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Outline

The Maryland Intake Sheet form stands as a pivotal document within the state's land transaction process, streamlining the interaction between circuit court clerk offices, the Maryland Department of Assessments and Taxation (SDAT), and local finance offices. Its inception serves to expedite the precise processing, recording, and indexing of land instruments, including deeds and other ownership-altering documents. Mandated by Real Property Article § 3-104(g), the completeness of the Intake Sheet is crucial for the conveyance and recordation of various types of land instruments, save for a select few exceptions such as releases and assignments of mortgages. It accommodates the preparer through a structured instruction for accurately completing and submitting the Intake Sheet along with the necessary documents. The form distinctively categorizes information into sections, delineating types of instruments, conveyance specifics, applicable tax exemptions, along with detailed consideration and tax calculations, thereby aiming to mitigate submission errors. Additionally, it outlines the recording fees and taxes, property description, and identifiers necessary for SDAT to update assessment records following property transactions. This cohesive approach not only facilitates the preparer’s submission process but also supports clerks and SDAT in efficiently handling and updating land records. This compilation of procedural guidance and structured data collection underscores the form’s vital role in Maryland’s real estate documentation ecosystem.

Maryland Intake Sheet Sample

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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⇓ Maryland Intake Sheet PDF

File Breakdown

Fact Name Detail
Purpose of the Intake Sheet The Maryland Land Instrument Intake Sheet is designed to streamline the accurate processing, recording, and indexing of land instruments across the twenty-four circuit court clerk offices. It also addresses the information needs of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices.
Compliance Requirement Under Real Property Article § 3-104(g), a completed Intake Sheet must accompany every land instrument submitted for recordation, except for releases and assignments of mortgages and deeds of trust, substitutions of trustees, powers of attorney, and financing statements and their modifications.
Preparation Instructions The Intake Sheet must be filled out legibly in black ink. All applicable sections should be completed based on the type of instrument being submitted. Four copies of the filled-out sheet are required, with each copy serving a different entity.
Sections for Deeds When accompanying a deed, Sections 2, 6, and 11 of the Intake Sheet require completion to ensure proper processing and recordation of property ownership changes by SDAT.
Property Description The Intake Sheet aids in the property identification process by indexing information such as Property Tax Identification Number, Street Address, Lot, Block, and Section Numbers. For deeds, comprehensive property description information is necessary for SDAT processing.

Steps to Filling Out Maryland Intake Sheet

Filing out the Maryland Intake Sheet form is a step crucial for ensuring the expedited and accurate processing of land instruments within the state. This form is used across all twenty-four circuit court clerk offices and is instrumental for transactions involving property ownership changes, requiring coordination with the Maryland Department of Assessments and Taxation (SDAT) and local finance offices. A well-completed Intake Sheet streamlines the recording and indexing of land instruments, making compliance with Real Property Article § 3-104(g) a straightforward process. Below is a guide outlining the steps required to complete the Maryland Intake Sheet accurately.

  1. Preparation: Use black ink to print or type information legibly. Ensure to press firmly if printing and prepare all four copies of the form.
  2. Section 1 - Type(s) of Instruments: Mark the box next to the type of instrument being recorded with an "X". If recording more than one instrument, number each box to indicate the recording sequence. Use the "Other" field if your instrument type is not listed.
  3. Section 2 - Conveyance Type: If the Intake Sheet accompanies a deed, select the appropriate conveyance type that best describes the transaction.
  4. Section 3 - Tax Exemptions: List any applicable exemptions for State recordation, State transfer, and county transfer taxes, providing authority or a brief explanation for each claimed exemption.
  5. Section 4 - Consideration and Tax Calculations: State the purchase price or cash consideration, any new secured debt, existing mortgage balances, other considerations, or the full cash value of property received in the conveyance.
  6. Section 5 - Fees: Provide separate information for each recorded instrument, detailing recording charges, surcharge, State transfer tax, State recordation tax, and county transfer tax, if applicable. Use the "OTHER" field for any miscellaneous applicable taxes.
  7. Section 6 - Description of Property: Complete this section with the property's identification and description, such as the Property Tax Identification Number, street address, and, if applicable, lot, block, and section numbers. Include details like the square footage or acreage, and use the abbreviation Var. L.O.G. for multiple parcel properties. For deeds, provide comprehensive property descriptors including district, subdivision name, liber and folio of the grantor's acquiring deed, map number, parcel number, and plat reference. Attach a separate list if conveying more than one account/property on a deed.

