The Maryland Intake Sheet is a standardized form used by circuit court clerks to streamline the processing and recording of land instruments. This form serves both the Maryland Department of Assessments and Taxation and local finance offices, ensuring that all necessary information is collected efficiently. To begin your transaction, please fill out the form by clicking the button below.
The Maryland Intake Sheet serves as a crucial tool for the efficient processing and recording of land instruments across the state’s twenty-four circuit court clerk offices. Designed to streamline the workflow, this form not only facilitates accurate indexing but also meets the information needs of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices. Each submission of a deed or similar instrument must be accompanied by a completed Intake Sheet, with specific sections designated for various types of instruments and transactions. For example, Section 1 identifies the type of instrument being recorded, while Section 2 clarifies the nature of the conveyance, distinguishing between arms-length sales and other types of transfers. Additionally, the form requires detailed calculations for taxes and fees in Sections 4 and 5, ensuring that clerks can verify charges with ease. Property descriptions, outlined in Section 6, help SDAT accurately update assessment records. Proper completion of the Intake Sheet is essential, as it not only aids in expediting the recording process but also minimizes the risk of rejection due to errors. The form is designed to be user-friendly, with clear instructions for legibility and organization, making it an indispensable resource for anyone involved in real estate transactions in Maryland.
Md Department of Assessments and Taxation - The Commissioner of Financial Regulation mandates this worksheet for consistent practice.
When engaging in the sale or purchase of a mobile home in Missouri, it is essential to utilize the Missouri Mobile Home Bill of Sale form, as it not only validates the transaction but also facilitates the proper transfer of ownership. For further guidance and to access the necessary documentation, you can visit https://missouriform.com/.
Md Business Tax - Interest and penalties may apply if taxes are not filed correctly or on time.
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.
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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
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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.
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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.
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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.
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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.
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Misconceptions about the Maryland Intake Sheet Form
Completing the Maryland Intake Sheet form requires attention to detail, as mistakes can lead to delays in processing. One common error is failing to complete all required sections. Sections 1, 3 through 5, and 7 through 10 must be filled out for all land instruments. If a deed is being submitted, Sections 2, 6, and 11 are also necessary. Omitting any of these sections can result in rejection of the form.
Another frequent mistake involves not printing or typing legibly. The instructions specify that all information should be written in black ink and that legibility is crucial. Illegible handwriting can lead to misunderstandings and errors in processing, which may require resubmission of the form.
People often overlook the requirement to submit a photocopy of the instrument along with the original. This is a critical step that ensures the Maryland Department of Assessments and Taxation can process the document accurately. Failing to include this photocopy can delay the entire transaction.
In Section 1, incorrect numbering of instruments is a common issue. Each instrument should be numbered in the order they are to be recorded. If multiple instruments are submitted, each must be clearly indicated with the appropriate sequence number. Misnumbering can cause confusion and errors in the recording process.
Another mistake pertains to the conveyance type in Section 2. Individuals may fail to select the appropriate box that describes the transaction. Choosing the correct conveyance type is essential for determining tax obligations and ensuring proper processing. Misclassification can lead to issues with tax assessments.
Section 4 requires accurate calculations of fees and taxes. Errors in these calculations can result in the rejection of the form. It is important to double-check the amounts entered for purchase price, secured debt, and other considerations. Inaccurate figures can complicate the recording process.
In Section 6, individuals sometimes neglect to provide a complete property description. This section is vital for indexing and must include specific identifiers such as the Property Tax Identification Number and street address. Incomplete descriptions can hinder the ability to properly record the property.
Lastly, people may forget to retain the goldenrod copy of the Intake Sheet for their own records. Keeping a copy is important for reference and tracking the submission. Without this record, individuals may find it difficult to follow up on the status of their transaction.
