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Dos and Don'ts

When filling out the Maryland Intake Sheet form, it’s essential to follow specific guidelines to ensure a smooth process. Here’s a list of ten important dos and don’ts:

  • Do print or type legibly in black ink only.
  • Do complete Sections 1, 3 through 5, and 7 through 10 for all required instruments.
  • Do retain the goldenrod copy for your records after submission.
  • Do use a separate Intake Sheet for each deed being recorded.
  • Do itemize all fees and taxes separately for each instrument if multiple are submitted.
  • Don't forget to submit a photocopy of the instrument along with the original.
  • Don't leave any required sections blank; ensure all applicable information is filled out.
  • Don't submit more than one Intake Sheet for the same transaction involving the same property.
  • Don't use colored ink or pencil; only black ink is acceptable.
  • Don't neglect to check the appropriate box for the type of conveyance if applicable.

Misconceptions

Misconception 1: The Maryland Intake Sheet is optional for all land instruments.

Many people believe that the Intake Sheet can be skipped if they are submitting a land instrument. However, it is important to note that a completed Intake Sheet is required for every land instrument submitted for recordation, with specific exceptions like releases and assignments of mortgages.

Misconception 2: Only one copy of the Intake Sheet is needed.

Some individuals think they only need to submit one copy of the Intake Sheet. In reality, you must prepare four copies: the white, canary, and pink copies are retained by the clerk’s office, SDAT, and local finance offices respectively, while the goldenrod copy is for your records.

Misconception 3: All sections of the Intake Sheet must be completed for every transaction.

It’s a common misunderstanding that every section of the Intake Sheet is mandatory for all submissions. In fact, only specific sections must be completed depending on the type of instrument being submitted. For instance, Sections 2, 6, and 11 are required only for deeds.

Misconception 4: The Intake Sheet can be filled out in any color ink.

Some people may think that they can use any ink color when filling out the Intake Sheet. However, it is specified that all information must be printed or typed in black ink only to ensure clarity and legibility.

Misconception 5: You can use a single Intake Sheet for multiple properties.

There is a belief that one Intake Sheet can cover multiple properties in a single transaction. This is not correct. You must complete a separate Intake Sheet for each property involved in the transaction to ensure accurate processing and indexing.

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Key takeaways

The Maryland Intake Sheet form serves a crucial role in the processing of land instruments within the state. Below are key takeaways regarding its completion and use:

  • Purpose: The Intake Sheet is designed to streamline the recording and indexing of land instruments across all circuit court clerk offices in Maryland. It also meets the information needs of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices.
  • Mandatory Compliance: A completed Intake Sheet is required for every land instrument submitted for recordation, with specific exceptions. Sections 1, 3 through 5, and 7 through 10 must be filled out for all applicable instruments, while Sections 2, 6, and 11 are specifically required for deeds.
  • Preparation Instructions: It is essential to print or type all information clearly in black ink. Four copies of the Intake Sheet must be prepared, with specific copies retained by the clerk's office, SDAT, and local finance offices. The goldenrod copy should be kept for internal records.
  • Conveyance Type: This section is crucial for distinguishing between arms-length transactions and those that are not. Properly identifying the type of conveyance ensures accurate processing and assessment of property ownership transfers.
  • Property Description: Accurate property description is vital for indexing and record-keeping. This section allows for the inclusion of essential identifiers such as the Property Tax Identification Number and other relevant details. If multiple properties are involved, an attachment listing all descriptors is necessary.

Guidelines on Utilizing Maryland Intake Sheet

Completing the Maryland Intake Sheet is a crucial step in the process of recording land instruments. Once you have gathered all necessary documents and information, follow these steps to ensure that your form is filled out accurately and efficiently.

  1. Obtain the Form: Download or print the Maryland Intake Sheet from the official website or your legal office.
  2. Use Black Ink: Make sure to fill out the form using black ink, either by typing or writing legibly.
  3. Section 1 - Type(s) of Instruments: Indicate the type of instrument you are submitting by marking an "X" in the appropriate box. If submitting multiple instruments, number them in the order they should be recorded.
  4. Section 2 - Conveyance Type: Complete this section only if you are submitting a deed. Check the box that best describes the type of conveyance (e.g., Improved Sale Arms-Length, Unimproved Sale Arms-Length, etc.).
  5. Section 3 - Tax Exemptions: If applicable, list any claimed exemptions for state and county transfer taxes, providing a brief explanation for each.
  6. Section 4 - Consideration and Tax Calculations: State the purchase price or cash consideration. Include amounts for any new secured debt or existing mortgage balances as necessary.
  7. Section 5 - Fees: Itemize the recording charges and any applicable taxes for each instrument being recorded, ensuring that you provide the corresponding document number from Section 1.
  8. Section 6 - Description of Property: Fill in details about the property, including the Property Tax Identification Number, street address, and other relevant identifiers. If there are multiple properties, attach a separate list.
  9. Finalize Copies: Prepare four copies of the completed Intake Sheet: one for the clerk’s office, one for SDAT, one for local finance offices, and keep the goldenrod copy for your records.
  10. Submit the Form: Along with the original instrument, submit the completed Intake Sheet to the appropriate clerk's office.