After completing the form, remember to retain the goldenrod copy for your records. Additional forms or addendums may be necessary if your transaction involves more than two instruments. Ensure all provided information is accurate and complete before submission to facilitate smooth processing.

More About Maryland Intake Sheet

What is the purpose of the Maryland Intake Sheet?

The Maryland Intake Sheet serves as a unified form used by the twenty-four circuit court clerk offices across the state to streamline the processing, recording, and indexing of land instruments. It ensures the accurate and expedited handling of documents by satisfying the information requirements of both the Maryland Department of Assessments and Taxation (SDAT) and local finance offices. Additionally, when submitting a deed or other ownership-changing instrument to the SDAT, both a photocopy of the instrument and the original must be attached to the Intake Sheet.

Who is required to complete the Maryland Intake Sheet, and with what types of instruments?

Completion of the Maryland Intake Sheet is mandatory for every land instrument submitted for recordation, excluding releases and assignments of mortgages, deeds of trust, substitutions of trustees, powers of attorney, and financing statements along with their modifications. The specific sections of the Intake Sheet required vary depending on the type of instrument being submitted; for deeds and related documents, additional details must be provided.

How should the Maryland Intake Sheet be prepared?

To prepare the Maryland Intake Sheet, the following guidelines should be followed:

  • Print or type the information legibly, using only black ink.
  • Complete all appropriate sections of the form with relevant information for your instrument(s).
  • Prepare all four copies of the Intake Sheet, which are color-coded for different offices.
  • Retain the goldenrod copy for your records after submitting the other copies with the land instrument.
  • Use a separate Intake Sheet for each transaction involving the same property, utilizing an Addendum to Intake Sheet for multiple instruments within the same transaction.

If preparing the Intake Sheets or Addendums with a computer, ensure a sufficient number of forms are included with the submitted instruments.

What information is necessary in Section 6: Description of Property, and how is it used?

Section 6 of the Maryland Intake Sheet is primarily used when a deed is submitted, allowing the SDAT and sometimes local finance offices to update property ownership in the assessment records. For other instruments, filling out this section is optional. It facilitates the indexing of property identifiers such as:

  1. Property Tax Identification Number
  2. Street Address
  3. Lot, Block, and Section Numbers
  4. Square Footage or Acreage
  5. Var. L.O.G. (Various Lots of Ground) for properties consisting of multiple parcels

In addition, details like the district, subdivision name, and liber and folio of the title deed are required. Any property transferred that has been subdivided since the last July 1 should have the original account number for the subdivision plot noted, with jurisdiction-specific guidelines for Baltimore City and Montgomery County.

Common mistakes

  1. Not using black ink for filling out the form: The form requires that all information be printed or typed in black ink only. Using different ink colors can lead to processing delays or the form being returned.

  2. Submitting incomplete forms: Sections 1, 3-5, and 7-10 must be completed for all land instruments, and sections 2, 6, and 11 are also necessary when submitting deeds. Omitting required information can result in the rejection of the document.

  3. Failing to provide all copies of the Intake Sheet: Four copies of the Intake Sheet should be prepared, with the white, canary, and pink copies retained by specific offices and the goldenrod copy retained by the preparer for their records.

  4. Incorrectly identifying the type of instrument or conveyance: It is crucial to correctly mark the type of instrument being recorded and the type of conveyance in section 1 and 2, respectively. Misidentification can affect processing and the accuracy of records.

  5. Not attaching an Addendum for multiple instruments: When more than two instruments are submitted for the same transaction involving the same property, an Addendum to the Intake Sheet is required to itemize grantors/grantees, considerations, recording fees, and taxes.

  • Mistakes in the property description: Section 6 requires detailed information about the property. Failing to provide a complete and accurate description, including the correct property tax identification number and other identifiers, can lead to issues with property records.

  • Improper calculation of taxes and fees: Sections 4 and 5 require the preparer to state consideration amounts and itemize various charges. Errors in these calculations can lead to incorrect fee assessments or document rejection.

  • Not citing authority for tax exemptions: In Section 3, any claimed exemptions for state recordation, state transfer, and county transfer taxes must be supported with a citation or a brief explanation of the authority for each exemption claimed.

  • Failure to indicate the correct number of accounts when multiple properties are involved: In situations where a property includes more than one account for assessment records, this must be accurately indicated to ensure proper handling and recording.

  • Using outdated or incorrect forms: The Intake Sheet and its instructions can be updated. Using an outdated version or not following the current guidelines can result in processing delays or rejections.

