death certificate in any way including redacting the Social Security Number.