The Maryland Intake Sheet is a standardized form used by the twenty-four circuit court clerk offices in Maryland. Its main purpose is to streamline the processing, recording, and indexing of land instruments, ensuring compliance with state regulations. To facilitate accurate recordation, it is essential to complete this form when submitting land instruments; begin by filling out the form below.
The Maryland Intake Sheet is an essential document designed to streamline the process of recording land instruments across the state's circuit court clerk offices. This form serves multiple purposes, including aiding the Maryland Department of Assessments and Taxation (SDAT) and local finance offices in efficiently processing property transactions. When submitting a deed or any instrument that changes ownership, it’s crucial to include both the original document and a photocopy along with the Intake Sheet. Compliance with Maryland law mandates that a completed Intake Sheet accompanies every land instrument, with a few exceptions such as mortgage releases and powers of attorney. Each section of the form collects specific information, from identifying the types of instruments being recorded to detailing tax exemptions and fees. The Intake Sheet also requires clear and legible entries, ensuring that clerks can accurately process the information. By following the outlined preparation instructions, individuals can help reduce the likelihood of rejections due to incomplete or incorrect submissions. Understanding the various sections of the Intake Sheet is vital for anyone involved in property transactions in Maryland, as it not only facilitates recordation but also helps maintain accurate public records.
INSTRUCTIONS FOR THE
STATE OF MARYLAND
LAND INSTRUMENT
INTAKE SHEET
INSTRUCTIONS FOR THE STATE OF MARYLAND LAND INSTRUMENT INTAKE SHEET
Purpose of the Intake Sheet
The purpose of the Intake Sheet is to provide a single form that the twenty-four (24) circuit court clerk offices will use to expedite the accurate processing, recording, and indexing of land instruments. Further, the Intake Sheet has been designed to accommodate the information needs of the Maryland Department of Assessments and Taxation (SDAT) and the local finance offices.
NOTE: When a deed or other instrument changing ownership is submitted to SDAT for processing, a photocopy of the instrument for SDAT, as well as the original, must accompany the Intake Sheet.
Compliance
In accordance with Real Property Article § 3-104(g), a completed Intake Sheet is required with every land instrument submitted for recordation, with the exception of releases and assignments of mortgages and deeds of trust, substitutions of trustees, powers of attorney, and financing statements and their modifications. Section 1, Sections 3 through 5, and Sections 7 through 10 of the Intake Sheet must be completed for all types of instruments for which the Sheet is required. Sections 2, 6, and 11 also must be completed on Intake Sheets submitted with deeds.
Preparation Instructions
Please print or type legibly, in black ink only, all of the information that applies to your instrument(s) in the spaces provided. When printing, press firmly and always prepare all four copies of the Intake Sheet; the white, canary, and pink copies will be retained by the clerk’s office, SDAT, and the local finance offices respectively. After completing the form, the preparer should retain the goldenrod copy for internal records and reference purposes. Only one Intake Sheet should be completed for each transaction involving the same property. If there are more than two instruments submitted for the same transaction, the Addendum to Intake Sheet should be used to itemize information relevant to grantors/grantees such as considerations, recording fees, and taxes. If the preparer is submitting Intake Sheets or Addendums printed through the use of their own computers, a sufficient number of forms should be presented with the instruments.
Section 1: Type(s) of Instruments
This Section is for use in identifying the type(s) of instruments to be recorded and, if several instruments are being recorded, in indicating the sequence in which those instruments are to be recorded. Therefore, if one instrument is being recorded, place AN X in the box next to the type of instrument to be recorded. If more than one instrument is being recorded, number each applicable box in the sequence in which the instruments are to be recorded. Number each instrument accordingly.
1
For example, if you are submitting a deed and deed of trust insert a “1” in the box next to “Deed” and a “2” in the box next to “Deed of Trust.”
NOTE: If the type of instrument to be submitted is not listed, enter it under “Other.”
NOTE: Use a separate intake sheet for each deed and complete as Type of Instrument “1.”
