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Recording and Fee Guidelines

  1. Introduction
  2. Title Transfers
  3. Mortgages
  4. Assignments
  5. Charters - In State
  6. Charters - Out of State
  7. Leases
  8. Liens
  9. Miscellaneous Document
  10. Plats
  11. Releases
  12. Military Discharges
  13. UCC's
  14. Affidavit as to Heirs



Introduction

Following is a list of documents that may be filed in the Shelby County Register's Office. The requirements for recording and recording fee guidelines will be listed after each document type.

Certain documents are subject to realty or mortgage tax. The County Register is empowered by the State Legislature to collect this state tax. The legal authority for the Register to collect this tax is found in T.C.A. 67-4-409 and is described as follows:

"A tax on the privilege of recording an instrument evidencing the transfer of any interest in real estate or evidencing an indebtedness."

The tax rate for realty transfers is .37¢ per $100.00 of the value or consideration, whichever is greater except on Quit Claims, and then only consideration is used.

Instruments evidencing indebtedness: Taxed at the rate of 11.5¢ per $100.00 of indebtedness over $2,000.00

All documents recorded with the County Register's Office must be either originals or certified copy of same, unless otherwise stated by law.


Title Transfer Documents

TAXABLE:

1) Clerk and Masters Deed
2) Easement
3) Encroachment
4) Quit Claim Deed
5) Real Estate Deed
6) Substitute Trustees Deed
7) Warranty Deed
8) Warranty Deed Combination
9) Court Decree
NON-TAXABLE:

10) Disclaimer
11) Home Sale Agreement
12) Internment Cemetery Deed
13) Property Settlement Deed
14) Right of Way Modification
15) Sales Contract - Real Estate
16) Sales Option - Real Estate
17) Trustee Disclaim/Abandon Interest
18) Domestic settlement decrees and/or Domestic decrees and/or deeds which are an adjustment of property rights between divorcing parties


Fee Structure:
State Transfer Tax — T.C.A. 67-4-409(a) $.37 per $100.00 of sales price or value of property, whichever the greater

Example: $100,000.00
                       x.0037
                      ------------
                      $370.00
Page Fee - T.C.A. 8-21-1001(b) (3) $10.00 for 1st two pages
Additional pages T.C.A. 8-21-1001(b) (5) $5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00 per document
Register Fee - T.C.A. 67-4-409(d) (3) $1.00 (only when State tax is collected)


Requirements for Recording:


Requirements for Docs. Above:
A) Grantor T.C.A. 8-13-108(a) (3)
B) Grantee T.C.A. 8-13-108(a) (3)
C) Affidavit of value - if taxable T.C.A. 67-4-409(a) (6) (A)
D) Derivation clause - T.C.A. 66-24-110
E) Property address, unless vacant - T.C.A. 66-24-113(b)
F) Name and address of property owner - T.C.A. 66-24-114
G) Name and address of the person or entity responsible for real property taxes T.C.A. 66-24-114
H) Ward, block and parcel number of property - T.C.A. 66-24-122
I) All documents, except U.C.C.'s, must contain the name and address of the preparer - T.C.A. 66-24-115
J) Proper acknowledgments - T.C.A. 66-22-101
K) Legal description of property
L) Original documents (Unless Efiled)
ALL
ALL
1,2,3,4,5,6,7,8
1,4,5,6,7,8
1,4,5,6,7,8
1,4,5,6,7,8
1,4,5,6,7,8
1,4,5,6,7,8
ALL
ALL
1,2,3,4,5,6,7,8,13
ALL


Transfer Tax Exemptions

1) Transfer of a Leasehold Estate T.C.A. 67-4-409(a)(2)

2) Is creation or dissolution of a tenancy by the entirety:

    By Conveyance from one spouse to the other T.C.A. 67-4-409(a) (3) (A) (i)

    By the conveyance from one (1) spouse or both spouses to the original grantor or grantors in the instrument and the original grantor's spouse T.C.A. 67-4-
    409(a) (3) (A) (ii) or

    By the conveyance from one (1) spouse or both spouses to a trustee and immediate reconveyance by the trustee in the same instrument as tenants in
    common, tenants in common with right of survivorship, joint tenants or joint tenants with right of survivorship T.C.A. 67-4-409(a) (3) (A) (iii)

3) Are deeds of division in kind of realty formerly held by tenants in common T.C.A. 67-4-409(a)(B)

4) Release of a life estate to the beneficiaries of the remainder interest T.C.A. 67-4-409(a)(C)

5) Deeds executed by an executor to implement a Testamentary Devise T.C.A. 67-4-409(a)(3)(D)

