B A S I C R E Q U I R E M E N T S : F O R M R E Q U I R E M E N T S : PAPER:

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1 M o r t g a g e T a x V I R G I N I A B A S I C R E Q U I R E M E N T S : F O R M R E Q U I R E M E N T S : PAPER: NON-STANDARD FEE: MARGINS: PRINT: PREPARER INFO: TRUSTEE: MARITAL STATUS: APN/PID NUMBER: WITNESSES: PRINTED NAMES: NOTARY 8 ½ x 11 accepted 8 ½ x 14 (maximum accepted) Not accepted 1 on top left and bottom and ½ inch on the right. (not picky) 10 point minimum. Black ink Company name or name of individual preparer, address Must have a Virginia address Palma J. Collins 1051 East Cary Street, Suite 1111 Richmond, Virginia Non-Joinder Underline borrower s last name Required on all documents Tax map reference number should be typed in the left-hand margin on the 1 st page. Scott County: If PIN is missing, please call )276) None required Signatures must be original and signed in ink. Names must be typed or printed beneath signatures. Date of acknowledgement State/county of acknowledgement Expiration Date Registration number Photographically reproducible stamp or seal If the notarial statement and the signature being notarized are on different pages, the notarial statement must include the name of the person whose signature is being notarized. Name printed beneath Notary signature required IF name in stamp/seal is not clear. If the notary s seal contains the words Electronic Notary Public, please seek underwriting approval COVER SHEET: FAIRFAX COUNTY COVER SHEETS-USE COUNTY WEBSITE DEEDS (D) MODIFICATION AGREEMENTS: LOST AFFIDAVIT: DEATH CERTIFICATE: POWER OF ATTORNEY RETURN TO LABEL REQUIREMENTS LEGAL REQUIREMENTS See list below of counties that require coversheets Include prior mortgage information Exemption code required No forms requires Legal Description Previous recorded Deed reference See below for special instructions for Arlington County Must have the original and new loan amounts on the document Not accepted No Affidavit required The majority of the counties in the state of Virginia stated that Death Certificates can not be recorded, mainly due to the personal information that they contain. See below for additional county requirements Prior (copy) POA is not needed if document is signed by POA. Must be notarized See below for special instructions regarding City of Virginia Beach MUST BE PLACED ON THE 1 ST PAGE OF THE DOCUMENT. Must accompany all instruments King George: Subdivision and lot OR magistrate s district OR land acreage Newport News: Lot, subdivision, block Virginia Beach City: Standard legal required C O M M O N R E J E C T I O N R E A S O N S :

2 C O V E R S H E E T M I S S I N G / I N C O R R E C T A P N N U M B E R M I S S I N G T R U S T E E H A S N O N - V I R G I N I A A D D R E S S N O T A R Y I S S U E S T R U S T E E M I S S I N G O R I N C O R R E C T G P I N N U M B E R N O T I N C L U D E D O N T H E D O C U M E N T D O C U M E N T S N U M B E R E D I N C O R R E C T L Y S T A T E S P E C I F I C S : Any documents including the Social Security Number are not recordable in the state. All pages of the document must be numbered consecutively. All riders and attachments must be renumbered to correct the total page count. The following Refinance Clause must be stated on all Refinances in the state of Virginia: Sec (D) 1950 Code of VA as amended. Refinance Verbiage Needs To: Reference refinancing Book & Page of original Deed of Trust recording County recorded in VA Code (D) of Code of Virginia 1950 as amended Fairfax, King George,Petersburg City, Prince William, and Tazewell counties require that the refinance verbiage be on the first page. It is advisable that refinance verbiage be on the first page in all counties to reduce the possibility of its being missed by the county. The following exemption clause must be on all Reverse Mortgage/Deed of Trust: This document is exempt from tax per 12 USCS 1714 Example wording for typical refinance: THIS IS A REFINANCE OF AN EXISTING LOAN SECURED BY A DEED OF TRUST RECORDED IN DEED BOOK _, AT PAGE, OR INSTRUMENT #_ COUNTY, VIRGINIA. REFERENCE FOR THIS PURPOSE OF COMPUTING COST OF RECORDING THIS DEED OF TRUST IS HERE MADE TO SECTION (D) OF THE CODE VIRGINIA, 1950, AS AMENDED. City of Charlottesville requires the insertion of certification verbiage to the refinance clause such as: THIS IS A REFINANCE OF AN EXISTING LOAN SECURED BY A DEED OF TRUST CERTIFIED AS RECORDED IN DEED BOOK, AT PAGE_, OR INSTRUMENT # COUNTY, VIRGINIA. REFERENCE FOR THIS PURPOSE OF COMPUTING COST OF RECORDING THIS DEED OF TRUST IS HERE MADE TO SECTION (D) OF THE CODE VIRGINIA, 1950, AS AMENDED. REFINANCE VERBIAGE FOR DEED OF TRUST IN VIRGINIA IF REFINANCE QUALIFIES FOR VIRGINIA AUTO-SUBORDINATION THIS IS A REFINANCE OF AN EXISTING LOAN SECURED BY A DEED OF TRUST RECORDED IN DEED BOOK _, AT PAGE, OR INSTRUMENT #_ COUNTY, VIRGINIA. REFERENCE FOR THIS PURPOSE OF COMPUTING COST OF RECORDING THIS DEED OF TRUST IS HERE MADE TO