Understanding the Maryland Intake Sheet is crucial for anyone involved in property transactions. This form is used across all twenty-four circuit court clerk offices in Maryland to ensure that land instruments are processed efficiently and accurately. Here are key takeaways to keep in mind:
By adhering to these guidelines, you will facilitate a smoother transaction process and ensure compliance with Maryland's recording requirements.
The Maryland Intake Sheet serves as a crucial document in the process of recording land instruments. Alongside this form, several other documents are commonly used to ensure a smooth transaction and compliance with state regulations. Each of these documents plays a specific role in the recording process, facilitating accurate and efficient processing by the appropriate authorities.
Understanding these documents and their purposes can greatly assist individuals in navigating the complexities of property transactions in Maryland. Each form plays a vital role in ensuring that all legal requirements are met, thus protecting the interests of all parties involved.
The Maryland Property Recordation Form is similar to the Maryland Intake Sheet as both documents serve the purpose of recording property transactions. Each form requires detailed information about the parties involved, the nature of the transaction, and property descriptions. The Property Recordation Form specifically focuses on the legal aspects of property transfer, ensuring that all necessary information is documented for legal purposes. Like the Intake Sheet, it aims to streamline the process of recording property transactions in a consistent manner across various jurisdictions.
The Deed of Trust Form shares similarities with the Maryland Intake Sheet in that both documents are essential for the recording of property transactions. The Deed of Trust Form is used to secure a loan with real estate as collateral, while the Intake Sheet is used to provide necessary details for the recording of various land instruments. Both forms require accurate information regarding the parties involved and the property being transferred or encumbered, thus facilitating efficient processing by the respective authorities.
The Quitclaim Deed Form also resembles the Maryland Intake Sheet, as it is utilized to transfer ownership of real property without warranty of title. Both documents require the identification of the grantor and grantee, as well as a description of the property. The Quitclaim Deed Form, like the Intake Sheet, is essential for ensuring that property records are updated accurately, allowing for clear title transfers and minimizing disputes over property ownership.
The Warranty Deed Form is similar to the Maryland Intake Sheet in that it serves to convey ownership of real property while providing certain guarantees about the title. Both documents require detailed information about the transaction, including the parties involved and property descriptions. The Warranty Deed Form assures the grantee that the grantor holds clear title to the property, while the Intake Sheet ensures that all necessary information is collected for proper recording and indexing.
For those interested in property transfers, exploring the various forms can be crucial. A valuable resource is the comprehensive Quitclaim Deed information, which outlines its importance and usage in real estate transactions.
The Affidavit of Title is another document that parallels the Maryland Intake Sheet. Both forms are used to provide information regarding property ownership and any claims against it. The Affidavit of Title is typically executed by the seller to affirm their ownership and the absence of liens, while the Intake Sheet collects essential details for the recording process. Both documents aim to protect the interests of the parties involved and facilitate smooth transactions.
The Power of Attorney Form is similar to the Maryland Intake Sheet in that it involves the delegation of authority to act on behalf of another person in property transactions. While the Intake Sheet is focused on recording and processing property instruments, the Power of Attorney Form allows an individual to authorize another to execute documents related to property transactions. Both documents require clear identification of the parties and the property involved, ensuring that transactions can proceed without unnecessary delays.
The Title Commitment is akin to the Maryland Intake Sheet as it provides a preliminary report on the status of a property’s title before a transaction is finalized. Both documents aim to ensure that all necessary information is disclosed and recorded properly. The Title Commitment outlines any potential issues with the title that may need to be resolved before the transfer can occur, while the Intake Sheet ensures that all required documentation is submitted for recording.
Finally, the Real Estate Settlement Statement bears similarities to the Maryland Intake Sheet in that it provides a detailed account of the financial aspects of a real estate transaction. Both documents require precise information regarding the parties involved and the property being transferred. The Real Estate Settlement Statement outlines all costs and fees associated with the transaction, while the Intake Sheet collects necessary details for the recording process. Together, they help ensure transparency and accuracy in property transactions.