The Maryland Intake Sheet form serves as a crucial document designed to streamline and ensure the accurate processing, recording, and indexing of land instruments across the state's twenty-four circuit court clerk offices. A product of a collaborative effort, the form meets the information needs of both the Maryland Department of Assessments and Taxation (SDAT) and local finance offices, requiring completion for a broad spectrum of land transactions with few exceptions. For a hassle-free completion of your Maryland Intake Sheet, click the button below.
In the intricate landscape of real estate transactions in Maryland, the State of Maryland Land Instrument Intake Sheet emerges as a pivotal tool designed to streamline the process for recording and indexing land instruments across the state's 24 circuit court clerk offices. Aimed at not only facilitating a swift and accurate processing routine but also catering to the informational demands of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices, this form stands as a testament to the state's commitment to efficiency. With a mandate that necessitates its completion for the vast majority of land instruments, sans a few exceptions like releases and assignments of mortgages, the Intake Sheet ensures that all pertinent details, spanning from instrument types to detailed property descriptions, are meticulously captured. Preparation guidelines underscore the importance of readability, urging the use of black ink and the provision of all necessary details across the form's designated sections to preempt rejections stemming from miscalculated charges or incomplete data. Moreover, the form's thoughtful design, which includes the provision for an Addendum to accommodate transactions involving more than two instruments, underscores its role in simplifying the complex calculation of taxes and fees, thereby enhancing the reliability of the real estate transaction documentation process in Maryland.
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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After gathering all required information about the property and instruments involved, filling out the Maryland Intake Sheet is a crucial next step. This form ensures that the land instrument, such as a deed or mortgage, is accurately processed, recorded, and indexed by the Maryland Department of Assessments and Taxation (SDAT) and local finance offices. Careful attention to detail will help avoid common mistakes that could delay this process. Here is how you can fill out the form:
Remember, filling out the Intake Sheet with care and precision ensures a smoother, faster process for recording and indexing land instruments. It's worth taking the time to check and double-check your entries against your official documents to avoid common errors or delays. Once completed, submit the form along with the necessary documents to the respective clerical office.
The Maryland Land Instrument Intake Sheet is designed to streamline the efficient processing, recording, and indexing of land instruments across the twenty-four circuit court clerk offices in Maryland. It caters to the informational requirements of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices. This form assists in making sure that the deed or any instrument indicating change of ownership is swiftly and accurately processed.
No, the Intake Sheet is not required for all land instruments. It is mandated for a majority of instruments, including those changing ownership, but excludes releases and assignments of mortgages and deeds of trust, substitutions of trustees, powers of attorney, and financing statements along with their modifications.
When preparing the Intake Sheet, all applicable information must be printed or typed in black ink. It is crucial to press firmly to ensure all four copies (white, canary, pink, and goldenrod) are legible. The white, canary, and pink copies are retained by the clerk’s office, SDAT, and the local finance offices, respectively, while the goldenrod copy is for the preparer's records. Only one Intake Sheet is required per transaction, regardless of the number of instruments submitted for the same property.
If you're submitting more than two instruments for the same transaction, an Addendum to Intake Sheet must be used to list relevant details such as considerations, recording fees, and taxes for each instrument. This ensures that all necessary documentation is organized and accurately reflects the details of the transaction.
The Conveyance Type section distinguishes between arms-length and non-arms-length transactions. It should be completed only if the Intake Sheet accompanies a deed. You must check the appropriate box to indicate whether the property involves an improved or unimproved sale, multiple accounts, or if it was not an arms-length sale, reflecting transactions like leases, gifts, foreclosures, tax sales, or confirmatory deeds.
Applicable exemptions for State recordation, State transfer, and county transfer taxes should be listed in the designated section. Each claimed exemption must be supported by citing the authority or providing a brief explanation of the exemption's relevance to the transaction.
This section is essential for deeds as it helps SDAT transfer the property in the assessment records. For other instruments, completion is optional. The section asks for detailed identifiers such as Property Tax Identification Number, district, and additional descriptors. Ensure all relevant fields are completed to assist in accurate record indexing and assessment.
Information required for completing the Description of Property section may be found in the lien document received from the local finance/treasury office or on public access terminals at local assessment offices. This includes the Property Tax Identification Number, district, lot/block/section numbers, and other key identifiers necessary for the completion of the Intake Sheet.
Not using black ink to fill out the form. The instructions specifically require all information to be provided in black ink to ensure legibility and uniformity among documents.
Failing to complete all required sections. The form requires different sections to be filled out depending on the type of land instrument being recorded. Many people overlook or incorrectly complete Sections 2, 6, and 11 when they are necessary.
Not providing complete property description. Section 6 is critical for deeds as it helps transfer property in the assessment records. Leaving out details such as the property tax identification number or the full street address leads to delays in processing.