Documents used along the form

When involved in transactions concerning property in Maryland, the Maryland Intake Sheet is an essential document that facilitates the proper recording and indexing of land instruments. However, it's often not the only document you need. Several other forms and documents are commonly used alongside the Maryland Intake Sheet to ensure a complete and accurate legal transaction. Here's a list of some of those documents, each serving its unique purpose in the intricate dance of property transactions.

  • Addendum to Intake Sheet: Used when there are more than two instruments involved in the same property transaction, helping to document additional information such as considerations, recording fees, and taxes.
  • Deed of Trust or Mortgage: A legal document by which the title to real property is transferred to a trustee as security for a loan until the grantor (borrower) fulfills the terms of the deed.
  • Promissory Note: A financial document in which one party promises to pay a definite sum of money to another party under specific terms.
  • Title Search Report: A report that outlines the history of the property, including previous ownership, liens, and any other encumbrances on the property.
  • Property Tax Bills: Recent property tax bills are often required to verify that all taxes have been paid up to date.
  • Grantor/Grantee Affidavit: A document that may be required to attest to the identities of the parties involved, ensure proper execution of the documents, and disclose any potential conflicts.
  • Settlement Statement: A comprehensive document detailing the financial transactions enacted during the property transfer process, including fees paid by both parties, amounts owed, and payments made.

The interplay between the Maryland Intake Sheet and these additional documents ensures that all aspects of a property transaction are properly accounted for and recorded. This meticulous process protects the interests of all parties involved and helps maintain the integrity of the property's title. Understanding each document's role and how they complement each other can significantly streamline the transaction process, making it as smooth and efficient as possible for everyone involved.

Similar forms

The Maryland Intake Sheet form is similar to other legal documents required for transactions involving land or property. One such document is the Deed of Trust. Like the Intake Sheet, a Deed of Trust serves as a means of recording specific details about a transaction, primarily focusing on the aspect of securing a loan on real property. The Deed of Trust requires detailed information about the parties involved, the property being used as security, and the terms of the loan. Both documents ensure that necessary information is recorded within public records, facilitating transparency and providing a clear chain of title or interest in the property.

Another document bearing resemblance to the Maryland Intake Sheet is the Settlement Statement (HUD-1). The HUD-1 Settlement Statement is used in real estate transactions involving federally related mortgage loans. Like the Intake Sheet, the Settlement Statement itemizes all fees, charges, and other financial details pertinent to the transaction, including the buyer and seller's personal information, the property's sale price, and the breakdown of fees. Both documents play a critical role in the final stages of property transactions, ensuring that all parties have a detailed account of financial particulars and that the information is accurately recorded with the appropriate agencies.

Lastly, the Maryland Intake Sheet shares similarities with Property Transfer Tax Declarations. These declarations, required in various jurisdictions, collect data on the sale price, property classification, and applicable exemptions similar to the Intake Sheet's requirements. The primary purpose of both documents is to aid in the accurate assessment and collection of taxes related to property transactions. They ensure that governmental bodies have the necessary information to process and record the change in property ownership, calculate taxes owed, and maintain up-to-date public records.

Dos and Don'ts

When you're filling out the Maryland Intake Sheet form, making sure that you're doing it correctly is essential for the smooth processing of land instruments. Missteps can lead to delays or even rejections. Here are some guidelines to make the process easier.

Things You Should Do:

  • Print or type in black ink only. This ensures that all the text on the form is legible and can be scanned or photocopied without issues.
  • Fill out all applicable sections completely. Depending on the type of transaction, certain sections may or may not need to be filled out. Review the requirements carefully to ensure compliance.
  • Prepare four copies of the Intake Sheet. Each copy serves a different purpose and goes to a different office, so it's crucial to have all four ready.
  • Retain the goldenrod copy for your records. This copy is a reference for you or your organization and can be helpful for any follow-up needed.
  • Use the Addendum for additional properties or instruments. In cases where multiple properties or instruments are involved, the Addendum to Intake Sheet allows for a more detailed and organized submission.
  • Ensure accuracy in tax exemption and fee calculations. Mistakes here can lead to rejections or delays. Double-check all figures to ensure they're correct.

Things You Shouldn't Do:

  • Don't use colors other than black for filling out the form. Colors other than black might not photocopy or scan properly, leading to legibility issues.
  • Avoid submitting incomplete forms. Lack of information can delay the processing time significantly.
  • Don't guess on tax exemptions or fees. If you're unsure, seek clarification rather than risking an error on the form.
  • Avoid submitting the form without the required copies of the instrument. Always submit the Intake Sheet along with a photocopy of the instrument for SDAT and the original instrument.
  • Don't forget to check all boxes that apply to your transaction. Overlooking a relevant box can lead to errors in processing.
  • Avoid unclear handwriting or typing. If the information is not easily readable, it can cause unnecessary delays in your transaction.