6) Are domestic settlement decrees and/or domestic decrees and/or deeds that are an adjustment of property rights between divorcing parties; T.C.A. 67-4-
    409(a)(3)(E)

7) Are transfers by a transferor of real estate to a revocable living trust created by the same transferor or by a spouse of the transferor, or transfers by the trustee
    of a revocable living trust back to the same transferor or to the transferor's spouse T.C.A. 67-4-409(a)(F)

8) Are deeds executed by the trustee of a revocable living trust to implement a testamentary devise by the trustor of the trust T.C.A. 67-4-409(a)(3)(G)

9) In the case of quitclaim deeds, the tax shall be based only on the actual consideration given for that conveyance T.C.A. 67-4-409(a)(4)

10) No oath of value shall be required in any transaction that is exempt from tax T.C.A.67-4-409(a)(5)

11) Mergers, consolidations, sales or transfers of substantially all of the assets in this state of corporations, pursuant to plans of re-organization T.C.A. 67-4-
      409(e)

12) The recording and rerecording of all transfers of realty in which a municipality is the grantee or transferee and all instruments evidencing an indebtedness in
      which a municipality is the holder or owner of the indebtedness shall be exempt from this section. The recording and rerecording of all instruments evidencing
      an indebtedness of any health and educational facility corporation formed pursuant to title 48, chapter 101, part 3 shall also be exempt from this section.
      T.C.A. 67-4-409(f)(1)


Mortgages

TAXABLE:

1) Amendment
2) Assumption
3) Church bond issues
4) Modification/Ext. Rider
5) Trust Deed
6) Trust Indenture
NON-TAXABLE:

7) Appointment of Successor Trustee
8) Condo Rider
9) Substitution of Collateral
10) Subordination Agreement
11) Waiver of Priority
12) Home Equity Conversion Mtg.


Fee Structure:
State Tax (Mortg. Tax) - T.C.A. 67-4-409(b) 11.5¢ per $100.00 after first $2,000.00 of indebtedness

Example: $100,000.00
                   - 2,000.00
                ------------------
                 $98,000.00
                    X .00115
                ------------------
                      $112.70
Page Fee - T.C.A. 8-21-1001(b) (3) $10.00 for 1st two pages
Additional pages T.C.A. 8-21-1001(b) (5) $5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00 per document
Register Fee - T.C.A. 67-4-409(d) (3) $1.00 (only when State tax is collected)


Requirements for Recording:


Requirements for Docs. Above:
1) Grantor T.C.A. 8-13-108(a) (3)
2) Grantee (Trustee* and Lender) T.C.A. 8-13-108(a) (3)
3) Name and address of preparer - T.C.A. 66-24-115
4) Maximum principal indebtedness statement - T.C.A. 67-4-409(b)
5) Signature of borrower/grantor
6) Proper acknowledgments - T.C.A. 66-22-101
7) Legal description of property
All
All
All
1,2,3,4,5,6
All
All

3,5,6,12

*Revised May 17, 2011


Mortgage Tax Exemptions

1) All Federal, State, and Local Governments and agencies of (except Credit Unions of the above stated bodies) when the government is the holder of the note.

2) Documents where tax was previously paid - In this instance a copy of the tax paid receipt is required and will be recorded as part of the document.

3) Deed of Trust given pursuant to a confirmed plan of reorganization under Chapter 11 of the Bankruptcy Code and, under 11 USC 1146(C), is exempt from any
    law imposing a recording tax or other similar tax.

4) Deed of Trust given pursuant to the Home Equity Conversion Act T.C.A. 67-4-409 (b) (1). It must be stated within the document presented that the mortgage is
    given as part of the Home Equity Conversion Act.


Assignments

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b)(3) $10.00 for up to two pages and one instrument number
Additional pages and Instrument Numbers
T.C.A. 8-21-1001(b) (4)
T.C.A. 8-21-1001(b) (5)


$5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Name and address of preparer
2) Borrowers name
3) Assignee and Assignor
4) Instrument number being assigned
5) Assignor signature
6) Complete notarization on each document including notary signature, notary seal and notary expiration date


Charters - In State

Fee Structure:
Recording Fee - T.C.A. 48-11-303 (d) $5.00 for first five pages
Additional pages - T.C.A. 48-11-303 (d) $0.50 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) First filing must be with the Secretary of State in Nashville
2) Original charter document filed with Secretary of State or filed electronic copy with evidence of recording from Secretary of State, or a certified copy


Charters - Out of State

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) $10.00 for first two pages
Additional pages - T.C.A. 8-21-1001(d) $5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Name and address of preparer
2) Signatures and Notarizations
3) Original or certified copy