Misidentifying the type of conveyance in Section 2. This section is vital for distinguishing between arms-length transactions and other types of transfers, such as those between relatives or under duress, affecting tax calculations and the transaction's legality.
Incorrect tax exemption claims in Section 3. Claimants often either miss citing the authority for each exemption or claim exemptions inaccurately, which could lead to the rejection of the document or incorrect tax processing.
Incorrect calculations in Section 4 for taxes and considerations. This mistake not only leads to potential financial discrepancies but can also cause the document to be rejected until the correct amounts are provided.
Not preparing all four copies of the Intake Sheet. The form stipulates that four copies must be prepared for distribution among different offices, and failing to do so can hinder the recording process.
Using one Intake Sheet for multiple transactions involving the same property. Each transaction requires a separate Intake Sheet to ensure clear recording and processing, a detail often overlooked leading to processing errors.
Avoiding these mistakes ensures smoother processing, recording, and indexing of land instruments. Attention to detail and adherence to the form's requirements can save time and prevent unnecessary legal challenges.
In the Maryland real estate process, the Maryland Intake Sheet plays a crucial role in ensuring that land instruments are processed swiftly and accurately. It's not the only document you'll encounter, though. To give you a clearer picture of what other forms and documents might accompany or be used in conjunction with the Maryland Intake Sheet, here’s a list you might find helpful:
Remember, navigating through these documents can be both time-consuming and intricate. However, each plays a significant role in various aspects of real estate transactions, affecting everything from legal ownership to obligations towards financial institutions and homeowner associations. This brief overview serves to clarify their functions and interconnections.
The Maryland Intake Sheet form is similar to other documents used in various legal and real estate transactions, particularly those involving property. Here are a couple of examples:
Real Property Transfer Forms: Similar to the Maryland Intake Sheet, real property transfer forms are used across the United States to document the transfer of title from one party to another. These forms often require detailed information about the property, the parties involved in the transfer, and the terms of the sale, including any taxes or fees due. The Maryland Intake Sheet distinguishes itself by specifically catering to the Maryland Department of Assessments and Taxation and local finance offices, ensuring that all the necessary data for state and local compliance is collected. However, both forms share the common purpose of facilitating property transfers, recording ownership changes, and ensuring the accurate assessment of taxes.
Deed Preparation Forms: Deed preparation forms, used by legal professionals to draft deeds for property transactions, share similarities with the Maryland Intake Sheet in terms of the information they capture. Both documents require a detailed description of the property, including its location and any identifiers like tax identification numbers. They also require information about the grantor (seller) and grantee (buyer) to ensure the deed correctly reflects the parties involved in the transaction. While the Maryland Intake Sheet is a more comprehensive tool designed to accompany the deed (and other documents) for recording purposes, its focus on the details of the transaction aligns closely with the objectives of deed preparation forms.
When filling out the Maryland Intake Sheet form, it's crucial to ensure everything is done correctly to facilitate a smooth recording and processing of land instruments. Below, find a guide listing what you should and shouldn't do to avoid common mistakes.
Do:
Use black ink and print legibly. This ensures that all information is easily readable and reduces the chance of errors during processing.
Complete all required sections. For deeds, this includes Sections 1, 2, 3 through 5, and 7 through 10. Check the instructions to see which sections are mandatory for your specific document type.
Include all copies of the Intake Sheet. Fill out and submit the white, canary, and pink copies to their respective offices and keep the goldenrod copy for your records.
Be thorough with property descriptions. Provide detailed information in Section 6 to ensure accurate recording and indexing of the property.
Don't:
Forget to include the photocopy of the instrument for SDAT when submitting deeds or other instruments changing ownership.
Use different colored inks or pencil. Black ink is required to ensure all documents are clear and legible for official records.
Skip sections that apply to your transaction. Failing to complete relevant sections can delay processing and recording.
Overlook the need for attachments. If your transaction involves more than one property or requires additional information for grantors/grantees, use the Addendum to Intake Sheet to itemize these details.
When dealing with the Maryland Land Instrument Intake Sheet, understanding its purpose and requirements is crucial for anyone engaged in property transactions within the state. Yet, misconceptions about this form are common, leading to confusion and potential errors in the submission process. Here are seven common misconceptions explained:
Clearing up these misconceptions is key to ensuring that the Maryland Land Instrument Intake Sheet is correctly and efficiently used. Accurate preparation and submission of this form are vital steps in the recording and processing of land transactions in Maryland, serving the needs of various state departments and helping to expedite the overall process.
Filling out the Maryland Intake Sheet form correctly is crucial for the fast and accurate processing of land instruments in Maryland. Below are key takeaways to ensure that individuals and professionals understand how to properly complete and use the form:
This form is an essential tool for ensuring that land transaction records are accurately and efficiently processed, providing benefits to both the public and professionals by facilitating clarity and organization in the complex process of land transactions. Keeping these key points in mind when completing the Intake Sheet will help streamline the recording process and avoid common pitfalls.
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