Following these steps will help ensure that your Maryland Intake Sheet is correctly completed, facilitating the efficient processing of your land instrument. After submission, it is advisable to keep track of your documents and any follow-up requirements that may arise during the recording process.

Form Preview Example

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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Common mistakes

  1. Illegible handwriting or typing: It is essential to print or type clearly in black ink. Illegible submissions can lead to processing delays.

  2. Incomplete sections: Failing to complete all required sections, particularly Sections 1, 3 through 5, and 7 through 10, can result in rejection of the form.

  3. Incorrect instrument type: Selecting the wrong type of instrument in Section 1 can complicate the recording process. Ensure that the correct box is checked and numbered accurately.

  4. Not providing a photocopy: Submitting only the original instrument without the required photocopy for SDAT can lead to delays. Always include both.

  5. Missing property description: Incomplete property descriptions in Section 6 can hinder the indexing process. Provide all necessary details, including property identifiers.

  6. Failure to check conveyance type: Neglecting to indicate the type of conveyance in Section 2 can lead to misunderstandings about the transaction's nature.

  7. Incorrect tax calculations: Errors in the calculation of fees and taxes in Section 4 and Section 5 can result in additional complications. Double-check all amounts before submission.

  8. Using multiple intake sheets: Completing more than one Intake Sheet for the same transaction is a common mistake. Only one sheet should be used per transaction involving the same property.

Free Maryland Intake Sheet PDF

Learn More on This Form

What is the purpose of the Maryland Intake Sheet?

The Maryland Intake Sheet serves as a standardized form utilized by all twenty-four circuit court clerk offices in the state. Its primary purpose is to streamline the processing, recording, and indexing of land instruments. Additionally, it meets the information requirements of the Maryland Department of Assessments and Taxation (SDAT) and local finance offices.

Who needs to submit the Intake Sheet?

Any individual or entity submitting a land instrument for recordation in Maryland must complete the Intake Sheet. This requirement applies to most land instruments, excluding releases and assignments of mortgages, deeds of trust, powers of attorney, and financing statements. Sections 1, 3 through 5, and 7 through 10 must be filled out for all required submissions.

What information is needed to complete the Intake Sheet?

The Intake Sheet requires specific information, including the type of instrument being recorded, conveyance type, tax exemptions, consideration and tax calculations, and property descriptions. It is important to print or type the information clearly in black ink. If multiple instruments are submitted, each must be itemized appropriately.

What should be done if multiple instruments are submitted for the same transaction?

If more than two instruments are being submitted for the same transaction, the Addendum to Intake Sheet should be used. This addendum allows for the itemization of relevant information such as grantors, grantees, considerations, recording fees, and taxes. Only one Intake Sheet should be completed per transaction involving the same property.

What is the significance of the property description section?

The property description section is crucial for the accurate transfer of property ownership in assessment records. It allows SDAT to index property identifiers and ensures that all relevant property information is correctly recorded. This section must be completed when submitting a deed and can include various identifiers such as the Property Tax Identification Number and street address.

How are tax exemptions handled on the Intake Sheet?

When applicable, the Intake Sheet allows for the listing of any claimed tax exemptions related to State recordation, State transfer, and county transfer taxes. Each exemption must be briefly explained or cited, providing the necessary authority for the claim. This helps ensure compliance and proper processing of the transaction.

What happens if the Intake Sheet is not completed correctly?

Failure to complete the Intake Sheet accurately may result in the rejection of the submitted instruments. Incorrect calculations or missing information can hinder clerks from verifying charges payable. Therefore, it is essential to follow the preparation instructions carefully and provide all required details to avoid delays.

Can the Intake Sheet be submitted electronically?

The Maryland Intake Sheet must be submitted in hard copy format. If a preparer uses their own computer to print the form, they should ensure that a sufficient number of copies are presented along with the instruments. The completed form must include all necessary signatures and be submitted to the appropriate clerk’s office.