Leases

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) (3) $10.00 for first two pages
Additional pages - T.C.A. 8-21-1001(b) (5) $5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Name and address of preparer
2) Leasee and Leasor
3) Signatures and Notarizations


Liens

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) (3) $10.00 for first two pages
Additional pages - T.C.A. 8-21-1001(b) (5) $5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Employment Security Department, I.R.S., Tennessee Dept. of Revenue liens do not require notarization. All other liens must be notarized
2) Name of parties involved
3) If labor liens - describe real property


Miscellaneous Document

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) (3) $10.00 for first two pages
Additional pages - T.C.A. 8-21-1001(b) (5) $5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Name and address of preparer
2) Signatures and notarizations



Plats

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) (2) $15.00
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Owner certificate Private Acts 1980 Ch. 235 § 1
2) Notary certificate
3) Planning Commission certificate (if applicable) Private Acts 1980 Ch. 235 § 1
4) Surveyor Engineer certificate (if applicable) Private Acts 1980 Ch. 235 § 1
5) Personal signature and seal of a registered land surveyor T.C.A. 66-24-11
6) Private Acts 1980 Ch. 235 § 1


Releases

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) (2) $10.00 for first two pages and one instrument number
Additional pages and Instrument Numbers
T.C.A. 8-21-1001(b) (4)
T.C.A. 8-21-1001(b) (5)


$5.00 each
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Release of any government lien - i.e. Tennessee Dept. of Revenue or I.R.S. lien - does not have to be notarized. All others must be notarized
2) Must have name of person lien is filed against
3) Instrument number of lien being released (if real property is involved). T.C.A. 66-24-110
4) Signature of appropriate parties


Military Discharges

Fee Structure:
Recording Fee - T.C.A. 8-21-1001(b) (1) No Charge

Requirements for Recording:
1) Must have original DD-214 or certified copy of same to record
2) Must have member form showing discharge status - i.e. honorable, dishonorable, etc.


UCC's

Effective July 1, 2001 all U.C.C.-I Initial filings will be filed with the Secretary of States Office in Nashville with the following exceptions:
  1. Extracted collateral - oil, gas or other minerals that are subject to a security agreement
  2. Initial filings with timber to be cut.
  3. Fixture filings - the collateral is goods that are or are to become fixtures, except that fixture filings of transmitting utilities should be filed with the Secretary of State

UCC-I:

Fee Structure:
State Tax (if applicable) - T.C.A. 67-4-409(b) 37¢ per $100.00 after first
$2,000.00 of indebtedness
Example: see Mortgage tax
Filing Fee - T.C.A. 47-9-525(a) (1) $13.00 for up to 10 pages
Additional Pages T.C.A. 47-9-525 (a) (2) $0.50 for each page after 10
Register Fee - T.C.A. 67-4-409(d) (3) $1.00 (when tax is collected)
D.P. Fee - T.C.A. 8-21-1001(d) $2.00

Requirements for Recording:
1) Name and address of debtor - T.C.A 47-9-502(a) (1)
2) Name and address of secured party - T.C.A 47-9-502(a) (2)
3) Description of collateral - T.C.A 47-9-502(a) (3)
4) Maximum principal indebtedness statement - T.C.A. 67-4-409(b)
5) Signature of debtor is not required
6) UCC's do not have to be notarized
7) If fixture filing must include name of property owner and legal description - T.C.A 47-9-502(B) (4) & T.C.A 47-9-502(B) (3)


UCC-III:

Amendments:
If advancing additional money, tax above applies without additional $2,000.00 exemption. D.P. Fee, Filing Fee, and Register Fee above also apply

Requirements: All from above, plus original file number (instrument number) - Exception: Number 3 not required if collateral is unaffected

Continuations, Assignments, and Terminations:
Requirements: From above Numbers 1, and 2 plus original file number (instrument number)

Fee Structure:
Recording Fee - T.C.A. 47-9-525(a) (1) $13.00 for first 10 pages
Additional Pages T.C.A. 47-9-525 (a) (2) $0.50 for each page after 10
D.P. Fee - T.C.A. 8-21-1001(d) $2.00


UCC-Combo:

Fee Structure:
Recording Fee - T.C.A. 47-9-525(a) (1) $13.00 for each function: UCC-1 and an assignment
D.P. Fee - T.C.A. 8-21-1001(d) $2.00 per function

Requirements for Recording:
As described above as it applies to the type of UCC.


Affidavit as to Heirs

Fee Structure:
Recording Fee $10.00 for first two pages
Additional Pages $5.00 each
D.P. Fee $2.00

Requirements for Recording:
1) Name and address of preparer
2) Name of deceased
3) Name of heirs
4) Proper notarization/acknowledgement