Recording

Contact

Linn County Clerk Property Recording Department
300 4th Ave. SW
PO Box 100
Albany, OR  97321
(541) 967-3829

Documents are recorded from 8:30AM to 4:00PM. Documents received between 4:00PM and 5:00PM will be recorded the next business day.

General Recording Requirements for Submitted Documents

Not present – Automatic Rejection:

• Document is on letter-sized or legal-sized paper
• On the first page there must be a 3” wide by 2” high blank space for our recording tag.
• The font size is at least 10 point.
• The document is clear and easily readable; all documents are scanned and stored digitally, and if a document has faint ink or faded sections, it will not scan well and will be rejected.
• Only documents with original signatures or court/county/state certified documents will be recorded.
• If a document is affecting real property in some way, there must be a valid legal description attached to the document.

First Page Requirements for Submitted Documents:

• ‘After Recording Return To’ name and address.
• Names of all parties to be indexed (i.e. grantors, grantees, etc…)
• Deeds / Contracts must have consideration amounts and a name and address as to where tax statements can be sent (‘Send Tax Statements To’ name and address.)
• All titles involved in a document - $5.00 additional fee per title after first.

If the first page requirements are not present on first page but are within the document, a non-compliance fee of $20.00 will be applied.

If any of the requirements are not met, the document will be rejected. All rejected documents and associated material will be returned to addressee with an explanatory form.

If there are questions regarding recording a document, please contact us either by phone or e-mail.

If you are in need of a cover sheet, download the form at the bottom of this page.

Fee Schedule for 1st page of document. Subsequent pages are $5.00 each (ex: a 3 page deed would be $115.00)

LCP – Land Corner Preservation Fund
REV – Processing Fee
OLIF – Oregon Land Information Fund
GIS – Geographic Information System Fund
SH – State Housing Alliance Tax (HB 2436 - 9/28/09, modified by HB 2417 - 1/1/14, modified by HB 4007 – 6/2/18)

Below are examples of recordable documents.  If you have a question about a specific document, please call our office at (541) 967-3829.

Deeds & Related Documents

Warranty Deeds, Quitclaim Deeds, Bargain and Sale Deeds, Personal Representative Deeds, Trustee’s Deeds, Certificates of Sale, Sheriff’s Deeds, Land Sale Contracts, Easements

Mortgages & Related Documents

Trust Deeds or Deeds of Trust, Substitutions or Appointments of Trustees, Reconveyances, Satisfactions, Foreclosure related documents, Subordination Agreements, Assignments

Lien Documents and Covenants

Hospital Liens, Construction Liens, Homeowners Association Liens, Releases of Aforementioned Liens, Covenants, CC&R’s

Mining Documents, Lien Record Abstracts and Distraint Warrants

Mining Claims, Annual Assessments, Lien Record Abstracts and State-issued Distraint Warrants

Money Judgments are $26.00 for the first page to record.

Each additional title on a document is $5.00 (i.e. – Substitution of Trustee and Deed of Reconveyance is $105.00 for the first page and $5.00 for the extra title - $110.00 total.)

If there is an extra title within the document that is not listed on the first page (i.e. – Deed of Trust and Request for Notice of Default), then there will be a non-compliance fee in addition to the extra title fee.

Documents referencing previously recorded documents (i.e. Appointments, Reconveyances, Subordinations, etc…) must have a valid reference number or they will be rejected.

The non-compliance fee is $20.00.

Occasionally documents are re-recorded to rectify an error in the document. Please contact the office for requirements and cost. All re-recorded documents must contain the re-recording statement/certificate on the first page, per ORS 205.244.

If you have a specific question with regards to a document that needs to be recorded, please contact the office.

Services

Military Discharges:

Military Discharges are recorded for free.

Certified copies of Military Discharges are provided free to certain parties. A completed request form and current picture identification are now required. If mailing the request, please complete the notary part of the request form. (Request form available in the Clerk’s office or here)

Copies:

For any document, the first page generated is $4.00 and each additional page is $0.25. The certification fee per document is $3.75. For microfilm records, there is an access fee that will be charged based on the rates below.

0-20 minutes……………………$5.00 + copy charge
21-30 minutes......................$6.00 + copy charge
31-40 minutes………….………$8.00 + copy charge
41-50 minutes…………………..$10.00 + copy charge
51-60 minutes…………………..$12.00 + copy charge

A minimum charge of a $5.00 Access Fee will be applied to all microfilm orders.

Copies can be ordered by written request and can be paid for by check or money order. The copies will be mailed after payment is received. We do not fax or e-mail documents.

Copies obtained within the office can be paid for by cash, check or money order.

Notary:

A notary is available for documents pertinent to the office. The notary fee is $5.00 per signature.