Section 2: Conveyance Type
This Section should only be complete if the Intake Sheet has been prepared to accompany a deed that should be processed by SDAT to transfer property ownership in the assessment records. The primary purpose of this section is to distinguish arms-length conveyances from transfers that have not had full exposure to the marketplace. An arms-length sale is a transaction between unrelated parties under no duress. Please designate the type of conveyance by checking the appropriate box:
Improved Sale Arms-Length: Check this box if the property conveyed includes a building or other relatively permanent structure or development located on, or attached to, land.
Unimproved Sale Arms-Length: Check this box if the property conveyed only consists of vacant land.
Multiple Accounts Arms-Length: Check this box if the property conveyed includes more than one account for the assessment records.
Not an Arms-Length Sale: Check this box if the transfer of the property was between related parties, or one or more of the parties were acting under duress to buy or sell. Types of conveyances that are not considered an arms-length transfer of real property include a lease, gift, foreclosure, tax sale, or confirmatory deed.
Section 3: Tax Exemptions
If applicable to the transaction, list each claimed exemption for State recordation, State transfer, and county transfer taxes. The authority for each exemption claimed should be cited or explained briefly.
Section 4: Consideration and Tax Calculations
This Section, together with Sections 3 and 5, is intended to reduce the rejection of instruments resulting from the incorrect calculation of applicable charges. It is difficult for clerks to identify
2
an error when verifying charges payable without knowing the amounts used by the preparer to calculate taxes.
State the amount of the purchase price or cash consideration payable. If the transaction includes new secured debt, state the amount of the principal debt secured by the new mortgage. If an existing mortgage is being assumed, state the balance due on the existing mortgage. If the transaction involves other instruments (e.g., a lease) for which separate consideration is payable, or the transaction involves other consideration such as forgiveness of a debt owed by the grantee to the grantor, state the amount of “other consideration.” If the grantor is receiving property (real or personal) for the conveyance, state the full cash value of the real property conveyed.
Section 5: Fees
If more than one instrument is being recorded, the information requested should be provided separately for each instrument with the document number corresponding to the number assigned in Section 1. Itemize the recording charges, surcharge, State transfer tax, State recordation tax and county transfer tax, if applicable. The “OTHER” category may be used to indicate miscellaneous taxes that may be applicable to the transaction. The amount indicated should be the net amount owed.
Section 6: Description of Property
In connection with deeds, this Section will be used to allow SDAT to transfer property in the assessment records. For other instruments, completion is optional.
Section 6 also will be used by the clerk offices to index property identifiers in accordance with Real Property Article § 3-104 (g)(3)(i). Due to limited database fields, a maximum of 40 characters can be allocated for property description information. Space permitting, therefore, the property identifiers provided on the Intake Sheet will be indexed in the following priority: 1) Property Tax Identification Number: 2) Street Address; 3) Lot, Block, and Section Numbers; 4) Square Footage or Acreage; and 5) the abbreviation Var. L.O.G. for “Variable Lots of Ground.”
Whenever the Intake Sheet is submitted with a deed, SDAT and, in some cases, the local finance offices, will require completion of all property description information applicable to the transaction including, in addition to the above property identifiers, the district, subdivision name, liber and folio of the deed by which the grantor acquired title, map number, parcel number, and plat reference. Some of the information for Section 6 may be obtained from the lien document received in the local finance/treasury office. The information also is available on public access terminals at the counter in local assessment offices.
NOTE: If more than one (1) account/property is being conveyed on a deed, list on an attachment all of the other property descriptors.
3
District: Indicate the numerical code that identifies the property location in an election/assessment district.
Property Tax Identification Number: Indicate the numerical code that is unique
to each property within a local county. NOTE: If, since previous July 1, the property being transferred has been established by a recorded subdivision plat, indicate the original (former or parent) account number for the tract on which the subdivision was established, except in Montgomery County where, due to that jurisdiction’s parcel identifier requirement, the new identification number must be listed. In Baltimore County, enter the original account number here but also enter the new identification number under “Other Property Identifiers.”
