Margin requirements for hard copy documents: Top margin 1-1/4 inch, bottom, left and right no smaller than 3/4 inch. The last page should have space for a recording sticker or it will be placed on the back of the last page.*
Paper size: Letter or Legal (8.5x11 or 8.5x14)
Font size: No smaller than 9
All documents must have original signatures. NO PHOTOCOPIES ACCEPTED.
If the document is handwritten, it must be legible.
All hard copy documents shall be single sided only.*
Print quality must be legible for the scanner to read and produce an acceptable image.
Names shall be underlined or capitalized to ensure that we are indexing the parties properly.
Document pages should be numbered.
Deeds must state who prepared them, Virginia attorneys are required to provide their VSB number.
Documents must state to whom they are to be returned to after recording.
The consideration must be stated on the FIRST page.
Tax exemption codes must be written clearly on the FIRST page.
Grantor and Grantee must be clearly labeled.
Corrections and/or re-recordings must state on the first page what is being recorded or the reason for re-recording and state the original instrument number.
Signatures must be in black or dark blue ink.
All documents put to record must be acknowledged and contain a notary seal.
All acknowledgements by a Virginia notary must include their commission number, expiration date and a darkened seal. All of this information must be legible.
A maximum of three documents per check will be accepted for recordation.
For plats with no other documentation with them, please include a completed Plat Affidavit form. Oversized plats must be presented to James City County Planning Department prior to recordation to note approval or approval not needed.
Documents refused for recording that are received by mail will be given a rejection number.
If your document is refused for recording after presenting it in person, you may request that we give it a rejection number.
If there is a question about the legibility of a document, the recorder will be happy to test scan the page(s) in question.
Please include an appropriate size self-addressed stamped envelope if you are not waiting to take your recordings or if you do not have a courthouse mailbox.
*Ref. VA code sections 17.1-223 and 17.1-227 Please note that land records are recorded from 8:30 a.m.-4 p.m., Monday through Friday. Also note that currently the Clerk's Office does accept e-recordings for deeds through both Simplifile and CSC.