Standard Document Requirements

In order for a document to be accepted for recording it must conform to standard format requirements of s. 59.43(2m). One may use a cover sheet and add title, return address (and PIN if required), to make the document conform. Certified copies are exempt from s.59.43(2m) but a cover sheet may be needed to record the document.

The standard requirements are as follows:

  • The upper right hand 3”x3” corner of the document must be completely blank for our official recording stamp.
  • The name and return address must be either (1) directly under the recording area, or (2) on the left side of the page and within the top 3 inches.
  • The parcel identifier number (PIN) must be placed directly under the return address. PIN must be valid and not missing any digits.
  • The title of the document must be within the top 3 inches of the page but not in the 3"x3" right corner left blank for our recording stamp.
  • The entire document must be legible and reproducible. s.59.43(2m)(b)(4).
  • The paper is white, standard weight, and letter or legal-sized.
  • All ink must be black or red. Signatures can be any color.
  • The top margin is a minimum of 1/2 inch for every page. Other margins are minimum of 1/4 inch.
  • The pages are not hinged or folded.
  • Legal Description if the document refers to specific parcels of land.
  • Original signatures notarized or authenticated, print notary’s name in black ink if not shown on notary ink stamp. A valid notary expiration/commission date is required.
  • Proper fees accompanying the document.
  • Name of the document drafter must be clearly stated.
  • Wisconsin Real Estate Transfer Return receipt (completed and with proper fee and/or exemption #) if required.

The entire document must be legible except for: (1) company logo, (2) the loan number in the case of a mortgage, and (3) signatures need not be legible when the name is legibly printed in black next to the signature, or in the case of a notary, the name is legible on their black seal. In the case of maps that have been greatly reduced, a disclaimer may be used to direct the viewer to use for spatial information only and to ignore the illegible text.

Kristi Chlebowski
Register of Deeds

Office Address

City County Building Room 110 210 Martin Luther King Jr. Blvd. Madison, WI 53703

Office Hours

Mon - Fri
7:45 AM - 4:30 PM

Real Estate
Search Line

(608) 266-4144
8:00-11:30 AM
and
1:30-3:30 PM

Vital Records

(608) 266-4142

General Information

(608) 266-4141

TTY

Call Wisconsin Relay 711

Office Fax

(608) 267-3110

Mailing Address

PO Box 1438 Madison, WI 53701-1438
Vital Records will not be issued after 4:15 Public searching will not be allowed after 4:15 PM