3 SECTION (D) OF THE CODE VIRGINIA, 1950, AS AMENDED. THIS IS A REFINANCE OF A DEED OF TRUST IN THE ORIGINAL PRINCIPAL AMOUNT OF $, WITH AN INTEREST RATE OF _% AND WITH AN OUTSTANDING PRINCIPAL BALANCE WHICH IS $, PURSUANT TO VIRGINIA CODE Counties that require a cover page: Cover sheets are not counted as a page. Fairfax: VLR/ILS cover page: Albemarle, Buena Vista City, Carroll, Caroline, Chesterfield, City of Chesapeake, City of Fredericksburg, Galax City (Carroll County ONLY),Giles, Henrico, Montgomery, Newport News City, Norfolk City, Northampton,Norton City, Portsmouth City, Pulaski, Richmond County,Smyth, Spotsylvania, Suffolk City, and Wise. For re-finance documents (whose doc type must be RFDT), the following counties still require that the Assumption Balance be filled in on the cover page: Albemarle, Carroll. Fredericksburg, and Giles. (Fredericksburg requires the old loan amount in the existing debt field with the assumption balance field left blank.) ILS cover pages: ILS Common Cover page codes: DOT Deed of Trust DG Deed of Gift DTCL Credit Line Deed of Trust AGM or DTM Modification of Deed of Trust DQC Quit Claim Deed SAG Subordination Agreement RFDT Refinance Deed of Trust CS Certificate of Satisfaction DEED OF TRUST/MORTGAGE: Refinance Verbiage: This tax credit may be used if the mortgagee of the refinance is the same as the original mortgagee. If the original mortgage was assigned to the present mortgagee of the refinance, then this tax credit may not be used. Reverse Mortgage: Tax is not applicable on the 2 nd Deed of Trust, but the exemption must be listed on the top of the Deed of Trust: Deed of Trust is exempt from taxes imposed by VA Code pursuant to VA Code Section TRUST AFFIDAVIT: Is recorded as a separate document in land records. When completing the cover sheet, the Trustee will be listed as a Grantor and the Grantee will be left blank. DEEDS: All Deeds changing marital status require Pursuant to Section D code of Virginia, 1950 as amended to be stated on the document. Every exempt Deed needs the appropriate code stated. Warranty Deeds/Purchases: Transfer Tax is based off the consideration or fair market value, whichever is higher, and should be stated on the Deed. Also must state one of the following: The existence of title insurance is unknown to the preparer OR The title insurance underwriter is. COUNTY SPECIFICS: All counties: Each page should be numbered in chronological order, including attachment and riders. Accomack: Requires 15-digit tax number. Amherst County: Please provide a copy of the UCC when forwarding documents to the county Arlington County: When a borrower signs with an x instead of with a full signature, two witnesses are required in addition to the notary. There should be a reference to making his mark beneath the borrower s signature.