Misconceptions

When dealing with the paperwork associated with land transactions in Maryland, the State of Maryland Land Instrument Intake Sheet is a crucial document. However, there are several misconceptions about this form that can cause confusion. Below are seven common misconceptions and their clarifications.

  • It's only for deeds.

    While the Maryland Intake Sheet is essential for recording deeds, it is not exclusively for them. This form is required for various types of land instruments, including mortgages, leases, and easements, among others. Its comprehensive design accommodates a wide range of transactions, ensuring accurate processing and recording.

  • One form fits all transactions.

    A common misconception is that a single intake sheet can be used for multiple transactions involving the same property. In reality, a separate Intake Sheet is necessary for each transaction to ensure the accurate recording of each unique instrument.

  • Printing in color is okay.

    The instructions specify that the form should be completed in black ink only. This requirement helps maintain consistency and legibility, ensuring that all documents are processed efficiently and without error.

  • Filling out every section is mandatory.

    Not every section of the Intake Sheet needs to be filled out for every transaction. Specific sections are only required for certain types of transactions, such as deeds. Understanding which sections apply to your instrument is crucial for proper completion.

  • Soft copies are acceptable for submission.

    While technology has advanced, the requirement for submitting original documents, accompanied by the completed Intake Sheet, remains. This ensures the authenticity and integrity of the recorded instruments.

  • Only the preparer needs a copy.

    In fact, the Intake Sheet comes in multiple copies to be distributed among various offices, including the clerk's office, the Maryland Department of Assessments and Taxation (SDAT), and the local finance office. The preparer retains the goldenrod copy for their records, underscoring the collaborative nature of property transactions.

  • Description of property is always optional.

    This section is critical when the Intake Sheet accompanies a deed, as it facilitates the transfer of property in the assessment records. It requires detailed information to ensure the property is accurately described and indexed, contrary to the belief that this section can always be left blank.

Understanding these aspects of the Maryland Intake Sheet clarifies its purpose and requirements, ensuring smoother transactions and preventing common errors. It's an essential tool in the conveyancing process, designed to streamline the recording and indexing of land instruments within the state.

Key takeaways

Understanding how to accurately complete the Maryland Intake Sheet is crucial for those involved in real estate transactions within the state. Below are 10 key takeaways that can help ensure a smooth submission process:

  • A completed Maryland Intake Sheet is mandatory for the recordation of most land instruments, serving to expedite accurate processing, recording, and indexing across circuit court clerk offices, the State Department of Assessments and Taxation (SDAT), and local finance offices.
  • All provided sections relevant to your transaction must be filled out with care, using black ink and legible handwriting, as this document is essential for updating Maryland's land records efficiently.
  • When a deed or a document affecting property ownership is filed, both a photocopy for the SDAT and the original instrument must be presented alongside the Intake Sheet.
  • The requirement to complete an Intake Sheet applies to nearly all types of real estate instruments, except for specific exempted documents such as powers of attorney and certain mortgage-related forms.
  • For every single transaction, only one Intake Sheet should be prepared, regardless if multiple documents are involved. An Addendum to Intake Sheet must be used for transactions involving more than two instruments.
  • In cases where deeds are submitted, Section 2 must be accurately filled to assist the SDAT in property ownership transfers, distinguishing arms-length conveyances from other transfer types.
  • Certain transactions may qualify for tax exemptions. Section 3 demands these exemptions be clearly listed with appropriate citations or brief explanations.
  • To minimize errors in tax and charge calculations that can lead to instrument rejection, Sections 4 and 5 require specific attention to detail in listing considerations, fees, and applicable taxes.
  • The description of the property in Section 6 is not only crucial for deeds but also assists in the property indexing and may include various identifiers like property tax ID numbers, street addresses, and subdivision data.
  • Retaining the goldenrod copy of the Intake Sheet is advised for internal records, establishing a reference that can be beneficial for future queries or clarifications.

Thoroughly checking each section relevant to your instrument and ensuring all necessary information is accurately reported will support error-free processing. Double-checking for compliance with jurisdiction-specific requirements, such as for properties in Baltimore City, can prevent processing delays. Compliance with these guidelines not only facilitates the smooth recording of documents but also contributes to the maintenance of accurate and up-to-date public records.

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