Chelan County Auditor

Document Recording

Only properly formatted documents bearing original, notarized signatures and accompanied by the appropriate fee will be recorded. Photocopies will not be accepted for recording.

 

Formatting Guidelines for Recorded Documents

Documents must include margin and information items that will facilitate public research. Please view this guide for details.

Common Reasons for Document Refusal: Missing parcel number, first page top margin less than 3", other margins less than one inch, something other than the return address within top 3" margin, text not sufficiently legible to ensure accurate reproduction, fee inadequate, or abbreviated/full legal description missing from first page.

Conformed Copies: Copies of documents can be conformed at the time of recording as long as a copy of the document has been submitted along with a request for this service.

Cover Page:  A cover page is only required if the first page of the document does not include the required information or does not have a three inch top margin. When a cover sheet it used, one dollar will be added to the recording fee for the additional document page. Although the cover sheet must be completed by the customer, our staff will assist customers in identifying index type information (for example, explaining to a customer which name is the grantor and grantee etc.). It is not acceptable to put "See Attached" or "see page ___" in place of including information on the form.

Please Note: If using a cover page, the title(s) on the cover page must be the same as the title(s) on the document.

Documents Requiring an Excise Form: Instruments that convey property are required to be submitted with a completed Real Estate Excise Affidavit. The Chelan County Treasurer processes this form and collects either excise due on the transaction or a $10 processing fee when the transaction is exempt from collection of excise. The documents are later forwarded to the Auditor's Office for recording. Questions regarding the requirement or completion of the Real Estate Excise Affidavit should be directed to the Chelan County Treasurer. Some common document titles that require an excise affidavit:

  1. Assignment of Sublease;

  2. Deed - even for exempt transactions. The exception is the Fulfillment Deed, which is exempt from this requirement as long as the original excise number is listed on the document;

  3. Real Estate Contract and assignments thereof:

  4. Declaration of Forfeiture. The above is not intended as a comprehensive list, but as an example of document types that require an excise affidavit.

Forms: The Recording Department does not provide blank legal forms, but most office supply stores carry form templates for common do-it-yourself situations. Some documents are also available for download from the internet. Please verify that the form you buy is valid in Washington State and dated 1/1/97 or later.

Legal Advice: Members of the recording staff are not trained in real estate law, thus are not equipped to give legal advice. Chances are, your property is your single most valuable asset, and as such should be worthy of the effort and expense incurred through seeking the advice of a trained individual.

Map Recording - Full Size: The Washington State Department of Natural Resources, by authority granted via WAC 332-130, are the overseers of map recording guidelines for the state. Download the Survey Guidelines Checklist, which enumerates the specifications set by DNR. Our office will record maps printed on paper, as long as all other survey guidelines have been met. In particular, a paper copy would need to be free of folds or creases. Additional copies of the map are not expected at the time of recording. The county will retain the original map.

Mail Return of Documents: The original documents are returned to the submitting party at the completion of the recording transaction

Waiver of Margin/Font Requirements: A waiver for the 8 point font or 3" top and 1" side and bottom margin requirements may be obtained. The document must still meet all other standards, including the legibility requirement. Submission of a nonstandard document requires the inclusion of a properly completed cover sheet with a signed statement declaring that "...I am requesting an emergency nonstandard recording for an additional fee of $50.00 as provided by RCW 36.18.010. I understand that the recording processing requirements may cover up or otherwise obscure some part of the text of the original document." There is a $50 fee for this waiver in addition to the standard document recording fee. Please contact the Recording Office with any additional questions.

 

New Reservations for Subdivisions/Condominiums

We are unable to record any subdivision or condominium map whose name is “the same or similar to the name of any map or plat already on record…”, per RCW 65.04.050

You are urged to email us a Plat Reservation Request  to verify whether the name of your project is unique within Chelan County. Once this is verified, we will reserve the use of your project name for up to one year. There is no fee for this service.

 

Submitting Documents Electronically

Electronic document submission is accepted only through one of the eRecording vendors operating under an existing agreement with Chelan county. These vendor agreements serve to regulate and ensure secure transmission of documents and fees.

There is currently no way to electronically transmit documents and recording fees directly to the county, other than through one of these established vendors.

Posted: 12/16/2014 10:01 AM
Last Updated: 04/13/2021 11:32 AM

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Chelan County Calendar

Upcoming events and schedules at the county!

  • 10
    Jul 2021
    09:00 AM - 01:00 PM

    July Parenting Class - English Only

    Posted by: Superior Court Clerk

    Supporting Children Through Divorce is a four-hour educational program designed to help parents focus on the needs of their children during and after divorce and separation.

    Washington State University Extension
  • 07
    Jul 2021
    09:00 AM - 03:00 PM

    Hearing Examiner - July 7, 2021

    Posted by: Community Development

    By Zoom Video Conference
  • 16
    Jun 2021
    01:00 PM - 03:00 PM

    Hearing Examiner - June 16, 2021

    Posted by: Community Development

    By Zoom Video Conference