NOTE: For a property located in Baltimore City, enter the local Block and Lot numbers in this space.
Grantor Liber/Folio: Indicate the liber/folio for the recorded instrument by
which the grantor acquired title to the property. NOTE: If, since the previous July 1, the property being transferred has been established by a recorded subdivision plat, indicate the liber/folio for the recorded instrument by which the grantor(s) acquired the tract on which the subdivision was established.
Map: Indicate the numeric/alpha code from SDAT Property Ownership Maps.
NOTE: If, since the previous July 1, the property being transferred has been established by a recorded subdivision plat, indicate the original (former or parent) map code.
Parcel Number: Indicate the numeric/alpha reference delineating the property
parcel on the SDAT map. NOTE: If, since the previous July 1, the property being transferred has been established by a recorded subdivision plat, indicate the original (former or parent) parcel number.
Various Lots of Ground (Var. L.O.G.): Check the box beneath the abbreviation Var. L.O.G. if the property consists of multiple parcels. An attachment must be
provided that identifies all of the various lots.
Subdivision Name: Indicate the name of the subdivision, if any, in which the property is located.
Lot/Block/Section/Area: Indicate the location reference of the property in a platted subdivision.
Plat Reference: Indicate the liber/folio reference to the recorded subdivision plat in which the property is located.
4
Square Footage/Acreage: Indicate the amount of square feet or acreage being conveyed.
Location/Address: Indicate the premise location or street address of the property
being conveyed. NOTE: Montgomery County requires inclusion of the condo unit number if applicable.
Other Property Identifiers: NOTE: Baltimore City requires inclusion of the name of the mortgage company in this section.
Water Meter Account No.: NOTE: Use of this area applies only to a property located in Baltimore City.
Residential or Non-Residential: NOTE: Montgomery County requires inclusion of this information. Indicate by checking the appropriate box.
Ground Rent or Fee Simple: NOTE: Baltimore City requires inclusion of this information. Indicate by checking the appropriate box and, if applicable, enter the amount of Ground Rent.
Partial Conveyance: Answer “Yes” if the property being conveyed is part of an existing property and then indicate the amount of square footage or acreage being conveyed. Also list all improvements being conveyed.
Section 7: Transferred From
Indicate the name(s) of the grantor(s) conveying the property. If appropriate, list the last name first. Owner(s) of record other than the grantor(s) should be listed in the appropriate space in Section 6 as well. For example, if the instrument is a mortgage given by a tenant to a lender, the landlord (owner) should be listed. If necessary, the Addendum to the Intake Sheet should be used to allow all names to be listed.
Section 8: Transferred To
Indicate the name(s) of the grantee(s). As appropriate, list the last name first. If necessary, the Addendum to the Intake Sheet should be used to allow all names to be listed.
IMPORTANT: To ensure that the new assessment is sent to the proper person, provide the mailing address of the new owner/grantee to whom the assessment notice should be sent.
Section 9: Other Names to Be Indexed
Indicate the name(s) of parties that are not listed as grantors or grantees, such as beneficiaries on deeds of trust, that are to be indexed.
5
Section 10: Contact/Mail Information
This Section is included to reduce the delay occasioned by the return of an instrument because of a problem that can be rectified quickly and also to ensure the return of a recorded instrument to the proper person.
Indicate the name, firm, address, and telephone number of the person to contact if the clerk’s office, SDAT, or finance office has any questions about the transaction. Check the appropriate box to indicate whether the instrument, after recording, should be mailed to the contact person’s address, kept at the clerk’s office for pick-up, mailed to the address provided on the instrument, or mailed to the person named at the address within this Section.
Section 11: Assessment Information
This Section should be completed only if the Intake Sheet has been prepared to accompany a deed that will be processed by SDAT. Check the boxes to answer “yes” or “no” to each question.
Principal Residence – The Grantee must actually occupy the dwelling for more than six (6) months of a calendar year in order for the property to qualify as a principal residence. This designation affects eligibility for certain tax credits.
