Land Recording Guide
to the Nassau County Clerk's Office of Land Recording,
the official registrar of deeds, mortgages, assignments
of mortgages, and satisfactions of mortgages. This
department indexes and preserves these documents to protect
the rights of the interested parties and permanently
maintain the record of transactions for all real estate
located within Nassau County. These
land records are available for public review.
guide identifies the information required on documents
presented for recording. Because these documents become
public record, filers should be diligent in reviewing
the items submitted. To
avoid identity theft, filers are urged not to include
personal identifying information (e.g., social security
numbers, copy of driver's licenses, etc.) on documents
presented for recording.
addition, be mindful that these are legal documents,
so it is recommended that an attorney be consulted. The
Clerk’s Office is a filing office and is unable
to provide legal advice. We
are also unable to provide property ownership information
more information, as well as any updates that may
impact the recording of documents in this office, please
visit our website at: www.nassaucountyny.gov/agencies/clerk.
Recording a Document
in this Office:
- Satisfaction of Mortgages
- Powers of Attorney
- Map Filings
Please be sure that all required information is included
in all documents submitted for recording.
To record a document, the filer must determine which
form is appropriate to use:
- Documents must be prepared using recordable forms that comply
with all legal requirements. The Office of the
County Clerk does not supply deed, mortgage or satisfaction
forms. If needed, such forms are available at a legal
- Each form must be
completed and acknowledged (notarized) prior to submission.
- If an acknowledgement
was taken in New York State, an all-purpose acknowledgment
must be completed, and it must include the venue. (See
NYS Real Property Law, section 309-a.)
- For acknowledgements
outside New York State, please refer to section 309-b
of NYS Real Property Law.
- The notary public
must be valid and currently commissioned.
- All signatures must
- All signatures and information must
forms can be found on our website at http://www.nassaucountyny.gov/agencies/Clerk/forms.html.
In addition, complete all forms necessary to avoid
rejection of the document(s). These forms include:
- NYS Form TP-584 - Combined
Real Estate Transfer Tax Return, Credit Line Mortgage
Certificate, and Certification of Exemption from the
Payment of Estimated Personal Income Tax.
- NYS Form RP-5217 -
Real Property Transfer Report.
- NYS Form IT-2663- Nonresident
Real Property Estimated Income Tax PaymentForm (revised
Forms TP-584, RP-5217 and IT-2663 along with instructions are available on the NYS Department of Taxation and Finance website:www.tax.ny.gov/forms/
Unless the transfer is exempt
as explained in the instructions found on the website,
complete Form IT-2663 to compute the gain (or loss)
and pay the full amount of estimated tax due, if applicable.
Things to Know
- The section/block and lot numbers (or if a condo,
the section/block and unit number) must be clearly
indicated on the first (front) page of ALL documents
submitted, preferably in the lower left hand margin.
This information may be found on the property's current
- Complete the names and address of all parties
of the 1st part and parties of the
- POST OFFICE BOXES ARE
NOT ACCEPTED AS ADDRESSES.
- Names of parties and acknowledgments should
match throughout the document (e.g., if using
an initial, it should be used throughout).
- All documents must be legible and suitable for
- Regarding fees:
- Transfer and Mortgage Tax payments MUST
BE MADE BY CERTIFIED CHECK.
- Recording fee payments may be made by personal check.
- Name, address and telephone number must be
imprinted on all checks.
- Except for estimated income tax, all checks must be made payable to the "Nassau County Clerk." Income tax checks should be made payable to "NYS Income Tax."
- Attorney’s checks drawn from a professional
account are accepted for recording fees. However, payment
of Mortgage and Transfer Taxes must have "Iola,
Trust, Special or Escrow" imprinted on them.
- A schedule of all fees (which are subject
to change) can be found in the packet provided by the County Clerk
or on the Clerk’s website.
- When requesting a certified copy simultaneous
with the recording of a document, a copy of the document
to be certified and a self-addressed, stamped envelope
must be included, along with the additional fee.
- If a receipt is requested when recording by mail,
a self-addressed, stamped envelope must be included.
- Land Records are important legal documents. The
filer is urged to record the documents in person to
avoid processing delays.
- These documents affect property ownership and
rights, so it is important to consult an attorney.
- To record documents by mail, send to:
Nassau County Clerk
240 Old Country Road - Room 105
Mineola, NY 11501
- To record documents in person, go to:
Office of the Nassau County Clerk
240 Old Country Road - Room 105
Mineola, NY 11501
The Office of the County Clerk does not
verify the accuracy of information, i.e., Section,
Block, Lot and Unit numbers. Correct indexing is the
responsibility of the filer and may be found on the
most current County Tax Bill.
NOTE: To record a document in person,
it must be presented no later than 4:00 pm.
Errors to Avoid
Failure to properly complete forms in accordance with
legal requirements will result in rejection and delay
of document recording by the Clerk’s office.
- Invalid or missing Section, Block and Lot
numbers (and if a condo, Unit number).This
is the most common cause for rejection by the Clerk’s
The filer must verify all information before presenting
it for recording. The filer should review all
information since the document will only be recorded
as directed. The accuracy of the information provided
IS NOT VERIFIED by this office. Before recording,
check the Clerk's index to be sure that there have
been no changes since the last tax bill.
- Incomplete and Inaccurate Forms
Please follow ALL instructions for the RP-5217. Photocopies are not acceptable.
- For additional information about this form,
please visit the New York State Office of Real Property
Services’ website: www.tax.ny.gov/forms/orpts/sales.htm
- A nonresident individual, estate, or trust
instrument, who is required to file Form IT-2663 must make payments of estimated income tax directly
to the recording officer upon the filing of a deed.
Forms and instructions are available on the NYS Department of Taxation and Finance website: www.tax.ny.gov/forms
- Incorrect Fees
Problems are sometimes created by fees paid by
checks printed with limitations, such as "not
valid after 90 days." Inaccurate payment of
fees and taxes can be avoided by consulting the schedule
contained in the Clerk’s Deed packet or by
referring to CPLR Article 80. Many rejected documents
are corrected and resubmitted with the same check,
which can result in the check being stale. Before
resubmitting, please verify the check’s date
to confirm it is still valid.
- Missing Attachments or Seals
If the document indicates "Exhibit A Attached," be
sure it is. If the document indicates the use of
a corporate seal, be certain to seal the instrument.
- Record and Return to Address
Please provide a complete "Record and Return
to" address. Preferably, this should be on the
last page, so that the recorded document can be mailed
to the proper party.
- Incorrect Acknowledgment
Include the Uniform Acknowledgment for all of the
parties executing the instruments, as required by
New York State Law (see Real Property Law sections
309, 309a and 309b, and Article 9, generally).