4 The witnesses names must also be acknowledged in the acknowledgment section with the reference to making his mark included as well. All deeds conveying not more than four residential units must state on the first page of the document that it was prepared either by the owner of the real property or by an attorney licensed to pract ic e l aw i n V irg i ni a. T h e a ttorn ey st ate me nt must incl u de both th e a ttorn ey s na m e a n d Virginia State Bar number. Campbell County: Requires tax map number on documents. If not available in search, call (434) Chesterfield County: Requires a 15 digit APN entered into the upper-left corner of the first page after allowing a 1 margin. City of Virginia Beach: Requires a GPIN vs. APN on first page. Also, the Power of Attorney Affidavit will not be recorded as part of the POA or Deed of Trust; it is to be recorded as a separate document. Also, all instrument numbers in re-finance verbiage of Deeds of Trust must be 17 digits in length. Fairfax County: Place Return To sticker on 1 st page of document Will not accept clarity copies Gloucester County: Requires the Map number on the document and the legal. Hampton County: Requires all changes within a document to be initialed excluding page counts. Hanover County: GPIN must be 10 digits. Henrico County: Trustee must be after each Grantee name Legal description must list lot, block and subdivision Mecklenberg County: Will not accept clarity copies. Nelson County: Requires that Manufactured Home Affixation Affidavits and Powers of Attorney be recorded as separate documents. Newport News City: Requires that all instrument numbers in re-finance verbiage on Deeds of Trust be nine digits in length. Norfolk County: Requires the Trustee be listed on the cover page for indexing purposes. Prince William County: Requires GPIN vs. APN on first page Will not accept clarity copies As of 7/1/2012, the consideration must be stated on the first page of the document. Satisfactions must include the names and addresses of the Grantor/Grantee and Trustee on the first page. Legal description is also required. Richmond City: Tax Parcel ID# must be formatted in the following way: E Roanoke City: Requires 7-digit APN. Rockbridge County: Requires the Tax Map Number be 16 digits. Scott County: Requires a PIN. You must call Commissioner of Revenue at (276) Stafford County: Each page should be numbered, including attachments Consideration needs to be listed on the first page A brief legal description must be on the first page of the document 1 ½ top margin for the recording sticker The parcel number can be written in the side margin The borrowers last names must underlined or in all CAPS

5 Suffolk County: Required to have all aka names on cover sheet if document is aka d Requires the city s 9 digit tax account number be on the front page of the document as well as the cover sheet Requires cover sheets of subordinations to have names of all grantors and grantees, including the borrowers. York & Loudoun Counties: Requires the G-pin number and Tax map number on the 1 st page of the document. City of Salem: Verify correct County property is located in on City of Virginia Beach: Requires GPIN vs. APN on first page. DEATH CERTIFICATES: The following counties are those that do accept Death Certificates for recording. Any county NOT listed below does not accept Death Certificates for recording. Accomack, Franklin, Galaxy City, Giles, Grayson, Middlesex, Northampton, and Smyth: The Death Certificates can be recorded as an attachment to another document. Arlington: The Death Certificate can be recorded as an attachment to a Deed as long as it is a copy and as long as the Social Security Number and any information regarding the death that has no bearing on the transaction (cause of death) are blacked out. Bath: This county stated that a Death Certificate can be recorded as its own document in the Deed Records by request. Bristol and Essex: The Death Certificate can be recorded as an exhibit to another document as long as it is referred to within the body of the document. Buckingham, Charles City, and Dickenson: These counties stated that the only time a Death Certificate would need to be shown is if you are probating a will (proof of the deceased). Charlottesville City: The Death Certificate can be recorded as an exhibit to another document. It must be referenced within the body of the document. All private information should be removed (e.g. Social Security Number and Cause of Death). Emporia City and Greensville: Death Certificates are not accepted for recording. The clerk stated that when someone dies, usually people reference the death in a paragraph on the legal description. Fauquier: A certified copy of the Death Certificate and a Request for Probate form are needed. From this, the office will create a List of Heirs and that is what will be put on record to show that someone has passed away without a will. The Death Certificate is only used for reference purposes. Hanover, Petersburg City, Prince George, Radford City, Salem, Spotsylvania, and Westmoreland: The Death certificate can be recorded as an exhibit to another document. The social security number needs to be removed. King and Queen: Death Certificates are not recordable. The clerk stated that a Real Estate Affidavit, Form CC 1612, would be filed to prove that someone died. The fee for this document is $ Lee: The Death Certificate will not be recorded. It will be used as a proof for a List of Heirs. Norfolk City: Per clerk, it is not necessary to record a Death Certificate. There are two scenarios where Death Certificates would be needed: 1. On the original deed, if there is a Right of Survivorship, clause and someone dies, a copy of the Death Certificate should be taken to the county Assessor s office and the person who is deceased will be dropped from the tax record and a new Deed would not need to be recorded. 2. If there was no Right of Survivorship clause, probate will be needed and a new Deed will need to be recorded. A copy of the Death Certificate could be attached to this new Deed as an exhibit. Northumberland: A certified copy of the Death Certificate can be attached to a Will during probate and it can be labeled as an exhibit and attached to a Deed.

6 Norton City and Wise: A Death Certificate can not be recorded due to privacy regulations. Notices of Death can be filed with the probate division through the proper paper work (e.g. List of Heirs or an Affidavit). Warren: A Death Certificate can be recorded with the Will if there is one. If there is no Will, a Real Estate Affidavit can be recorded to show that the owner is deceased. Waynesboro City: A Death Certificate can not be recorded as a separate document. The only time they will be accepted is for proof for recording a Will or attached as an exhibit to a Real Estate Affidavit. Wythe: A Death Certificate can not be recorded. The only instrument that they record denoting death is a List of Heirs or Wills.