Personal Property – If the transfer involves personal property, items such as trailer homes, boats, equipment inventory, etc. should be listed. It is not necessary to include household appliances in this list.
Survey – If the property was surveyed, a copy of the survey should be attached to the deed, unless the property is part of a recorded subdivision plat.
The Addendum also provides a Section in which the preparer can give special instructions for the clerk offices as to recording or indexing an instrument.
6
Completing the Maryland Intake Sheet is a crucial step in the process of recording land instruments. This form ensures that all necessary information is accurately documented, facilitating a smooth transition of property ownership and related transactions. Below are the steps to help you fill out the form correctly.
Following these steps will help ensure that your Maryland Intake Sheet is filled out correctly, paving the way for efficient processing of your land instrument. It’s important to keep a copy for your records, particularly the goldenrod version, which you should retain for future reference.
The Maryland Intake Sheet serves as a standardized form for the twenty-four circuit court clerk offices in Maryland. Its main goal is to streamline the processing, recording, and indexing of land instruments. Additionally, it meets the information requirements of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices.
Anyone submitting a land instrument for recordation must complete the Intake Sheet, with certain exceptions. These exceptions include releases and assignments of mortgages, deeds of trust, powers of attorney, and financing statements. For most instruments, Sections 1, 3 through 5, and 7 through 10 must be filled out. If submitting a deed, Sections 2, 6, and 11 also need to be completed.
It is important to print or type legibly using black ink. Complete all four copies of the Intake Sheet, as the clerk’s office, SDAT, and local finance offices will keep the white, canary, and pink copies, respectively. Retain the goldenrod copy for your records. Only one Intake Sheet should be filled out per transaction involving the same property. If there are multiple instruments, use the Addendum to Intake Sheet to provide additional details.
Section 1 is used to identify the type(s) of instruments being recorded. If you are submitting more than one instrument, number each applicable box in the order they should be recorded. For example, if you submit a deed and a deed of trust, mark “1” next to “Deed” and “2” next to “Deed of Trust.” If the instrument type is not listed, write it under “Other.”
Section 6 allows for the identification of the property being conveyed. While this section is optional for instruments other than deeds, it is crucial for deeds. Provide the property tax identification number, street address, and other relevant identifiers. If multiple properties are involved, list them on an attachment. Ensure that the information is accurate, as it will be used for indexing purposes.
Yes, fees may apply depending on the type of instruments being recorded. In Section 5, you need to itemize the recording charges, surcharges, state transfer tax, state recordation tax, and county transfer tax, if applicable. Each instrument should have its fees listed separately. Make sure to calculate these accurately to avoid rejection of your submission.
Neglecting to Include Required Sections: Failing to complete Sections 1, 3 through 5, and 7 through 10 can lead to delays. All these sections are crucial for processing the form correctly.
Using Incorrect Ink Color: The instructions specify that only black ink should be used. Using other colors can make the form difficult to read and may result in rejection.
Submitting Incomplete Information: Omitting critical details, such as the property description or tax calculations, can hinder the processing of the Intake Sheet.
Failing to Provide Photocopies: When submitting a deed, it is essential to include a photocopy for the Maryland Department of Assessments and Taxation (SDAT). Not doing so can lead to processing delays.
Incorrectly Identifying Instruments: Mislabeling the type of instrument in Section 1 can create confusion. Ensure that each instrument is accurately identified and numbered in the correct sequence.
Ignoring the Addendum Requirement: If multiple instruments are involved in a single transaction, failing to use the Addendum to Intake Sheet can lead to incomplete submissions.
Not Itemizing Fees Properly: Section 5 requires a detailed breakdown of fees. Providing a lump sum instead of itemizing can result in rejection or additional queries from the clerk’s office.
Overlooking Tax Exemptions: If applicable, tax exemptions must be claimed in Section 3. Not listing these can lead to unnecessary tax liabilities.
Failing to Retain a Copy: After submission, the preparer should keep the goldenrod copy for their records. Neglecting this step can lead to difficulties in tracking the transaction later.
