by Paula Mack, Esq.
On June 1, 2010, the Allegheny County Department of Real Estate is implementing the following changes:
- All deeds must have TWO (2) Certificates of Residence completed – one for the tax bill mailing, and one for the owner. They can be the same address if the owner does not have taxes escrowed by a lender. If the owner does not reside at the property conveyed, the owner’s actual residence address should be used. Click here for the forms. The Certificates do not have to be signed.
- All deeds will be “pre-certified” before being recorded. The clerk will check the grantor against the grantee in the last deed of record, and verify that the legal description is “locate-able” and matches an existing tax parcel. Click here for the Department of Real Estate’s memo.
For deeds in ALL counties, please proof the document before you send it for recording. If the grantor is not exactly the grantee in the prior deed, make sure the discrepancy is explained in the deed: also known as, formerly known as, successor by merger to, attorney in fact for, executor of the estate of, etc. Always include a recital. Proof your legal description for typos and make sure it closes. Include the tax parcel number.
Rejected documents are claims waiting to happen. Please take the time to ensure that the documents 
you present will be accepted and timely recorded.
Paula Mack, Esq., is Associate Counsel for Old Republic Title in Pittsburgh, PA.
{ 2 comments… read them below or add one }
I have heard of it, Dan, from the recorder herself prior to implementation of the certification plan. I don’t know if anyone’s actually done that, though. I do know that ALL documents to be recorded in deed books must be precertified, and, in the case of an assignment of rents at least, it can be recorded with a “not a conveyance” stamp.
The new requirements scheduled for August 1 will present their own set of problems.
Problems arise with the Deed Certification Dept. if the grantors originally purchased a large tract of acreage (usually many years ago) which is subject to outsales or subdivisions preceding or subsequent to their purchase. The clerks check the new deed’s legal description against the assessment’s “brief” legal description (some unchanged for decades) and there has been at least one rejection, that I am aware of – probably more – based on those two descriptions not matching up, which has resulted in a delay in recording. I have since heard rumors that if this new Dept “rejects” your deed, that you can request a “non-certified” stamp on the document and record that same day to protect title. Has anyone else heard about this “non certified” option?