Form 82-272a - Document Problem Notice - Philadelphia Department Of Records
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2City of Philadelphia - Department of Records
Philadelphia County Document Recording Requirements
1. The document must be typed and legible and capable of photographic reproduction. All corrections must be initialed by
proper authorities.
2. The document must be dated. The acknowledgment date should not pre-date the date of execution of the document by
the party whose signature is acknowledged.
3. The document must be for Philadelphia property, contain a metes and bounds description, and the street address of the
property referred to in the document.
4. The document must have the names of all parties typed in the OR and EE caption.
5. The names in the OR caption, the execution and acknowledgment must conform with each other.
6. In the case of a conveyance by a corporation, partnership, or any entity other than the individual, proper authorized
officer is required to execute the document.
7. If a conveyance is by a corporation, execution is usually affixed by a president, vice president or treasurer and witnessed
by corporate secretary. When a secretary or other officer executes the document, a resolution or power of attorney must
accompany the document authorizing the officer to execute on behalf of the corporation.
8. The document must have a formal acknowledgment (not sworn and subscribed) by a notary public, and must include the
following: State, County, date (should not predate the document date), name of individual, corporate or authorized
officer appearing, notary signature, notary seal, notary stamp (where applicable), and expiration date. Instead of a
notary public, the acknowledging officer may be an Alderman, Attorney at Law, Attorney at Law who acts as a
subscribing witness to the person who executed the document, Judge/ Clerk of any Court (or Deputy), Commissioner of
Deeds, Justice of the Peace, Magistrate, Military Officer (Commissioned), Prothonotary (Deputy), Recorder of Deeds
(Deputy). The acknowledgement may be made outside of the United States before a Commercial Attaché or Consular
Agent of the United States accredited to the country where the acknowledgement is made or Ambassador, Consul
(Consul General or Vice Consul), Counselor to or Secretary of a Legation, Judge/Clerk of any foreign court, Minister, or
Charge D’Affairs.
9. All deeds must have the Grantee’s address certified by the Grantee or someone on his behalf.
10. All mortgages and assignment of mortgages must have a certificate signed by the mortgagee, assignee or person entitled
to interest, or his or her duly authorized attorney or agent, stating the precise residence of such mortgagee, assignee or
person entitled to interest.
11. The consideration stated must be total and complete. The required written amount must match the numerical amount. If
the consideration is not stated in total on the face of the document, it must either be stated or explained on the Philadelphia
Real Estate Transfer Tax Certification and State Statement of Value forms. If claiming an exemption for transfer tax,
reason for exemption should be stated on the City and State forms.
12. All deeds must be accompanied with transfer taxes (if applicable) and/or City Real Estate Transfer Tax Certification and
State Statement of Value Forms when required. These forms must be fully completed. The Philadelphia Real Estate
Transfer Tax Certification form is required in duplicate.
13. Payment of City Transfer Tax, State Transfer Tax, and Recording Fees must be made by separate checks. Each deed
requires separate transfer tax checks. The correct payees for each are as follows: City transfer tax—City of Philadelphia,
State Transfer Tax—Commonwealth of Pennsylvania, Recording fees—Department of Records or City of Philadelphia.
Payee must always be filled in. Amount (if not blank) must be correct amount.
14. In order to release a mortgage of record, a Release of Mortgage form is required.
15. Instruments must be legible and suitable for imaging; Pages must be 8.5 inches by 11 inches unfolded; Pages must be
printed on one side only, with a 1.5 inch margin at the top and 1.0 inch margins at the bottom and sides; All pages,
including attachments must be sequentially numbered; All information required for recording purposes must be at least
10 point font in size and printed in black ink. Handwritten information is not acceptable; Paper stock must be 20-
pound opaque stock in white or off-white.
82-272A
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