The Maryland Intake Sheet is an essential document for processing land instruments in Maryland. However, several other forms and documents often accompany it to ensure a smooth and compliant transaction. Below is a list of these documents, each serving a specific purpose in the recording and processing of land transactions.
Each of these documents plays a vital role in the overall process of property transactions in Maryland. Ensuring that all necessary forms are completed and submitted can help prevent delays and complications in recording land instruments.
The Maryland Intake Sheet form shares similarities with the Uniform Commercial Code (UCC) Financing Statement. Both documents serve to record important information related to property and ownership, ensuring that transactions are properly documented. The UCC Financing Statement is used to perfect a security interest in personal property, while the Maryland Intake Sheet focuses on real property transactions. Each form requires specific details to be filled out accurately, and both aim to provide clarity and prevent disputes regarding ownership and rights.
Another document comparable to the Maryland Intake Sheet is the Deed of Trust. This legal instrument is used in real estate transactions to secure a loan with the property as collateral. Like the Intake Sheet, the Deed of Trust includes critical information about the parties involved, the property being secured, and the terms of the agreement. Both documents are essential for ensuring that the transfer of property rights is clear and legally binding.
The Quitclaim Deed also resembles the Maryland Intake Sheet in that it facilitates the transfer of property ownership. This type of deed allows a person to transfer their interest in a property without guaranteeing that the title is clear. Similar to the Intake Sheet, a Quitclaim Deed must be properly filled out and recorded to protect the rights of the parties involved. Both documents aim to clarify ownership and reduce the potential for future disputes.
The Warranty Deed is another document that parallels the Maryland Intake Sheet. This deed provides a guarantee that the grantor holds clear title to the property and has the right to sell it. Like the Intake Sheet, the Warranty Deed requires detailed information about the property and the parties involved in the transaction. Both documents serve to protect the interests of buyers and sellers in real estate transactions.
The Affidavit of Title is similar to the Maryland Intake Sheet in that it provides a sworn statement regarding the ownership of a property. This affidavit is often used in conjunction with other documents, such as deeds, to establish a clear chain of title. Both the Affidavit of Title and the Intake Sheet help ensure that all relevant information is disclosed, thus reducing the risk of legal complications in property transactions.
The Property Transfer Form also shares characteristics with the Maryland Intake Sheet. This form is used to document the transfer of property ownership, capturing essential details such as the names of the parties involved and the property description. Like the Intake Sheet, the Property Transfer Form is critical for maintaining accurate public records and ensuring that all parties are aware of their rights and obligations regarding the property.
The Title Insurance Commitment is another document that is comparable to the Maryland Intake Sheet. This commitment outlines the terms under which a title insurance policy will be issued, protecting the buyer from potential claims against the title. Both documents require detailed information about the property and the parties involved, and they aim to provide assurance that the transaction is legitimate and secure.
The Real Estate Purchase Agreement is similar to the Maryland Intake Sheet as it formalizes the terms of a property sale. This agreement outlines the responsibilities of both the buyer and seller, including the purchase price and any contingencies. Both documents are essential for ensuring that the transaction proceeds smoothly and that all parties understand their rights and obligations.
Lastly, the Closing Disclosure is akin to the Maryland Intake Sheet in that it provides a detailed account of the financial aspects of a real estate transaction. This document outlines the costs associated with closing the sale, including fees and taxes. Both the Closing Disclosure and the Intake Sheet play vital roles in ensuring transparency and clarity in property transactions, helping to prevent misunderstandings and disputes.
When filling out the Maryland Intake Sheet form, following certain guidelines can help ensure a smooth submission process. Here are six important do's and don'ts to keep in mind:
By adhering to these guidelines, you can help facilitate a more efficient processing experience for your land instrument submissions.
Misconceptions about the Maryland Intake Sheet can lead to confusion and delays in processing land instruments. Here are six common misconceptions:
Understanding the Maryland Intake Sheet form is essential for anyone involved in the recording of land instruments. Here are some key takeaways to consider: